Senior Administrative Analyst - Human Services/Fiscal

Job Summary

The Human Services Division plays a vital role in Santa Monica by providing essential support to vulnerable members of our community. Through funding grants to a diverse range of nonprofit partners, we ensure critical services reach those in needs, spanning form youth and family programs to homeless services, disability services, and senior care. Additionally, we oversee various direct out-of-school time programs at three key sites: CREST in partnership with SMMUSD, PAL in collaboration with the Santa Monica Police Department, and Virginia Avenue Park, located in the heart of the Pico Neighborhood, serving our most vulnerable populations.

The Senior Administrative Analyst - Human Services/Fiscal role is integral to the Human Services Division’s operations. This position would directly oversee the Division’s administrative (budget planning, financial reporting, compliance with fiscal regulations) and operational (fund allocation in support of division programs and services, managing expenses and ensuring financial efficiency) budgets, prepare complex reports, interface with community stakeholders, and provide technical and fiscal assistance to both nonprofit organizations and division team members.

JOB SUMMARY: Plans, organizes, conducts and implements complex administrative and research programs and projects related to the administration of the Human Services Division of the Community and Cultural Services Department. Monitors activities of programs and manages grant resources to ensure compliance with local, state and federal regulations.

Representative Duties

Prepares, analyzes and coordinates the division’s annual operating budget, mid-year and year-end budget reviews.

Administers the City’s Community Development Block Grant (CDBG) Program and prepares and submits required plans and reports to the Department of Housing and Urban Development (HUD).

Prepares, analyzes and monitors the budget for various funding sources.

Participates in the preparation of a variety of reports including staff reports, fiscal and budgetary reports, and required federal, state and local plan reports.

Conducts complex administrative research, studies and surveys. Prepares reports recommending appropriate courses of action for solutions to problems.

Monitors contract compliance for City-funded agencies. Provides technical assistance to non-profit organizations on administrative and fiscal issues.

Develops administrative systems to ensure technical compliance with partner agencies (e.g., Santa Monica College, Santa Monica-Malibu Unified School District).

Develops and oversees division tracking systems and procedures in the areas of fiscal management, revenue and cash handling and reconciliation.

Conducts fiscal monitoring visits to City-funded agencies to ensure that grantees are properly accounting for and utilizing City funds. Reviews and assesses audited financial statements from City-funded agencies.

Provides administrative support to the division through participation in team meetings. Makes recommendations and responds to inquiries regarding fiscal and budgetary issues.

Researches, gathers data and works closely with division staff in analyzing and interpreting data and formulating procedures.

Keeps abreast of new legislation, regulations, and policies relevant to the division’s fiscal operations, and recommends and/or makes adjustments to the division’s procedures to ensure compliance.

Coordinates the responses and follow up for public complaints, inquiries, requests and suggestions. Ensures that complaints are dealt with in a timely and effective manner.

Evaluates the efficiency and effectiveness of internal controls for the division.

Formulates, implements and manages special projects related to the functions of the Human Services Division.

Makes presentations to City Council, boards and commissions, public and non-profit agencies and other community groups.

Supervises division clerical support staff.

Performs other related duties, as assigned.

Requirements

Knowledge, Abilities and Skills:

Knowledge of:

Principles of public administration.

General accounting principles, standards and practices.

Program and project development, implementation, management and evaluation.

Quantitative, operations and management analysis techniques.

Federal HUD regulations.

Automated financial systems.

Budget development and management.

Report writing techniques.

Supervision and training techniques.

Effective customer service techniques.

Ability to:

Interpret and apply relevant laws and regulations.

Analyze and solve administrative and budgeting problems.

Prepare analytical and financial reports.

Plan, develop, implement and administer projects.

Maintain accurate records and files.

Supervise, train and evaluate the work of staff.

Communicate effectively, both orally and in writing.

Establish and maintain effective working relationships with the public, private businesses and city staff.

Provide effective customer service.

Skill in:

Using a personal computer and applicable software applications.

Working effectively with persons from diverse social, cultural and economic backgrounds.

Education, Training and Experience:

Graduation from an accredited college or university with a Bachelor’s degree in Public or Business Administration, Accounting or a related field.

Three years of recent, paid work experience performing financial analysis which has included accounting, and budget preparation, maintenance and management. Experience in managing local, state and federal funds is highly desirable.

Licenses and Certificates:

None.

Supplemental Information

How to Apply:

Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.

If you would like for your education to be considered, you must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being evaluated without the education being considered.

Selection Process:

All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applicants will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.

Testing may consist of a combination of any of the following and is subject to change as needs dictate:

Training and Experience Evaluation
Writing Project

Oral Interview

If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

Background Investigation:

Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

Inclusion & Diversity Statement

The City of Santa Monica is a progressive, inclusive and culturally rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.

The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and Marine Park Childcare Center.

Closing Date/Time: 8/8/2024 5:30 PM Pacific

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