What are the responsibilities and job description for the Finance and Administration Manager position at Madison, City of (WI)?
The City of Madison is seeking a skilled and motivated professional to oversee the Finance and Administration Unit within the Traffic Engineering Division.
This position plays a vital role in shaping the division’s financial strategy, managing revenues and expenditures, and developing policies and procedures that support efficient operations. The Finance and Administration Manager provides professional staff support in the development, analysis, and administration of the division’s budget, while also assisting with the evaluation of programs, operations, and functions. This position coordinates inter-agency and private sector billing, directs the administrative aspects of service delivery, and supervises administrative staff to ensure smooth and effective office operations. Working under the general supervision of the Director of Traffic Engineering, this position exercises a high degree of independent judgment, discretion, and leadership in advancing the division’s mission and services.
Hours: Regular work hours are Monday through Friday, 8:00AM to 4:30PM.
IMPORTANT: PLEASE ATTACH YOUR RESPONSES TO THE SUPPLEMENTAL QUESTIONS IN THE ATTACHMENTS SECTION OF THE APPLICATION. IN YOUR RESPONSES, PLEASE INCLUDE THE FOLLOWING:
- Please describe how your education, experience, and skill set make you a strong candidate for this position.
- Please describe a time you improved or streamlined a financial or project accounting process - for example, developing or reconciling budgets, tracking funding sources, managing grants, or overseeing billing and reporting. What steps did you take, and what was the result?
**Failure to submit the responses with your application will result in immediate elimination from the recruitment process.**
Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.
*Stated salary will receive a 3% wage increase effective 12/21/25.
Project accounting
- Public works and private development projects.
- Create projects and ensure proper set up of funding.
- Track and submit expenses and funding sources.
- Reconcile and closeout projects.
- Prepare and maintain reports and associated documentation.
- Government grants
- Prepare and submit grant applications.
- Track and submit expenses and funding sources.
- Submit expense claims for reimbursement per grant guidelines.
- Prepare and maintain reports and associated documentation.
- Submit annual infrastructure reports to the Finance Department related to addition.
Purchasing and accounts receivable
- Submit, review and approve requisitions for purchase of goods and services via enterprise resource planning (ERP) system.
- Follow City and agency guidelines for purchasing, receiving and payment processing of goods and services.
- Submit and approve purchase card statements. Ensure compliance with City guidelines for purchasing.
- Create and submit invoices to outside entities for services and materials provided.
- Adjust prior transactions to appropriate accounts via ERP system.
- Review requisitions submitted by other staff to ensure purchases are appropriate and accounting information is accurate.
Operating and Capital Improvement Budgets
- Develop, analyze and administer annual capital and operating budgets
- Follow guidance from Finance Department in development of budgets.
- Prepare presentations and support documents. Attend meetings as necessary in support of budget requests.
- Monitor account balances and process budget transfer requests.
- Develop quarterly budget projections with Finance Department.
- Submit annual General Obligation (GO) borrowing worksheets to Finance Department.
Miscellaneous
- Oversee public passenger licensing process
- Create and modify policy. Make recommendations for ordinance revisions.
- Coordinate and attend driver permit appeal hearings.
- Inspect vehicles as required.
- Process payroll
- Approve employee timesheets and payroll submittal.
- Update project lists and project strings.
- Create and modify timesheet forms.
- Act as Division’s Civil Rights’ Coordinator
- Act as the Office Manager; coordinate office activities and supervise administrative staff as assigned.
Perform other duties as assigned.
- Three (3) years of experience performing responsible administrative work which included the areas of internal management; systems and procedures analysis; fiscal and budgetary management and analysis; and the development, administration and monitoring of administrative procedures.
- Associate's degree or higher in Business Administration, Accounting, Public Administration, Finance, or a closely related field.
-OR-
Four (4) years of experience in applying the following:
- Principles of business management and public administration, including organizational and system analysis techniques.
- Budgetary, financial, and accounting principles and practices.
- Accounting systems and their applicability to municipal financial operations.
- Computer software applicable to the duties of the position, including accounting and finance software.
Ability to meet the transportation requirements of the position.
Physical requirements:
Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer and use a monitor for extended periods of time.
*The payroll title is Transportation Operations Analyst
Salary : $83,479 - $100,327
