Job Description

WHAT YOU’LL BE DOING

Under general supervision, the Contracts team Administrative Analyst conducts important, public, analytical work that has substantive impact on the Department’s clients through grants and contracts. A significant portion of the work of the Department of Homelessness and Supportive Housing is provided through agreements, and the development and administration of these agreements makes a real difference to the people we serve. This position’s work will include, but is not limited to, participating in a robust procurement schedule, developing, processing and managing agreements; participating in comprehensive process analyses; and communicating clearly at all stages of agreement development with multiple stakeholders, from internal program colleagues and leadership to community-based organizations.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Support the mission, vision and core values of the Department of Homelessness and Supportive Housing
• Work with sensitive and complex budgets and agreements with multiple funding sources
• Lead and support procurement as part of an active procurement schedule, including conducting competitive solicitations, reviews and selection processes, including receipt and review of bids/proposals, negotiation with potential contractors/vendors, and review/processing of approvals
• Actively and proactively manage a portfolio of agreements
• Participate in the Contract team’s development of effective and efficient processes continuously
• Ensure compliance with the City Charter, Administrative Code, and financial policies
• Cultivate and maintain positive, productive working relationships with internal and external stakeholders
• Demonstrate outstanding level of customer service with internal and external partners
• Review and approve invoices as part of the agreement management process
• Maintain quality controls for contract and grant practices
• Maintain accurate data and documents
• Participate in the Department’s annual nonprofit monitoring program
• Prepare clear, comprehensive memos and reports as needed, with appropriate supporting documentation
• Perform other duties as required

Please note that this position may require overtime as needed during periods of high need, e.g. end of the fiscal year, periods of a high volume of new grants/contracts and/or amendments.

SALARY RANGE: $43.14-$52.44 Hourly / $7,477.00-$9,089.00 Monthly / $89,726.00-$109,070.00 Yearly APPLICATION OPENING: 10/8/21

APPLICATION DEADLINE: 10/25/21

CONTACT: If you have any questions regarding this recruitment, please contact Sharifa Sparks at Sharifa.Sparks@sfgov.org. 

Qualifications

MINIMUM QUALIFICATIONS

Applicants must meet the following minimum qualification requirements by the final filing date unless otherwise noted.

1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university; and one (1) year 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 coursework as described in Note B; OR

3. Possession of a baccalaureate degree from an accredited college or university, and two (2) 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 coursework as described in Note B and one (1) year full-time equivalent experience 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 1822, 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 1820 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 1822.

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

• Outstanding written and oral communication skills and the ability to communicate with diplomacy and conduct meetings with various stakeholders, both within and outside of the department.
• Exemplary attention to detail
• Excellent organizational skills
• Ability to manage time and workload proactively and effectively
• Experience with contracts and grants, contracting processes and contracting systems
• High level of comfort in Microsoft Suite and other technologies

VERIFICATION OF EDUCATION AND EXPERIENCE: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. More information can be found at: https://sfdhr.org/information-about-hiring-process#verication

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.

All your information will be kept confidential according to EEO guidelines.

Applicants may be contacted by email about this announcement and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email 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).

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. Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores. 

Additional Information

SELECTION PROCEDURES/EXAMINATION REQUIREMENTS:

This is a Position Based Test conducted in accordance with Civil Service Rule 111A.

Written Core Examination: (Weight: 100%) Candidates will be invited to participate in a written, multiple-choice examination, designed to measure their relative knowledge, skills and abilities in job-related areas. The “core” multiple-choice examination component may include but not be limited to:_ _

• Ability to evaluate/analyze information/data and to exercise good judgment relative to that evaluation or analysis;
• Ability to communicate written information (includes ability to proofread)
• Knowledge of, and ability to apply, financial/fiscal principles (including the ability to use mathematical and statistical formulas);
• Ability to comprehend and understand written information;
• Ability to use various computer software programs;
• Ability to conduct research;
• Ability to establish and maintain cooperative and effective working relationships;
• Knowledge of, and the ability to apply, principles, practices and procedures involving office operations;

This is a standardized examination and, therefore, test questions and test answers are not available for public inspection or review.

You will receive one or more scores with respect to the multiple-choice exam component. One will correspond to the core test component and, should any specialty subtests be added to that component, you may receive one or more additional “specialty” scores. Any scores attained on these components will be valid and "banked" for three years, starting from the date of the examination. This means that, during this three-year time period, you will not be required to take any test components for which you have already attained a score. This core test is also used for 1820 Junior Administrative Analyst, 1822 Administrative Analyst and 1823 Senior Administrative Analyst, and the subtest is also used for 1824 Principal Administrative Analyst, therefore your test scores may be applied to one or more of these classes if you choose to apply to future recruitments. If the selection process for the future announcement is held within one year of the date of this examination and it includes any of these components [i.e., core exam or specialty subtest(s)], your score(s) for the corresponding test component(s) will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score(s) to the other announcement or (b) re-take the test component(s). Re-testing is permitted no sooner than one year from the date of the examination and only in association with your eligibility for another announcement for which the test component (core or specialty subtest) is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

A passing score on the Written Core Examination must be achieved in order to be placed/ranked on the Eligible List.

Eligible List/Score Report: A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission. 

The duration of the eligible list resulting from this examination process will be six (6) months, and may be extended with the approval of the Human Resources Director. 

Certification: The certification rule for the eligible list resulting from this examination will be Rule of Three Scores, pending an agreement with the union for an expanded certification rule. Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

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.

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule. Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director. Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

STATEMENT ON EQUITY, DIVERSITY, AND INCLUSION: At the City and County of San Francisco, we share a commitment to a diverse, inclusive and equitable community. Each member of our organization is responsible and accountable for what they say and do to make San Francisco an inclusive and equitable place to live and work by employing fair and just practices to and for all.

TUBERCULOSIS SCREENING: Prior to appointment, applicants may be required to take a tuberculosis (TB) screening test.

ADDITIONAL INFORMATION REGARDING EMPLOYMENT WITH THE CITY AND COUNTY OF SAN FRANCISCO:

Information About The Hiring Process

Conviction History

Employee Benefits Overview 

Disaster Service Worker

ADA Accommodation

Veterans Preference

Seniority Credit in Promotional Exams

Right to Work

Copies of Application Documents

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be vaccinated against COVID-19 as a condition of employment.  For details on how it is applicable to your employment, please click here. The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law. Carol Isen - Human Resources Director

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be vaccinated against COVID-19 as a condition of employment.  For details on how it is applicable to your employment, please click here.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.

Carol Isen - Human Resources Director