Business Operations & Support Services Assist Deputy Director

If you are a mover and shaker, a problem solver, have been in a leadership role, and like all things financially related, including budgeting, general accounts payable (AP), and are familiar with SAP accounts payable and accounts receivable, then you’re what we are looking for in our next Business Operations & Support Services Assistant Deputy Director. Come join our exciting, fast-paced environment to make a direct impact on the community we serve!

The Assistant Deputy Director (ADD) is a newly created position in FY25 to provide adequate oversight necessary for the Department’s complex financial and operational needs due to the consolidation of the Real Estate and Airport Management functions into the Economic Development Department. The Assistant Deputy Director position will be responsible for overseeing the Business Operations and Support Services (BOSS) division which includes but not limited to: development, administration, record keeping and monitoring of Department’s budget, including General Fund, Airport Fund, Concourse & Parking Garages Operating Fund, PETCO Park Fund, Long Range Property Management Fund, Low & Moderate Income Housing Asset Fund, and all state and federal entitlement grant funds that the department oversees; and internal operations support of administrative staff. This position will develop and implement policies and procedures related to financial and business operations with the goal of creating operational efficiencies while delivering upon high customer service and records management needs. The ADD will liaise with department divisions to deliver high-quality business and operational support while balancing the City’s key priority areas of focus: Create Homes for All of Us; Protect & Enrich Every Neighborhood; Advance Mobility & Infrastructure; Champion Sustainability; and Foster Regional Prosperity. The ADD will work closely with the department’s Executive team to advise on areas of risk, implementation of best practices, and ensure all business operations and records management obligations and expectations are met.

Under the direction of the Assistant Director, the ADD will be responsible for taking a leadership role and directly supervising one (1) Program Manager and one (1) Information Systems Analyst and managing a division of approximately 25 full-time equivalent staff, who are engaged in a multitude of different financial management, records and operational functions.

The individual must have excellent analytical, written and verbal communication, organizational, and project and program management skills. The individual must be able to work collaboratively, ensure deadlines are met, provide quality control, and think critically as a leader within the Department and within the City. A history of interfacing successfully with internal and external stakeholders/customers is necessary to be successful in this role. Extensive knowledge and experience managing departmental operations, staff administration and financial functions expected.

Key Areas of Responsibilities:

• Participating with the Director and Department Executive Team to formulate the strategic direction of the department and the tactical plans, budgeting systems, and performance metrics required to successfully achieve departmental goals
• Direct oversight of fiscal and internal support activities including the coordination/liaise and management of accounting, treasury, records management and human resources functions within the Department with the City’s Finance, Clerk’s office, City Treasurer, Human Resources, Personnel, and Risk Management Departments
• Management of financial information into the City’s financial management systems, including but not limited to SAP, IDIS, etc.
• Direct oversight of risk mitigation strategies and audit compliance ensuring the Department is adhering to all regulatory and other legal requirements including the City’s Municipal Code and Administrative Regulations related to areas of responsibility managed by the Program Manager
• Direct responsibility and policy direction related to records management responsibilities with records management staff to ensure all records required to be held by the Department are in compliance with the City’s retention policies
• Provide supervision of BOSS division staff including hiring, evaluation, and discipline functions
• Anticipate conditions, plan ahead, establish priorities, and meet schedules

Responsibilities:

• Manage the annual General Fund budget anticipated to be (however has at times exceeded) of $20 M; non-general fund budget of $33M; and a federal and state grant fund portfolio of approximately $200M
• Drive implementing policies and procedures related to financial operations, floor/space management, customer service activities/interface, and records management, including Public Records Act
• Manage the accounting, treasury, records management and human resources functions within the Department with the City’s Finance, Clerk’s office, City Treasurer, Human Resources, Personnel, and Risk Management Departments
• Oversee the proper execution and management of the City procurement process as it relates to contracts administered by the Department
• Direct all regulatory and other legal requirements including the City’s Municipal Code and Administrative Regulations related to areas of responsibility
• Oversee the proper execution and management of the City IT process as it relates to technology, software, and systems administered by the Department
• Coordinate and manage all local, state, and federal audits to ensure compliance of regulations
• Provide oversight to drive strategic recommendations related to expenditure eligibility monitoring and compliance of state and federal funding requirements including reprogramming of project balances and methods to assist the City in meeting HUD timeliness obligations
• Lead and develop BOSS division staff members by supporting professional development, training, and conducting succession planning for the future needs of the department and workforce
• Provide leadership and support for process improvements related to accounts payable, account receivable, budget, records management, IT support, etc and drive change management for BOSS
• Own reporting mechanisms to monitor the fiscal health of the Department and partner with Director and Department leadership team to implement strategies to drive success

Minimum Requirements:

• Bachelor's Degree in Business Administration, Public Administration, Business Management, Finance, Economics, Accounting or closely related field, and
• Five (5) years of professional-level experience in the preparation, administration, analysis and development of budgets and/or work of comparable level and complexity in the areas of Accounting, Finance, and /or Economics as well as management experience would be a typical way to demonstrate these qualifications. Qualifying experience must include collecting and analyzing financial data for at least ONE or more of the following purposes: To make financial and economic projections; research to develop/justify budgets and/or long-term financial plans and/or to provide information for policy/business decisions.
• Master’s degree is highly desirable, however not required

Qualifications:

• Strong management and leadership skills with experience managing varying programs disciplines
• Experience in SAP with public budget formulation, business objects, reports, and other functionalities
• Experience directing and managing accounts payable and accounts receivable functions
• Experience developing and implementing process improvements that result in improved efficiencies
• Strong negotiation and analytical skills, with the ability to balance competing priorities
• Strong interpersonal skills and political acumen, with the ability to successfully interact with a wide variety of stakeholders
• Ability to communicate effectively to different audiences, including elected officials, City management, other government agencies, and members of the public
• Ability to comprehend technical details in financial documents and understand how they relate to and impact larger policy goals and objectives and “big picture”
• Ability to work both independently and as part of a team in a fast-paced, high pressure environment with tight time constraints
• Interest in municipal activities and services and how they impact the community.
• Mentor team members by creating clarity in ambiguity, developing, motivating and unifying staff
• Commitment to customer service delivery, public service, fiscal responsibility, and innovation in government
• Highly ethical and objective, with the ability to navigate in a political environment without being political

Benefits:

• Defined retirement plan , including pension reciprocity, dependent on an employee’s eligibility status (new hire, rehire, etc.)
• A wide variety of cafeteria-style health and wellness plans or in-lieu cash waiver
• 11 paid City holidays per calendar year and 1 floating holiday per fiscal year
• Approximately 176 hours of paid annual leave for an employee’s first 15 years of service, and approximately 216 hours for 16+ years of service
• Up to 24 hours of paid discretionary leave per fiscal year
• Up to 320 hours of paid Parental Leave per childbirth or placement of a child
• Up to 40 hours of paid Bereavement Leave per fiscal year
• Tuition reimbursement up to $2,000 per fiscal year, and complimentary LinkedIn Learning professional development opportunities
• Free transit pass (including MTS Trolley, MTS Bus, and all Rapid and Rapid Express bus services)
• Reduced-rate fitness center memberships
• City-paid life insurance

Salary: $179,712.00 Annually

The City of San Diego has an active Equal Opportunity/ADA Program for employment and vigorously supports diversity in the workplace.