Budget & Grants Administrator (HSD)

Posting number: 26-AF040-07

Department: Human Services Department

Job classification: Budget & Grants Administrator

Posting type: Open & Promotional

Categories: Accounting and Finance

SummaryThe 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.

The City of Oakland offers a unique opportunity to make a meaningful impact on the lives of Oakland residents every single day. As a member of our team, you won't just be processing numbers, you'll be enabling critical services that help our community's most essential residents thrive.

Why join the Human Services Department?

In the Human Services Department’s Finance Division, your expertise in grants management and budgeting directly supports essential programs serving Oakland’s diverse communities. From aging and homelessness services to nutrition and community development initiatives, your work ensures vital human services have the financial foundation they need to succeed. You’ll manage a diverse portfolio of funding sources and collaborate with dedicated colleagues and community partners in a mission-driven organization committed to equity and social justice. If you’re a detail-oriented finance professional looking to apply your skills for meaningful public impact, this is an opportunity to help Oakland residents thrive while building deep expertise in public sector finance.

We are looking for someone who is:

• Strong in financial management proficiency. You have extensive experience managing budgets, financial reporting, and analysis, particularly in the context of public sector or community development projects. 
• An expert in grant management. You have a solid understanding of the full lifecycle of compliance with local, state, and federal regulations.
• Is detail- oriented. You are precise in handling budgets and financial documents and should demonstrate the ability to review complex financial data thoroughly to ensure accuracy and compliance. 
• Has effective communication skills: You clearly communicate financial information to both internal teams and external stakeholders.
• A problem solver:  You are able to address funding components, compliance issues, or financial reconciliation, and are adept at finding solutions to financial or administrative challenges.
• Experienced in project management: Given that grant management often involves multiple stakeholders and deadlines, you should have strong organizational and project management skills to track timelines and progress effectively. 
• An expert in technical and analytical proficiency: You have strong proficiency in Excel and data management tools. You are capable of creating dashboards, data visualizations, and other analytical tools to support financial decision-making. Experience with scripting (e.g., VBA, Python, SQL) to automate processes and enhance data analysis is highly desirable. You have the ability to run financial predictions, conduct scenario planning, and model different spending scenarios which is critical for strategic budget planning and resource allocation.

What you will typically be responsible for:

• Providing technical assistance and guidance to program managers and staff on budget preparation, financial planning, and compliance with grant requirements, offering expert advice to improve financial planning and spending. 
• Supporting strategic financial planning and funding efforts by analyzing financial data to identify trends and provide recommendations for resource allocation for capital projects and helping share long-term goal development and community initiatives.
• Helping manage and oversee the department's budget by tracking expenditures, monitoring financial reports and ensuring compliance with fiscal policies and regulations. 
• Monitoring grant funds and budget to ensure appropriate allocation, timely disbursement, and compliance with funding guidelines, while working closely with program managers to track spending and adjust as necessary.
• Collaborating with external funding agencies and partners, ensuring timely submissions of reports and effectively communicating financial needs.

Read the complete job description by clicking the link below:
Budget & Grants Administrator 

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

A few reasons you might love this job:

• Direct Impact: You will improve lives across Oakland by funding senior nutrition programs and supporting homelessness services and community development initiatives.
• Intellectual Challenge: You will tackle complex financial challenges by managing multiple funding streams, optimizing budgets, and navigating public sector policies- while making a real difference. 
• Collaborative Environment: You will work alongside passionate professionals in a supportive team that values collaboration, professional growth, and work-life balance. 
• Variety and Tangible Results: You will see each day brings new challenges as you analyze grants, collaborate on budgets, and prepare reports while seeing the meaningful impact of your work.

A few challenges you might face in this job:

• Budget Constraints and Tough Choices: You will face situations where funding falls short, requiring creative problem-solving and balancing fiscal responsibility with urgent community needs.
• Competing Priorities and Tight Deadlines: You will juggle multiple grants with varying compliance rules, deadlines, and fiscal cycles- requiring strong organizational and prioritization skills.
• Political Challenges: You will make financial decisions that are often subject to public scrutiny, political opposition, and community feedback, demanding diplomacy and the ability to navigate complex dynamics.
• Compliance and Audit Demands: You will ensure all funds are spent in line with strict regulations that can be stressful, requiring attention to detail and staying updated on changing laws and guidelines. 

Competencies:

• Action & Results Focused: Initiating tasks and focusing on accomplishment.
• Allocating Resources: Prioritizing the use of fiscal and material resources to maximize organizational effectiveness.
• Attention to Detail: Focusing on the details of work content, work steps, and final work products. 
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships.
• Business Process Analysis: Defining, assessing, and improving operational processes and workflow.
• Customer Focus: Attending to the needs and expectations of customers.
• Group Facilitation: Enabling constructive and productive group interaction.
• Innovative Problem Solving: Identifying and analyzing problems in order to propose new and better way of doing things. 
• Leadership: Guiding and encouraging others to accomplish a common goal.
• Managing Organizational Complexity: Maneuvering through complex political situations and functions within the organization. 
• Managing Performance: Ensuring superior individual and group performance.
• Organization Design & Structure: Establishing organizational structure and clarifying roles and responsibilities.
• Presentation Skills: Formally delivering information to groups.
• Professional Integrity & Ethics: Displaying honesty, adherence to principles, and personal accountability. 
• Professional & Technical Expertise: Applying technical subject matter to the job.
• Project Management: Ensuring that projects are on-time, on-budget, and achieve. 
• Teamwork: Collaborating with others to achieve shared goals. 
• Valuing Diversity: Appreciating the benefits of varied backgrounds and cultures in the workplace.

QualificationsAny combination of education and experience that is equivalent to the following minimum qualifications may be acceptable.Education: 
Bachelor's degree from an accredited college or university in accounting, business administration, or a related field.

Experience:
Four years of professional accounting experience, one year of which must have involved the preparation of financial or accounting reports. Government accounting experience desired.  Supplemental informationThe Recruitment Process:

This is an at-will position, exempt from the provisions of the City of Oakland Civil Service Rules, per Charter Section 902. All applications received will be forwarded to the Human Services Department for further consideration.Meeting the minimum qualification requirements may not result in further consideration; only the most qualified candidates will be contacted for interviews.
Salary is negotiable within the defined range depending on qualifications.
Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found at:  Working for Oakland
Applicants are required to submit criminal history information upon request after receiving a conditional offer of employment. If the requested information is not furnished in a timely manner, applicants will not qualify for further consideration and will be removed from the eligible list.

Disaster Service Workers: All employees are designated Disaster Service Workers through state and local law. 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.
 How to Apply

Apply prior to the closing time of the job announcement and allow at least two to three hours to submit your application if you are a new user on the system. APPLICATIONS ARE ACCEPTED ONLINE ONLY. You may apply and view current openings by visiting our employment opportunities webpage at:

http://agency.governmentjobs.com/oaklandca/default.cfm.
 

If you do not have access to a computer, there are computer stations available at any City of Oakland Public Library. There are also workstations at the Human Resources Management Department, 150 Frank H. Ogawa Plaza, 2nd Floor, Oakland, CA 94612. Workstations are available during regular business hours (normally 10:00 a.m. to 4:00 p.m.). 
 
Our online application system is provided by NeoGov. If you have problems while applying online, please contact NeoGov's Live Applicant Support at (855) 524-5627 between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday.  You may also call the City of Oakland Human Resources Management Department during regular business hours at (510) 238-3112 for information; however, we are unable to provide technical support for the online application system.

For recruitment-specific questions, please contact Lea Lakes: LLakes@oaklandca.gov.