Budget Manager - Department of Emergency Management

Job Description

Under general direction of the Deputy Director of Administration and Support, the Budget Manager is responsible for managing and coordinating the fiscal activities in support of the Department’s operating divisions. The scope of these activities include budget development, submission and administration, accounting and procurement services, forecasting of revenue sources and expenditure monitoring, contract management, fiscal and accounting reconciliation of grant awards, preparation of financial status reports, facilitating audits of financial transactions to ensure compliance with applicable federal, state, and local requirements, and updating financial and accounting operating procedures.

The essential functions of the position include, but are not limited to:

1. Develops and submits DEM’s annual budget; including the preparation of line-item narratives, inputting data, and reconciling records in the City’s budget system throughout the budget cycle.

2. Coordinates departmental budget submissions, including narrative, analysis, recommendations, and justifications for requests; prepare documents for senior management and presentations to the Mayor’s Budget Analyst and the Board of Supervisors. Leads the budget through the Mayor and Board process, including representing the department with the Mayor’s Budget Office, Controller’s Office, Board of Supervisors and Board’s Budget and Legislative Analyst to ensure successful adoption.

3. Prepares and presents financial statements/statistical reports regarding contract and grant agreement compliance, and budget for management, Mayor’s Office, Board of Supervisors, Office of the Controller, and other entities.

4. Provides daily oversight of the DEM operating and capital budgets throughout the year, including directing the preparation, review, and distribution of detailed and complex financial analyses and management reports that provide information on status of budget/expenditures, appropriations, fund source/availability, and projected revenues and expenditures.

5. Plans, directs and performs analysis and reconciliation of financial and accounting records, including the preparation of monthly and ad hoc reports for Executive Management.

6. Acts as the fiscal lead in the agency for budget matters, answering questions, developing solutions to problems and advising agency staff on how best to meet changing business needs within established citywide policies and procedures.

7. Supervises finance & accounting staff, which includes assigning appropriate area of fiscal function, providing guidance in processing transactions, handling problems on subordinates’ behalf when needed, and evaluating subordinates’ performance.

8. Performs all areas of accounting functions which includes responding to vendors and inter-department inquires; processing accounts payable entries, requisitions, and purchase orders; processing employee and travel reimbursement; depositing and recording cash receipts, and handling all other entries as needed for entries in the City’s financial system.

9. Serve as the Department’s liaison for other City Departments such as the Controller’s Office and Mayor’s Office of Public Policy and Finance for fiscal and accounting related activities.

10. Conducts fiscal year end closing activities, which include identifying appropriation and encumbrance carry-forward and providing justification to the carry-forward requests.

11. Serves as the lead point of contact for the Controller’s Office in terms of their annual Post Audit Fieldwork as well as their continuous accounting transaction monitoring to ensure departmental accounting functions are consistent with Generally Accepted Accounting Principles (GAAP).

12. Contract management of complex agreements and the development of outsourcing requests, such as RFPs. RFIs, Procurement Bids, etc.

13. Ensures compliance and monitoring of grant awards from federal and state grant programs.

14. Analyzes current business processes. Develops and implements improvements to accounting procurement, and other processes and procedures.

15. Oversees and manages the administrative workflow for IT procurement and contracting activities. Leads and coordinates the development and preparation of all procurement-related documents (such as RFIs, RFQs, RFPs, contracts, and purchase orders) to ensure they meet the Department’s business requirements. Applies a strong understanding of different technology purchasing options and considerations to identify and recommend the most appropriate procurement strategy for each need.

16. Perform related duties as assigned.

Please note that incumbents in this classification may be required to perform duties as listed in the class specification, which can be found on DHR’s website: https://careers.sf.gov/classifications/.

Qualifications

Education:
Possession of a Baccalaureate degree from an accredited college or university with major course work in accounting, finance, public or business administration or a closely related field. AND

Experience:
Five (5) years of progressively responsible and complex professional experience in accounting, budgeting, finance, or fiscal management in a government environment. 

Education Substitution:
Additional qualifying work experience in accounting, budgeting, finance, or fiscal management in a government environment may be substituted for the required education on a year-for-year basis for up to two (2) years. (One year of work experience is equal to 30 semester or 45 quarter units).

Experience Substitution:
Possession of a Master’s degree in accounting, finance, public or business administration or a closely related field may be substituted for one year of work experience.

Note: One year of full-time employment is equivalent to 2000 hours. (2000 hours of qualifying work experience is based on a 40-hour work week.) Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time employment.

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted. 

Desirable Qualifications:

The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring.

• Additional years of qualifying experience as described above and experience in all stated functional areas
• Knowledge of Generally Accepted Accounting Principles (GAAP) as they pertain to governmental units
• Outstanding technical and interpersonal skills
• Fluency in fund accounting and internal controls
• Ability to work with complex systems and both technical and non-technical customers
• Proficiency using Excel

Verification of Education and Experience:

Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Review SF Careers Employment Applications for considerations taken when reviewing applications.

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at https://careers.sf.gov/knowledge/experience-education/.

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

Additional Information

Selection Procedure:
After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

Training & Experience Evaluation (Weight: 50%)
Candidates who meet the minimum qualifications will be sent a Training & Experience Evaluation that must be completed by the specified date. TheTraining & ExperienceEvaluation is designed to measure the candidate’s knowledge, skills and/or abilities in job-related areas that have been identified as critical for this position which may include but not be limited to: knowledge of management techniques and administrative techniques applicable to operations in budget, accounting, procurement and grants management; knowledge of the budget development, submission, and administration processes; ability to manage, administer and coordinate complex fiscal operations; ability to analyze and interpret fiscal and/or accounting data and reports; ability to lead, supervise, and delegate accounting and auditing functions. Candidates’ responses to the evaluation are subject to verification. All relevant experience, education and/or training must be included in the candidates’ responses in order to be reviewed in the rating process.

Supervisory Test Battery (STB) (Weight: 50%)
Candidates will be invited to participate in a computer-based examination designed to measure competencies in job-related areas which may include but not be limited to: Problem Solving; Leadership; Decision-Making; Interpersonal Skills; Human Resources Management; Team Building; Communication; & Conflict Management. For more information about this Supervisory Test (and a suggested reading list) please visit https://www.sf.gov/supervisory-test-battery. This is a standardized examination and, therefore, test questions and answers are not available for public inspection or review.

Scores attained on the Supervisory Test Battery (STB) will be valid and 'banked' for three years, starting from the date of the examination. This means that, during this three-year time period, you will not be required to take the STB. The STB may be used for many other classes; therefore your test score may be applied to one or more of these classes if you choose to apply to future recruitments. If the selection process for the future announcement is held within one year of the date of this examination and it includes the STB, your score will be automatically applied to that announcement, However, after one year, you have the option to either (a) apply your test score to the other announcement or (b) re-take the STB. Re-testing is permitted no sooner than one year from the date of the examination and only in association with your eligibility for another announcement for which the STB is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

Candidates must achieve a passing score on both the Training & Experience Evaluation and Supervisory Test Battery in order to be ranked on the eligible list. Candidates will be placed on the eligible list in rank order according to their final score.

Additional position-specific mechanisms may be conducted by the hiring department prior to making a final hiring decision. 

Eligible List/Score Report:
A confidential eligible list of applicant names that have passed the civil service examination process will be created and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

The duration of the eligible list resulting from this examination process will be of 12 months and may be extended with the approval of the Human Resources Director.

Certification Rule: The certification rule used for the eligible list resulting from this selection procedure will be Rule of the List.

To find Departments which use this classification, please see the city’s Position Counts by Job Codes and Departments.

Terms of Announcement and Appeal Rights:
Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at https://careers.sf.gov/.

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule. Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director. Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

Additional Information Regarding Employment with the City and County of San Francisco:

• Information About the Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Seniority Credit in Promotional Exams
• Right to Work
• Copies of Application Documents
• Diversity Statement

Where to Apply
All job applications for the City and County of San Francisco must be submitted through our online portal. Please visit https://careers.sf.gov/ to begin your application process.

Computers are available for the public (9:00 a.m. to 4:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor and at the City Career Center at City Hall, 1 Dr. Carlton B. Goodlett Place, Room 110.

Ensure your application information is accurate, as changes may not be possible after submission. Your first and last name must match your legal ID for verification, and preferred names can be included in parentheses. Use your personal email address, not a shared or work email, to avoid unfixable issues.

Applicants will receive a confirmation email from [email protected] that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

If you have any questions, you may contact Hitesh Kapadia at [email protected]. Recruitment ID: RTF0169147- 01101214

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.

Compensation: 149656 to 190996 (USD) (YEARLY)