Administrative Services Manager II (Selective Cert - Early Childhood & Family Srvs Prog Fiscal Mgr)

The Position

The City of Oakland is an equal-opportunity employer that values workforce diversity, inclusion, and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the city’s historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation, we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting, meaningful outcomes for everyone. Oakland strives to establish an environment that embraces the richness of culture, community, and individualism of employees.

Why join the City of Oakland

The City of Oakland is one of the most diverse cities in the nation. As an employee of our citizen-oriented local government organization, you would be dedicated to providing efficient, quality services to the citizens of Oakland.

There is an exciting opportunity for an Administrative Services Manager II (Selective Certification - Early Childhood & Family Services Program Fiscal Manager) in the City’s Human Services Department, Early Childhood and Family Services Division. This role involves fiscal management for the Early Childhood Education program, requiring specialized handling of funding sources and expenditures, including grants. The position focuses on managing federal grants, particularly Head Start grants, which are subject to rigorous reporting and audit processes, as well as state contracts (California Department of Education and Department of Social Services) and local funding. The ideal candidate will have a thorough understanding of federal requirements and how they affect the daily operations of the fiscal team.

If you'd like to share your talents and be recognized for your contributions, then the City of Oakland welcomes you!

We are looking for someone who is:

• Deeply experienced in their understanding of federal requirements and how they influence the daily operations of the fiscal and program team.
• Strongly knowledgeable of federal oversight and Head Start Performance Standards to ensure finances are processed appropriately to remain in compliance.
• Knowledgeable of applicable laws, codes and regulations including federal and state programs.
• Well-versed in fiscal laws for both public and non-profit organizations.

What you will typically be responsible for:

• Managing department fiscal operations including payroll, accounts payable and receivable, purchase orders, loan servicing and loan accounts, grant funds, and review and development of fiscal policies and procedures and handling of funds; analyzing budget and revenue estimates.
• Developing and updating Head Start fiscal policies and procedures.
• Overseeing Partnership Agreements, Grant Solution, and Payment Management systems.
• Applying Cost Principles per federal, state, and local regulations.
• Preparing Cost Allocation plans.
• Reporting to the governing bodies and all funders.

Read the complete job description by clicking Administrative Services Manager II - Class Specification.

A few reasons you might love this job:

• You will be a part of a dynamic team.
• Your work will have a direct impact on providing important services to a community with a rich and dynamic history.
• You will have great colleagues. Early Childhood & Family Services employees are fiercely passionate about public service and community, and proud to uplift Oakland as a dynamic, innovative, vibrant city.
• You will have excellent learning opportunities to grow and develop your expertise in early childhood development.
• There are great opportunities for professional development.

A few challenges you might face in this job:

• The Early Childhood and Family Services program will be receiving a federal review and an annual audit. These reviews are demanding but ensure quality programming and compliance.
• You will need to handle multiple tasks with competing and critical deadlines.
• You will be navigating complex rules, policies, and labor agreements that govern the unionized, Civil Service environment that is the City of Oakland.
• You will be guiding customers with knowledge and application of policies and processes.
• You will be working with individuals with opposing perspectives.

Competencies Required:

• Analyzing & Interpreting Data: Drawing meaning and conclusions from quantitative or qualitative data
• Critical Thinking: Analytically and logically evaluating information, propositions, and claims
• Decision Making: Choosing optimal courses of action in a timely manner
• Professional & Technical Expertise: Applying technical subject matter to the job
• Displaying Ownership and Accountability: Holding self and others accountable for measurable high-quality, timely, and cost-effective
• Professional Integrity & Ethics: Displaying honesty, adherence to principles, and personal accountability
• Presentation Skill: Formally delivering information to groups
• Writing: Communicating effectively in writing
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships
• Managing Performance: Ensuring superior individual and group performance
• Allocating Resources: Prioritizing the use of fiscal and material resources to maximize organizational effectiveness
• Project Management: Ensuring that projects are on-time, on-budget, and achieve their objectives
• Click on the link below to see a video on what it's like to work for the City of Oakland!

Working for the City of Oakland

Minimum Requirements for Application

This recruitment will produce two eligible lists. The restricted list will be for full-time, permanent part-time, or part-time City and Port of Oakland employees who maintain employment for the duration of the recruitment and pass all stages of the recruitment process. The open list will be for all other applicants who pass all stages of the recruitment process.

Education:

Bachelor’s degree from an accredited college or university in public or business administration, human resources, political science, finance, accounting, or a closely related field. A Master’s degree is desirable.

Experience:

Five (5) years of experience performing progressively responsible and complex administrative and managerial duties in fiscal management of State - Department of Education, Department of Social Services, and/or federal Head Start grants. Two (2) years of supervisory experience is desirable.

Desirable Qualifications:

• Experience administering public sector budgets

License or Certificate:

Individuals who are appointed to this position will be required to maintain a valid California Driver’s License throughout the tenure of employment OR demonstrate the ability to travel to various locations in a timely manner as required in the performance of duties.

Other Requirements:

Depending on nature of assignment, candidates who receive offers of employment will be required to submit fingerprints and undergo a criminal record clearance.

• Work/Life Balance: 37.5 hour work weeks, and a flexible/hybrid remote schedule
• 10 days of management leave
• 15 paid holidays
• Vacation: 2 weeks per year minimum with the ability to accrue more depending on public sector years of service
• Retirement: CalPERS (California Public Employees’ Retirement System) with a pension formula of 2.5% @ 55 (for Classic CalPERS members) and 2% @ 62 for new CalPERS members. Classic Employees contribute 8% of pre-tax wages. The City of Oakland does not participate in Social Security
• Health: The City of Oakland pays the full cost of employee and eligible dependent coverage at the Kaiser rate. Other plans include Anthem, Blue Shield, United Health Care, and other HMO and PPO plans
• Dental: Delta Dental full premium for employees and eligible dependents
• Vision: VSP full premium for employees and eligible dependents
• Sick leave: Employees accrue 12 days per year
• Deferred Compensation: 457(b) pre-tax plan and an after-tax ROTH 401(k)plan
• Other benefits include a Flexible Spending Account, Wellness Program, Employee Assistance Program, Tuition Reimbursement, Life Insurance up to $200k & Employee Training.