Job Description

About the Position
Salary range: $113,386 - $137,800
Role type: Permanent Civil Service What does this mean?
Hours: Full-time
Rule: Rule of Three What does this mean
Announcement Closes: 11/22/2023

The Operations Analyst supports operations within the City Services Auditor, focusing on business and operational processes for the City Performance Division. Key duties include:

• Support the Operations Manager and Deputy Director in managing the City Performance training plan, including identifying staff training and professional development needs, coordinating processes to develop and administer training tasks, and acting as the central contact on training opportunities, reimbursements, and tracking.

• Under the direction of the Business and Operations Manager, manage the quarterly and year-end billing process, including maintaining the work order overview spreadsheet, creating billing templates and quarterly bills, creating projection reports, tracking and balancing all CSA expenditures, and distributing bills to departments. Conduct various budget-to-expenditure comparative analyses and monitor staff hours and other expenditures to ensure proper billing and recovery. Manage year-end process so that expenditures match recoveries.

• Collaborate with the Controller’s Central Finance team, Contracts team, MIS team, and Project Managers on the creation and execution of purchase orders and serve as the lead to obtain approvals and record receipt of all invoices and employee reimbursements.

• Assist with operational needs, including maintaining records of current policies and procedures and assisting with logistics, office materials, facilities, and technology needs.

• Serve as a staff resource for analyzing, documenting, updating, and communicating division policies and procedures via local area network, SharePoint, and other communication methods. Share public reports via the Controller's Office systems.

• Provide hiring support, including creating hiring schedules for both in-person and virtual panels; serving as the lead contact with the Controller’s HR staff, candidates, and hiring manager; preparing materials (applications/resumes, forms, etc.); running panel interviews, and other hiring tasks as needed. Support new employee orientation activities, including coordinating with HR and MIS, scheduling and managing onboarding sessions, and planning activities to introduce new staff to existing staff.

• Use reporting software such as PowerBI to create and maintain operation reports, including timesheet reports, billing reports, budget reports, work order projection reports, staffing reports, and others.

• Support staff resource management, including supporting the quarterly resource planning and allocation process. Manage City Performance spreadsheets and databases to forecast staff hours. Track staff assignments to projects in CSA's systems and manage operations to ensure City Performance can track resources allocated to each project.

• Serve as the Microsoft Project (MSP) Super User to set up new employees in MSP and train staff on how to use MSP, including how to enter time and project information. Problem-solve issues that arise and document new procedures and updates.

• Support public committees, including the Citizens' General Obligation Bond Oversight Committee, the Our City Our Home Oversight Committee, and other Controller's Office committees. Tasks include scheduling and coordinating all meeting logistics, including meeting room reservations; preparation, posting, and dissemination of Commission agendas and meeting links, public notices, meeting slides, scripts, meeting minutes, resolutions, information, and other essential documents; ensuring hybrid meeting technology is operational and that meetings are recorded. Coordinate with other City agencies to ensure committees meet regularly and conduct business appropriately.

The Ideal Candidate

• Has strong communication and organizational skills;
• Values being part of a team, and is comfortable supporting the operational needs of a large team of analysts and project managers;
• Has experience or interest in developing new tools and processes to streamline and improve the team’s work; and
• Has a passion for government service or public policy and/or a desire to learn more about the City's structure and functions.

Qualifications

Education:
Possession of a baccalaureate degree from an accredited college or university and three (3) years full-time equivalent experience performing professional-level analytical work. Qualifying professional-level analytical work includes analysis, development, administration, and reporting in major programs and functions of an organization in the areas of budgets, contracts, grants, policy, or other functional areas related to the duties of positions in the 182X Class series.

Substitution:
Possession of a graduate degree (Master's degree or higher) from an accredited college or university with major coursework 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 the Class series may be substituted for one (1) year of required experience.

Additional experience as described above may be substituted for the required degree on a year-for-year basis (up to a maximum of 2 years). Thirty (30) semester units or forty-five (45) quarter units equal one year.

Please review our articles on Employment Application and Minimum Qualifications and Verification of Experience and/or Education for further information.

Applicants will receive a confirmation email from notification@careers.sf.gov that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

Additional Information

_ SELECTION PROCEDURES:_
WRITTEN EXAMINATION (weight 100%)
Candidates self-certifying meeting the Minimum Qualifications will be invited to participate in the online Administrative Analyst Core Exam. Candidates will be sent a web link via email that will allow them to take the online Administrative Analyst Core Exam that is designed to measure knowledge, skills, and/or abilities in job-related areas which have been identified as critical for positions in the Administrative Analyst classification.

This computer-administered test can be taken at home or at a time and location of one’s convenience, but only within the time period specified on the test notification. Candidates must have access to a computer and reliable internet connection to participate in this exam.

Score Banking:
Scores attained on the Administrative Analyst Core Exam will be 'banked' for three years, starting from the date of the examination. This means that, during this three-year time period, candidates need not take this test again. Rather, if another announcement you applied to and are deemed qualified for requires the Administrative Analyst Core Exam and is held within one year of your Administrative Analyst Core Exam date, your score will be automatically applied to that announcement. However, after one year, a candidate has the option to either (a) apply their test score to the other announcement or (b) re-take the test. Re-testing is permitted no sooner than one year from the date of the test and only in association with a candidate’s eligibility for another announcement to which the candidate has applied and is deemed qualified. If a candidate opts to re-test, the re-test score becomes the candidate’s official score since it is the most recent.

If a significant modification is made to this exam in the future, the application of “banked” scores may no longer be appropriate. In such a rare circumstance, candidates with “banked” scores would be required to re-take the exam sooner than the three-year period specified above should they apply to another job opportunity where the modified exam is used.

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.

Upon passing the exam, candidates will be placed on the eligible list for a period of 6 months.

Terms of Announcement and Appeal Rights:
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. [Note: The correction of clerical errors in an announcement may be posted on the City's Career website at https://careers.sf.gov/. The terms of this announcement may be appealed under Civil Service Rule 110.4. Such appeals must be submitted in writing to the Department of Human Resources, 1 S Van Ness Avenue, 4th Floor, San Francisco, CA 94103-5413 by close of business on the 5th business day following the issuance date of this examination announcement. Information concerning other Civil Service Commission Rules involving announcements, applications and examination policies, including applicant appeal rights, can be found on the Civil Service Commission website at http://sfgov.org/civilservice/rules.

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.

HOW TO APPLY
Applications for City and County of San Francisco jobs are **only **accepted through an online process. Visit https://careers.sf.gov/ and begin the application process.

• Select the “I’m Interested” button and follow instructions on the screen.

Applicants may be contacted by email about this recruitment 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, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

If you have any questions regarding this recruitment or application process, please contact Kira Sanchez, at Kira.sanchez@sfgov.org.

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.