Job Description

Reporting to the Department Head, Deputy Directors function at the highest level of department management and are responsible for all functions and activities of a major division or area. Positions in this class are exempt from Civil Service appointment (Charter Section 10.104); appointment to Deputy Director positions are made by the department head and appointees serve at their discretion.

Under general direction of the Chief Adult Probation Officer of the Adult Probation Department (ADP), the Deputy Director of Finance and Administrative Services is senior executive -level manager that plans, develops and implements all fiscal and administrative functions and activities of the department.

Positions in this class provide executive direction for highly specialized professional functions within departments. Incumbents in these positions make decisions critically impacting diverse functions of the division/bureau; manage organizational changes; and provide direction to Division Managers responsible for major program areas.

Deputy Directors within a single department may be allocated at different classification levels, including acting on behalf of the Chief Adult Probation Officer

This position oversees the financial, budgetary, procurement, fiscal and administrative affairs of the Adult Probation Department. The incumbent advises the Chief Adult Probation Officer on financial and budgetary issues, operations, human resources planning and administrative policy and legislative matters. The primary functions of this position are as follows:

1. Department Accounting Manager
   • Serve as subject matter expert overseeing accounting and budgeting structures and hierarchies, and developing and maintaining related policies and procedures
   • Provide leadership, coordination, and primary point of contact for internal and external auditors; developing, composing, and implementing corrective action plans, progress reporting, and practice change across the department.
   • Lead development and implementation of internal controls to ensure fiduciary integrity and compliance with city/county, state, and federal fiscal, accounting, budgeting, contracting and purchasing policies and procedures and regulatory requirements.
2. Chief Budget Strategist:
   • Develop and coordinate budget development processes and strategies to maximize funding streams from state, federal, sales, tax, vehicles, and grants.
   • Develop and manage the department's master budget production schedule, convening division budget meetings to develop budget recommendations;
   • Compile and consolidate annual budget recommendations, appropriation modifications and mid-cycle budget amendments, and revenue and expense cost impact analysis;
   • Oversee position control and reconciliation; and managing budget expenditure and revenue projections, reporting, and budgetary controls.
   • Plan, develop and present budget narratives, budget policies and procedures, and ensuring budget system integrity and reconciliation, and budget variance reporting.
3. Procurement
   • Serve as subject matter expert overseeing all procurement including request for proposal and other solicitation, personal service contract(PSC) development, establishing procurement policies and procedures.
4. Interpret and ensure compliance with city procurement regulations
   • Oversee financial integrity and reconciliation of financial, accounting, budgeting, banking, and contracting systems
   • Develop and producing financial and statistical reporting of monthly, quarterly, and annual financial projections
   • Account reconciliations, discrepancy resolutions, cashiering and escheatment functions, and adjusting accounting transactions and write-offs.
   • Plan, develop, and implement financial business analytics and dashboard reporting system solution to integrate financial data in disparate accounting, banking, and case management systems.
   • Develop and implement financial and statistical feasibility studies for compliance reporting, legislative impact and funding analysis, new operations and program proposals, grant proposals, capital projects and facility renovations and relocations.
5. Human Resources
   • Manage and oversee all areas of human resources including leave management, reasonable accommodations, examination development and administration, recruitment, labor and employee relations, payroll and operations.
   • Manage and coordinate the development and review of departmental personnel policies and procedures.
   • Interpret and ensure compliance with CSC Rules, City Charter, Collective Bargaining Agreements (CBAs), and other employment laws and regulations.
   • Oversee the day-to-day responsibilities of the ADA reasonable accommodation and leave management programs as well as Workers' Compensation claims.
   • Develop and provide training to managers on employee/labor issues and trends, including administration and facilitation of disciplinary and grievance processes and performance management
   • Advise managers and supervisors on employee/labor relations issues, CBA interpretation, disciplinary actions, grievances, employee coaching, counseling, performance management, employment laws, CSC rules, City Charter, City and County of San Francisco (CCSF) policies, Department policies.
6. Compliance
   • Monitor, analyze, and interpret federal, state and local legislation and regulations;
   • Conduct full internal affairs investigations
   • Serve as department audit manager coordinating responses to local, state and federal audits.
   • Develop and implement strategies and administrative, personnel, financial and operations policies and procedures to achieve compliance;
   • Develop recommendations to minimize department financial and programmatic impacts.
   • Consult with department executives, directors, managers and staff to plan and develop new and updated administrative/management policies and procedures.
   • Consult with department executives, directors, managers and staff to plan, develop, and implement Department's strategic plans including a Racial Equity, Five-Year Plans, etc.
7. Supervision
   • Planning, organizing, and managing day-to-day operations of the Finance and Administrative Services of the Department including subordinate work assignments and work schedules to ensure continuity of services to the general public and clients;
   • Supervise and train staff, evaluate their performance and takes or recommends appropriate action where disciplinary matters are concerned.

1. Department Representation
   • Developing and maintaining collaboratively works with other City departments, Superior Court, and other organizations on joint funding projects including inter-agency agreements, MOUs, grant agreements, contracts, and oversees integrity of financial, accounting, and budgeting operations.
   • Representing the department for budgeting, accounting, and financial related matters with City and County agencies, state and federal agencies and committees, and other organizations including the Mayor's Budget Office, Board of Supervisors, other county, state, and federal agencies, and the public.
   • Developing and maintaining relationships with elected and appointed officials, state and federal representatives, community groups, and labor organizations.
2. Other duties as assigned

Qualifications

Possession of a baccalaureate degree in accounting, finance, business administration, public administration, or a closely related field; AND

Three (3) years of progressively responsible managerial experience directing a complex financial and administrative operation, all of which must include supervisory experience.

Education Substitution: Additional years of experience as listed above may substitute up to two years of the required degree (on a year for year basis).

Additional Information

The City offers robust health, retirement, and other benefits. For more information please visit: https://sfdhr.org/benefits-overview. This position is represented by the Municipal Executives Association, which has a Memorandum of Understanding with the City that can be found at MOU.

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.sf.gov/ and begin the application process.

• Select the "Apply Now" button and follow instructions on the screen

Applicants may be contacted by email about this recruitment and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses ([redacted].org, [redacted].org, [redacted].org, [redacted].com, [redacted].com, [redacted].org, [redacted].org, [redacted].org, [redacted].com, [redacted].org, [redacted].org, [redacted].org, [redacted].org, [redacted].edu, [redacted].info, and [redacted].com).

Applicants will receive a confirmation email 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.

Human Resources Analyst Information: If you have any questions regarding this recruitment or application process, please send your inquires to Janet MacEachern, Sr. HR Analyst, at [redacted].