1823 Senior Administrative Analyst

Grant and Budget Analyst

Recruitment #PEX-1823-066711


Applicants are encouraged to file immediately as this recruitment may close at any time, but no earlier than Wednesday, December 16, 2015.


Appointment Type: Permanent Exempt. This position is excluded by the Charter from the competitive civil service examination process and shall serve at the discretion of the appointing officer. The maximum duration of this permanent exempt appointment is three years. 


Position Description: The “Grant and Budget Analyst” is a member of the Adult Probation Department’s fiscal team that manages the financial and budgetary processes for grant funded programs. Under general administrative direction, this position primarily focuses on the fiscal administration and grants management related to criminal justice grant programs, and provides analytical support for the Administration and Finance Division, including responsibilities related to the departmental budget process. This position is responsible for managing complex multiple-source grant projects, budget development and monitoring, statistical and performance measures analysis; making policy recommendations on a variety of complex budget, fiscal, policy, program and administrative issues; conducting difficult and complex analyses for developing, processing and administering highly complex contractual agreements with multiple funding sources.  The Grant and Budget Analyst meets with grant recipients to review project spending and develop action plans to expend funds; oversees periodic field audits of grant recipients to ensure compliance with applicable federal and state guidelines and functions as point of contact for any state / federal monitoring inquiries and coordinates any monitoring visits; and performs related duties as assigned.


Essential Job Duties and Responsibilities:

  • Performs a variety of activities related to the funding, monitoring, financial analysis and general oversight of federal and state grants administered by Adult Probation Department
  • Assists in the development and management of the departmental budget; prepares budget, 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  
  • Manages fiscal transactions, provides financial analyses and ensures compliance with federal, state laws and regulations and local policies
  • Works collaboratively with a range of partners, including department program staff, grantors, City agencies, contractors
  • Conducts project analyses, and financial reporting to comply with contractual requirements and federal and state regulations
  • Develops methods of evaluating effectiveness of grant funded projects
  • Supports special projects within the Administration and Finance Division
  • Analyzes trends in expenditures and revenues, prepares financial and statistical reports for management, 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
  • Prepares grant reports, fiscal and budgetary reports

Minimum Qualifications

1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university and three (3) years of 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 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 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 full-time equivalent performing professional level analytical work as described in Note A

SUBSTITUTION: Applicants may substitute up to 2 years of the required education with additional qualifying experience in budget analysis, financial analysis and reporting, legislative/policy analysis, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.

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 Qualifications:

The following stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring.

  • Considerable knowledge of modern accounting principles and practices, particularly as they apply to grant programs and/or municipal or government accounting; municipal rules, regulations and laws governing fiscal and accounting functions
  • Experience working in a government and/or non-profit setting interacting with the development, management, and tracking of grant programs that support operations and community based organizations
  • Experience in budget development within a government and/or non-profit setting
  • Ability to communicate financial information and analysis to non-financial professionals
  • Excellent interpersonal, written and verbal communication skills
  • Proactive and interested in continuous learning and development
  • Success at both working independently and as part of a team
  • Demonstrated financial and program management skills
  • Demonstrated ability to analyze accounting and financial data to assess compliance with federal and state grant programs
  • Experience using City and County of San Francisco systems including FAMIS, EIS, BPMS, and eMerge
  • Proficiency in operating computers using Windows-based programs, including Word, Excel, and database software in a standard indoor office environment
  • Work experience with government regulations pertaining to management of local governments, non-profits and/or institutions of higher education
  • Ability to manage multiple projects and adhere to deadlines
  • Experience in a diverse work environment

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visitwww.jobaps.com/sf to register an account (if you have not already done so) and begin the application process. 
• Select the desired job announcement   PEX-1823-
• Select “Apply” and read and acknowledge the information.
• Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”.
• Follow instructions on the screen.

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file on-line applications in the lobby of the Department of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

Applicants may be contacted by e-mail about this announcement and, therefore, it is their responsibility to ensure that their registered e-mail address is accurate and kept up-to-date.  Also, applicants must ensure that e-mail 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 (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, and first5sf.org).

Applicants will receive a confirmation e-mail that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation e-mail for their records. Failure to receive this e-mail means that the online application was not submitted or received.

All work experience, education, training, and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Your application and any attachments to the application submitted at the time of filing must be complete and accurate including the details on your experience, education, training, and other information that qualifies you for this recruitment. 
Failure to submit a complete and accurate application at the time of filing may result in your ineligibility and/or disqualification for this recruitment, or inability to receive full credit for scoring purposes.


Please upload a cover letter and resume to the application as a single pdf file; however, resumes will not be accepted in lieu of a completed City and County of San Francisco application.

Applicants are advised to keep copies of all documents submitted.  Submitted documents become a part of the recruitment process and will not be returned.  The department may require applicants to present additional material.

If you have any questions regarding this recruitment or application process, please contact Kristin Kogure at Kristin.Kogure@sfgov.org  or at (415) 553-1689.



Verification will be required at the time of hire.

Applicants may be required to submit verification of qualifying education and experience at any point in the application, and/or departmental selection process. 

When requested, all applicants must submit verification of qualifying education and experience. Verification of qualifying education and experience, when requested, must be submitted on employer’s official letterhead, specifying name of the applicant, job title(s), duties performed, dates of service, and must be signed by the employer or the employer’s authorized representative.  City and County employees will receive credit for the duties of the class/position to which appointed.  Credit for experience obtained outside of the employee’s classification will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rule 110.9.1.  City employees relying upon qualifying work experience gained outside the City and County of San Francisco must submit written verification of such experience as described above. 

Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement explaining the reason for the request for waiver.  Waiver requests will not be automatically granted, but will be considered on a case-by-case basis. 

Failure to submit required verification or request for waiver when requested may result in the rejection of the application.

Information on how to verify educational requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456 
Note: Falsifying one’s 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.  For additional information regarding verification, refer to http://www.sfdhr.org/index.aspx?page=20#verification.

Selection Procedures

Applications will be screened for relevant qualifying experience and education.  Only those candidates who most closely meet the needs of the Department will be invited to continue in the selection process. Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.  The department may implement additional screening mechanisms in order to determine candidates’ qualifications for this position.

Conviction History

As part of the selection process an image of your fingerprints will be captured and sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) history will disqualify you as a candidate based on the specific requirements of the position to which you are applying. If selected for fingerprinting, the hiring department will contact you to schedule an appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.


Make sure your application and any attachments to the application submitted at the time of filing are complete and accurate and include details on all experience, education, training and other information that qualifies you for this recruitment. Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment or inability to receive full credit for scoring purposes. Any new information concerning work experience, education, training and other information that is submitted after the filing deadline may not be used for scoring or considered to determine whether you meet the minimum qualifications.


Reasonable Accommodation Request:   Applicants with disabilities who meet the minimum eligibility requirements of a job announcement can find information on requesting a reasonable accommodation at:http://www.sfdhr.org/index.aspx?page=20#applicantswithdisabilities


General Information concerning City and County of San Francisco Employment Policies and Procedures: Important Employment Information for the City and County of San Francisco can be obtained athttp://www.sfdhr.org/index.aspx?page=20 or hard copy at 1 South Van Ness Avenue, 4th Floor.


Copies of Application Documents: Applicants should keep copies of all documents submitted, as these will not be returned.


Right to Work: All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.


Terms of Announcement: 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. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at www.jobaps.com/sf .


Issued: December 3, 2015
Recruitment No.: PEX-1823-
ADP/KK/ (415) 553-1689

Micki Callahan 
Human Resources Director
Department of Human Resources


All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.


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