Administrative Manager (0922) - Child Support Services (157706)

Reporting to the Assistant Director of Child Support Services Department the Administrative Manager serves as the departments Chief Financial Officer and Human Resources Manager overseeing contracts budget accounting and finance and Chief Administrative Officer overseeing human resources/payroll and general support services. The Administrative Manager serves an essential role of maintaining fiscally responsible operations and administrative support to ensure the department is fulfilling its mission.

The Administrative Manager will provide direction and oversight to lead and manage the fiscal and human resources strategies of the department and will support and collaborate with other members of the executive team on strategic and operational matters involving fiscal planning and forecasting budget development and administration succession planning and recruitment and successfully delivering programs and policies through effective relationships and partnerships with other city departments the California Department of Child Support Services (DCSS) and related agencies. Specific areas of oversight include but are not limited to: budget accounting grants contracts and purchasing human resources facilities mailroom records management and support services.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES

             Accounting: Oversee the departments accounting activities.  Provide leadership coordination and primary point of contact for internal and external auditors and for implementing internal controls to ensure fiduciary integrity and compliance.

             Budget: Oversee the annual budget process in coordination with the executive team and department finance staff; advocate departmental priorities with financial stakeholders at local and state levels; and prepare and present financial reports and budget documents as needed.

             Contracts: Oversee a fair and transparent contracting process on behalf of the department; troubleshoot contracting and purchasing challenges.

             Grants: Overseeing a comprehensive state and federal grant management strategy for the Department to ensure program sustainability; compliance with state and federal requirements reconcile revenue develop and direct requests for additional funding ensure monthly claim reflects actual expenses ; continually conduct overview of contract management to ensure adherence to local state and federal policies and procedures.   make recommendations and operational changes that will improve grant management.

             Human Resources: Serve as an HR Business Partner and play a key role in assessing business performance to develop HR solutions that enable business strategies foster leadership success and drive the employee and customer experience; Advise and consult with other  managers regarding work rules and policies and procedures; make or recommend decisions regarding policy operations and administrative procedures; Oversee fair and transparent processes in all areas of human resources including leave management reasonable accommodations telework examination development and administration recruitment succession planning labor and employee relations payroll and operations. Oversee the management and coordination of the development and review of personnel policies and procedures. In coordination with the Departmental Personnel Officer interpret and ensure compliance with DHR City Charter Collective Bargaining Agreements ADA compliance and other employment laws and regulations. Oversee the development and implementation of training to managers on employee/labor issues and trends and advise managers and supervisors on best practices on a wide range of employee and labor relations issues.

             Planning and Policy: Review monitor and ensure that financial and administrative teams are maximizing managerial efficiency to fulfill the mission of the department; review and analyze existing policies and procedures and identify any necessary improvements to ensure compliance with local state and federal rules transparency efficiency and accountability as it relates to administration and finance payroll and personnel technology and records management; work with executive team to update the departments strategic plan and provide a vision for improvements to the departments administrative and financial functions.

             Department Representation: Represent the department on fiscal budget and selected administrative matters to the Mayors Office Board of Supervisors the California Department of Child Support Services (DCSS) Department of Human Resources Controllers Office and other relevant agencies.  Prepare reports and responses for agencies commissions the Board of Supervisors Mayors Office City Departments the California Department of Child Support Services attorneys and others.

             General Supervision: Supervise the accounting and human resources teams within the Department and conduct mid-year and annual performance reviews.

Please note that incumbents in this classification may be required to perform duties as listed in the class specification which can be found on DHRs website: :

Education: Possession of a baccalaureate degree from an accredited college or university preferably with major coursework in accounting public or business administration or a closely related field; AND

Experience: Five (5) years of verifiable professional experience in administration including Human Resources Grant Finance Budget Accounting and/or Contract management.

Education Substitution: Additional qualifying full-time work experience (2000 hours equal one year) as described above may substitute up to two (2) years of the required education. One (1) year of work experience equals to 30 semester units or 45 quarter units.

Required Special Condition: One Special Condition has been attached to this position. In addition to holding Permanent Civil Service status and having passed probation applicants must also meet the following Special Condition at the time of appointment:

• Federal Tax Information (FTI) background clearance
  • Incumbents in positions with access to the Federal Tax Information (FTI) database must complete and clear a background check including a specialized conviction history review and a verification (via E-verify) of identity and the eligibility to work in the United States. (FTI clearance is conducted by DHR in the preliminary stage of the hiring process.)

Desirable Qualifications:

• Detail orientation along with great accuracy and speed
• Ability to multi-task
• Flexibility to adjust to sudden or unexpected changes
• Two (2) years of supervisory experience in business administration or closely related field

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

One-year 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 40 hours per week are not included in the calculation to determine full-time employment.

Verification of Education and Experience:

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 

Falsifying ones 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.

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:

Minimum Qualification Supplemental Questionnaire (MQSQ): (Qualifying)

Candidates will be required to complete an MQSQ as part of the employment application. This MQSQ is designed to obtain specific information regarding an applicants experience in relation to the minimum qualifications for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.

Supplemental Questionnaire: (Weight: 100%)

Candidates who meet the minimum qualifications will be sent a Supplemental Questionnaire via email to the address listed on the candidates online application. Qualified candidates will be required to respond to the SQ in the time frame indicated and must submit the completed questionnaire as directed in order to have it evaluated. Responses cannot be changed once submitted. The Supplemental Questionnaire is designed to measure the knowledge skills and abilities required for this position.  All candidates responses to the Supplemental Questionnaire are subject to verification. All relevant experience education and/or training must be included in the responses in order to be reviewed in the rating process. Candidates will be evaluated based on their SQ responses to questions related to: Knowledge of: management & administrative techniques applicable to operations in business administration including human resources grants & finances; federal state & local laws as well as codes regulations & mandates pertinent to business administration; principles of supervision training performance management & employee development. Skill and ability to: communicate effectively both orally & in writing; prepare detailed reports procedures & correspondence; demonstrate leadership; plan direct organize & coordinate operational activities; assign & review the work of subordinates; train guide & evaluate the development of subordinates; establish & maintain effective relationships; help to create an inclusive culture which invites and accepts all; to interpret apply & explain complex laws & regulations; identify research & analyze problems accurately; develop recommendations & take appropriate action to resolve problems

A passing score on the Supplemental Questionnaire must be achieved in order to be placed/ranked on the eligible list. Candidates will be placed on the eligible list in rank order according to their final score.

NOTE: Applicants who meet the minimum qualifications are not guaranteed advancement through all of the steps in the selection procedure.

Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

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 six (6) months and may be extended with the approval of the Human Resources Director.

To find Departments which use this classification please see the citys Position Counts by Job Codes and Departments.

The certification rule for the eligible list resulting from this examination will be Rule of the List.  The hiring department may administer additional position-specific selection procedures prior to making final hiring decisions.

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.  Note: The correction of clerical errors in an announcement may be posted on the Department of Human Resources website at terms of this announcement may be appealed under Civil Service Rule 110.4.  Such appeals must be submitted in writing to the Department of Human Resources 1 S Van Ness Avenue 4th Floor San Francisco CA 94103-5413 by close of business on the 5th business day following the issuance date of this examination announcement.  Information concerning other Civil Service Commission Rules involving announcements applications and examination policies including applicant appeal rights can be found on the Civil Service Commission website at .

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

Applicants will receive a confirmation email from 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 Kimberly Gibney at .

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.