Mission-wide ICASS Budget preparation: (50%)
Formulates and oversees the Mission-wide ICASS Budget, billing modules, workload counts, and agency invoices which are produced twice a year for 32 ICASS serviced customers at Post (including State). Responsible for ICASS budget Data Call by compiling: WGIs, annualization of increases, infrastructure capitalization and all anticipated operating increases for the upcoming fiscal year. Prepares the Mission ICASS Budget ($14M) by providing adequate justifications for budget increases, plans for the utilization of carryover fundings, post cost saving initiatives, financial summary and key issues and unfunded priorities. Prepares estimates and invoices for new NSDD38 positions and processes TDY invoices. Coordinates and guides other service providers in theMission on the compilation of workload counts and time allocation. Responsible for the preparation and reconciliation of the ICASS billing modules, invoices and workload statistics for 32 customer agencies. Holds regular meetings and communicates with all Mission agency heads discussing ICASS regulations, invoice procedures, workload determinations, effects of budget changes on invoicing, comparison reports and 'what if' scenarios. Maintains a positive working relationship with customer agency headquarters representatives and updates same on relevant ICASS matters. Communicates and with bureau budget officers, ICASS Service Center officers and IT system developers on reports, clarifications and queries regarding Post's ICASS budget. Monitors GFS FINNET for updates and regulatory changes on budget and system upgrades.
Leads and supervises all Post financial processes via compilation, analysis, interpretation and presentation of financial data including prior year actual reports, Status of Funds (P-60) and Status of Obligation (P-62) reports and delegation to the budget analysts and Post accountants. Supervises and guides all other State budget data calls and field budget plans for the Mission Resource Request (MRR). Guides, supervises and monitors: Program, OBO, Public Diplomacy, Consular MRV and DS budgets. Adheres to procedures set forth in guidance cables from GFS and the bureau to complete and oversee the completion of the field budget plans and accounting amounting to over $40 Million annually. Reviews the budgets and fund control ledgers maintained by the five LE Staff budget analysts and accountant to ensure biweekly reconciliation of all allotments is accomplished. Delegates the review and implementation of specific GFS-required financial reporting taskers to the Budget Analysts and Accountant team lead to ensure that obligations and
liquidations are valid, current and in compliance with anti-deficiency regulations and procedures. Works as a liaison with GFS Bangkok/Charleston, the USDO and other senior accountants in resolving budget and fiscal irregularities, system upgrades, payroll and disbursement related issues. Provide guidance to the FMO staff on end-of-year closeout procedures.
Maintains and ensures the accuracy of funds control ledgers and spreadsheets as requested and/or required by other agency funds managers, showing current balances and status of funds/obligations for allotments whose budgets are prepared by the agency's own staff but for which ICASS services are provided by the FMO. Ensures that other agency accounting practices are in conformance with rules, regulations and are legal, proper and correct. Brings to the attention of the Financial Management Officer any discrepancies in
practice or procedures with respect to the accounts of such other agencies. Ensures that reports and spreadsheets prepared by the budget analysts or other FMO staff are reviewed prior to their release to the respective other-agency funds managers. Prepares quarterly and annual review of all unliquidated balances and reviews the clearing of 477 /NV rejected transactions.
Training and guidance (15%):
Ensures the entire FMO staff/section is cross-trained in areas required to provide continuation of coverage during any long-term absences due to annual leave, extended sick leave, or PCS gaps/travel. Designs a plan in draft form regarding work assignments and
cross training requirements for the section and presents it to the Financial Management Officer for approval and implementation. Updates from time-to-time the plan to ensure that new employees and/or temporary staff are up-to-date on the skills necessary to perform their duties. Keeps the Financial Management Officer appraised of the progress or lack thereof, of the staff. Modifies FMO workload to positively impact customer service quality, quantity and productivity standards of the staff.
Major duties continues in the 'Other Information' section.