Administrative & Fiscal Services Manager

City of Berkeley , California

Job Information 



Senior Level


$108,922.74 - $138,910.10 Annually

Application Deadline 


08/03/2020 05:00 PM PDT

Recruitment Type 

Open Competitive



The current vacancy is in the City of Berkeley's Planning Department. The established employment list will be used by multiple City departments to fill career full-time and or temporary positions.

The Administrative and Fiscal Services Manager positions are located in multiple City Departments and is responsible for planning, organizing, directing and supervising the overall administrative, business service and fiscal activities of a City department or large, complex division within a department. Incumbents in this position are leaders with budgetary financial expertise.
This is an upper-level management classification used in the largest City departments or large divisions within those departments that have well-defined, fully-functioning administrative, fiscal and business service operations staffed by professional and administrative support personnel. Incumbents exercise broad discretion and judgment in the performance of duties and are considered to be fiscal experts with direct responsibility for all budgetary and financial matters within their organization. Other responsibilities may include program planning and evaluation, personnel management and contracts/grants management. Incumbents interact with the City's Budget Office; and are integral members of the department's leadership team playing a major role in fiscal and administrative matters. Typical duties may include:

  • Supervises professional and support staff performing duties in all administrative and business service operations, including budgets, contracts training, payroll, staffing, and accounting; selects, trains, coaches, evaluates, and disciplines staff consistent with established policy
  • Develops, directs and manages the department budget; performs trend analysis and complex forecasting involving historic, current-year and multi-year review of expenditures and revenues for federal and State funding, enterprise funds, tax funds, special assessment funds and grants to ensure balanced budget and efficient delivery of services
  • Develops budget and expenditure management procedures; monitors adopted budgets and expenditures; authorizes requests for budget changes; prepares budget projections, justifications, and funding requests
  • Analyzes budget performance reports, departmental financial transactions and centralized accounting records to resolve discrepancies and procedural problems
  • Manages contracts, grants and project budgeting; reviews subcontractor budget requests for compliance with federal, State and City guidelines and fiscal accuracy; summarizes findings and makes recommendations to approve payments; conducts or manages complex operational or budgetary projects
  • Oversees a broad scope of departmental administrative functions, such as personnel, facilities maintenance, information technology resource allocation, and operational analysis
  • Manages and approves all department purchasing requests in compliance with the budget and City purchasing requirements; negotiates with other agencies or vendors on cost items
 Required Qualifications:

The successful candidate will have extensive education and experience in budget management and implementation with effective interpersonal skills including the ability to establish and maintain constructive working relationships with professional staff such as engineers and planners, all levels of management and other collaborators; possesses excellent written and oral communication skills and leadership experience and capabilities as well as able to adapt in a fast-paced, high pressure environment.

Graduation from a four-year college or university with major work in accounting, finance, economics, business or public administration or a closely related field.


Five (5) years of professional-level experience preparing and analyzing major operational and/or capital improvement budgets, and exercising fiscal controls. Two of the five years must have included supervisory responsibilities. A Master's degree in one of the above mentioned curricula may be substituted for one (1) year of the non-supervisory experience and is highly desirable. Grants accounting experience is also desirable.

Other Requirements
Must be able to travel to various locations within and outside the City of Berkeley to meet the program needs and to fulfill the job responsibilities. When driving on City business, the incumbent is required to maintain a valid California driver's license as well as a satisfactory driving record.

 Knowledge and Abilities:

KNOWLEDGE OF:  Governmental budgeting principles and terminology, fund accounting, financial analysis, and financial forecasting tools, and techniques; Principles and practices of administrative management, including program planning, development, monitoring and evaluation; contemporary employee management and supervision practices, including selection, training, coaching, evaluation and discipline; governmental revenue sources and factors that influence revenue and expenditure trends; laws regulating public fiscal operations;

ABILITY TO:  Plan, develop, and control a comprehensive and complex departmental budget; plan, direct, review and supervise the work of professional and support staff; review and analyze complex operational and administrative issues and data; evaluate soundness of methodologies, conclusions, and alternatives, and recommend or adopt effective courses of action; prepare clear and concise records, reports, correspondence and other written materials, and make clear and convincing oral presentations; analyze, post, balance and reconcile financial data ledgers and accounts; review and interpret financial reports, transactions, statistical records and legal documents; manage multiple complex projects at a time and meet short-term deadlines and manage peak workload demands; exercise sound independent judgment within general policy guidelines; effectively represent the City in meetings with governmental agencies, boards, commissions, and the public; establish and maintain effective working relationships with those encountered in the course of work; and proficiently use work-related computer applications such as Microsoft Windows, Word, Excel, Outlook, database management, and related financial-based and record keeping applications.

 Application Process:
Applicants must submit:
1.  Application 
2.  Resume
3.  Responses to the Supplemental Questions

All materials must be received no later than the closing date (5 P.M.). Postmarks, faxes, e-mails and incomplete applications will not be accepted. Resumes are not a substitute for a completed application.
 The examination process will consist of:
  1. Review of applications for minimum qualifications for the position and to ensure all materials have been submitted.
  2. Applicants meeting the minimum requirements will undergo a competitive review and assessment of their supplemental questionnaire and education/training and experience to determine the best qualified applicants who will advance to an assessment center exam that may include structured oral panel interview, writing exercise, or other assessment determined by the City.
  3. Assessment Center - applicants passing the training and experience evaluation will be invited to an assessment exam tentatively scheduled for the week of August 10, 2020. Candidates passing the assessment center exam will have their names placed on an employment eligible list that will be used by hiring departments to fill positions.

Candidates under final consideration for employment with the City should expect to undergo an employment background / reference check that may include, but is not limited to: employment history, confirmation of educational credentials and degrees, licenses including driver's license, registrations, certificates, and other credentials as part of the appointment process. Some positions, depending on the nature of the work, also require a credit check and a review of Summary Criminal History obtained from the State Department of Justice through Live Scan Fingerprinting.
DISCLAIMER: The provisions of this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice. The City may, without notice, change or eliminate any particular assessment component or combination of components as needs dictate.

All City employees are required to provide services as Disaster Service Workers in the event of an emergency / disaster.

Exam Access Accommodation: In compliance with local, state and federal laws and regulations, the City of Berkeley will employ and promote qualified individuals without regard to disability. The City is committed to making reasonable accommodations in the examination process and in the work environment. Individuals requesting reasonable accommodations in the examination process must do so no later than the final filing date for receipt of applications, otherwise it may not be possible to arrange accommodations for the selection process. Such requests should be addressed to the Department of Human Resources | (510) 981-6800 | | 2180 Milvia Street, 1st Floor, Berkeley CA 94704.

Alternative Application Formats: This application material is available in alternative formats upon request. Alternative formats include audio-format, braille, large print, electronic text, etc. Please contact the ADA Coordinator, 2180 Milvia Street, Berkeley | Phone: (510) 981-6300 | TTY: (510) 981-6347| and allow 7-10 days for production of the material in an alternative format.


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