Permanent Exempt Appointment - This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer. 

LOCATION:

Assessor-Recorder Office, City Hall - Room 190.  SHIFT: Days, Monday - Friday.  Schedule 8:00 AM to 5:00 PM.

POSITION DESCRIPTION:

Under general direction from the Assessor-Recorder, plans, organizes leads and participates in complex, sensitive and detailed analytic work in the areas of budget, financial, administrative policy and contract administration.

ESSENTIAL DUTIES:

Researches, analyzes and makes policy recommendation on special projects or highly visible public issues; may direct complex financial or operational activities; responds to informational requests, including those of a highly sensitive nature, and may represent the department to the Mayor's office, Board of Supervisors, Controller's Office, other city officials, outside agencies and the public; acts as executive assistant and provides administrative analysis to Chief Administrative Officer or department head.

Coordinates, develops, manages and monitors department budget; negotiates budget proposals within the department and with the Mayor's Office, Board of Supervisors and other agencies; prepares budget line item narrative, analyses, recommendations, and justifications for annual and supplemental requests; assists management in the budget development process, monitoring of the budget, budget reporting, and interpretation of budget-related documents.

Analyzes trends in budget expenditures and revenues, prepares financial/statistical reports for management, Mayor's Office, Board of Supervisors, Controller's Office and various funding agencies; coordinates and monitors departmental reporting to funding agencies including the subvention of funds to contracting organizations and justifies that funds are used as required.

Monitors detailed budgets, ensures expenditures remain within budget, and shifts funds within guidelines; coordinates and monitors reporting to funding agencies including the subvention of funds to contracting organizations and justifies that funds are used as required; may coordinate the preparation of City-wide single audit report.

Analyzes existing and proposed administrative policies and procedures as well as organizational problems; conducts difficult and detailed studies; identifies administrative problems, determines methods of analysis, and identifies trends; prepares and presents reports with recommendations and appropriate justification based on studies and surveys; may coordinate the implementation of new systems and/or procedures; serves as the point of contact for administrative audits.

Conducts competitive contract vendor selection processes including public bids and requests for proposals, distributes and places advertisements and public notices for contracts; processes moderate to highly complex contracts including advertising for bids/proposals, receipt and review of bids, contract negotiation and award, and routing through signature/documentation process to certification; provides information to staff from Purchasing, Human Resources, Human Rights Commission and the Administrative Services Office; and provides training and technical assistance to staff and contractors on departmental and City contracting policies, procedures and requirements.

Prepares cost estimates and terms for new and existing contracts, for proposed change orders and modifications; reviews contract provisions, conducts site visits, and meets with engineers/inspectors/program managers to develop cost estimates; meets with contractors to negotiate requests for additional costs; assists in analyzing costs related to change orders and modifications; maintains data and information resources on current industry cost standards for materials, equipment and labor costs; establishes and maintains contact with sources of information including vendors, labor unions and governmental agencies.

Assists in the operational activities relating to administration, payroll and human resources; calculates and post payroll and timekeeping information on an as-needed basis;

Performs related duties and responsibilities as assigned.

Experience and Training Guidelines

1. Possession of a graduate degree (master’s degree or higher) from an accredited college or university, and three (3) years verifiable full-time-equivalent experience performing professional-level analytical work as described in Note A;      OR 
2. Possession of a graduate degree (master’s degree or higher) from an accredited college or university with major college coursework as described in Note B, and two (2) years verifiable full-time-equivalent experience performing professional-level analytical work as described in Note A; OR
3. Possession of a baccalaureate degree from an accredited college or university, and four (4) years verifiable full-time-equivalent experience performing professional-level analytical work as described in Note A; OR
4. Possession of a baccalaureate degree from an accredited college or university with major college coursework as described in Note B, and three (3) years verifiable full-time-equivalent experience performing professional-level analytical work as described in Note A; OR
5. An equivalent combination of education and experience.

Notes on Qualifying Experience and Education:

A. Qualifying professional-level analytical experience must be in one or more of the following functional areas: complex budget analysis, development and administration; complex financial/fiscal analysis and reporting; development of complex contracting systems and administration of competitive bid processes and complex contractual agreements; development and evaluation of complex management/administrative policy; complex grant administration and monitoring; complex program evaluation and planning; complex legislative analysis; complex economic analysis; or other functional areas related to the duties of positions in Class 1823, where the primary focus of the job is complex professional-level analysis for evaluation, recommendation, development and implementation of major programs and functions of department/organization. Analytical experience equivalent to the duties of Class 1822 is considered qualifying.

B. Coursework applicable to a baccalaureate or higher degree in specialized subject matter areas such as public or business administration, management, business law, contract law, public policy, urban studies, economics, statistical analysis, finance, accounting or other fields of study closely related to the essential functions of positions in Class 1823.

DESIRABLE KNOWLEDGE, SKILLS and ABILITIES: 

1. Experience in all the following areas of budget administration: development of guidelines, preparation of background material for presentation to the Mayor and Budget Analyst of the Board of Supervisors or to senior management of an organization, and monitoring and reporting on budget variance.
2. Experience in conducting complex economic analyses to evaluate the overall fiscal/financial condition of a department/program and provide information/data for financial reporting, projection and planning.
3. Experience preparing present value cash flow analysis, cost/benefit analysis, net present value analysis, rate modeling, and analyzing financial condition of business or agency.
4. High level of proficiency with Microsoft Office.  Knowledge of City financial software and its reporting products (FAMIS, EIS, TESS, BPREP, Crystal);
5. Knowledge of City personnel systems and its governing rules and regulations;
6. Ability to perform detailed work and research, compile and organize data for reports;
7. Ability to conduct difficult analytical studies involving complex administrative and financial systems  and procedures;
8. Knowledge of principles and techniques of generally accepted accounting principles and standards as well as techniques of financial analysis and budgeting; application of statistics and other analytic methods;
9. Ability to interact and communicate effectively and professionally with all levels of employees in writing and orally;
10. Ability to establish and maintain effective communication with senior management.
11. Accounting degree preferred.

APPLICATION PROCEDURE: