Career Opportunity

SENIOR ADMINISTRATIVE ANALYST - BDC/ADMIN - SF Public Works (1823)

Recruitment: RTF0120872-01110755

Published: July 20, 2022

Apply using SmartRecruiters, the City and County of San Francisco's application portal.

About:

Application Opening: Wednesday July 20, 2022

Application Deadline: Wednesday August 3, 2022

Compensation Range: $110,630 - $134,446 annually

San Francisco Public Works has a far-reaching portfolio with a $352 million annual operating budget, an active capital portfolio that exceeds $3 billion and a workforce of 1,600-plus employees. The department operates around the clock, touching every neighborhood in San Francisco. The staff designs and manages construction of civic buildings and streets; cleans and greens the right of way; maintains civic buildings; manages multi-million-dollar bond programs; trains people for jobs; keeps the right of way free of hazards; paves the roads; repairs bridges and public stairways; expands accessibility; and works at the forefront addressing some of San Francisco’s biggest challenges, including homelessness. With a mission to enhance the quality of life in San Francisco for residents, visitors and business owners, Public Works is committed to providing outstanding public service through an equity lens.

The department is divided into four divisions – operations; building design and construction; infrastructure design and construction; and finance and administration. The Director’s Office provides external and internal communications, policy direction, government relations and emergency management. The Public Works director reports to San Francisco’s City Administrator and the Mayor.

The Building Design and Construction Division

The Building Design and Construction Division of San Francisco Public Works, led by the City Architect, provides architectural and landscape design services, comprehensive building planning, project and construction management, contract support and compliance monitoring, materials testing and hazardous materials investigation for the development of new – and the upgrading of existing ­– civic buildings, facilities and urban landscapes to create a more resilient city.

Role description

The 1823 Senior Administrative Analyst will support BDC's Deputy Director and Project Management Section with a wide range of capital projects by performing advanced analytical and administrative duties. This position will also take on special projects such as updating the CCSF Public Works Procedures Manual. 

1823 position to support the Deputy Director of Building Design and Construction (BDC) with the day-to-day administrative tasks related to the duties and tasks listed above in addition to project reporting, updating internal tools to track project performance, responding to project information requests from elected officials, Public Works Director, and the Public. Create consistent procedures for routine management functions, including the roll out of project reporting, drive the implementation of internal initiatives related to the Public Works’ strategic plan. The Senior Administrative Analyst may also assist the BDC Deputy Director in preparing written reports and presentations, especially as it relates to the Public Works Strategic Plan. The BDC Deputy Director oversees the projects designed by the Architecture Services Section, Landscape Architecture Section, Construction Management Section, Project Management Section, and Project Controls & Services Section.

Key Responsibilities:

1.    Assist and manage the Deputy Director’s project schedules by coordinating appointments, confirming and prioritizing meetings.
2.    Manage project meeting logistics, set up conference rooms, and order lunch/beverages when appropriate.
3.    Support project managers in office-wide regular emails and/or memos as they relate to the Public Health and Safety (PHS) Bond projects and the Earthquake Safety and Emergency Response (ESER) Bond projects.
4.    Assists Human Resources & GSA in arranging for individual and section-wide training needs, in designing and implementing a targeted recruiting program for architecture, landscape architecture and construction management programs nationwide, and in the recruitment process for various positions in BDC as required, i.e. writing job descriptions and/or announcements.
5.    Assist in the maintenance of the BDC content on the Public Works web site as well as the BDC Portfolio, and staff resumes.
6.    Work with Director of Communications to route or answer media requests as they relate to PHS and ESER bonds and projects.
7.    Assist in updating internal procedures & standards related to MOU Templates and Lessons’ Learned; Develop standard budget & meeting minute templates and power point presentation standards.
8.    Researches information on leading professional practices as requested by Project Managers.
9.    Attend executive level meetings as requested and create action items and follow through, including the preparation of minutes for PHS and ESER bond projects.
10.    Assist in Microsoft Word or Excel formatting for project checklists for Architecture, Interior Design, Landscape Architecture & Construction Management
11. Participate in or manage various DOC activities and training related to the Emergency Department Operations Center, attend and assist with various special events as they relate to Public Works throughout the calendar year, such as Public Works Week, SF Clean Sweep, etc. 
12. Provide backup for time sheet approvals for the Division. 
13. Assist in updating Division or Bureau organizational charts.
14. Update portions of the CCSF Public Works Procedures Manual, which is an expression of the rules governing the employment relationship and a means to protect the legal interests of the department. 
15. Performs related duties and responsibilities as required.

Required Experience and Skills:

•    Project management (planning and prioritizing activities; coordinating resources)
•    Excellent writing skills
•    Strong meeting and workshop organizational abilities
•    MS Office, Word, Excel, and PowerPoint
•    Illustrator experience a plus

The BDC Deputy Director oversees the design and production teams who provide the planning, design and construction efforts needed to complete the City & County of San Francisco’s Capital Bond projects.  

This position is needed to support the BDC Acting Deputy Director and the following projects:

1.    Chinatown Public Health Center   
2.    Laguna Honda old Hospital M&O Wings 

The particular skill sets required for this position are a clear understanding of the delivery of building projects, a developed skill level in, but not limited to, the following software:  PowerPoint, Excel, Microsoft Office, and Word.  These particular skills are required to assist the BDC Deputy Director in presentation materials for Projects, Public Works Strategic Goals, and the writing of reports.

How to qualify

Education and Experience:
1.    Possession of a graduate degree (Master's degree or higher) from an accredited college or university and three (3) years of 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 college coursework as described in Note B and two (2) years full-time equivalent experience performing professional-level analytical work as described in Note A; OR
3.    Possession of a baccalaureate degree from an accredited college or university and four (4) 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 college coursework as described in Note B and three (3) years full-time equivalent 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, 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 1823, 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 1822 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.

Desirables: 

•    Excellent interpersonal skills while interacting with a variety of professionals in the City, vendors, and other agencies;
•    Excellent written and oral communication skills;
•    Ability to research, collect, synthesize, and analyze a wide variety of information;
•    Ability to conduct difficult analytical studies involving complex administrative and financial systems and procedures;
•    Ability to work independently and balance multiple projects and priorities;
•    Strong proficiency with Microsoft applications particularly Excel, PowerPoint, and Word
•    Strong data analysis skills including use of pivot tables and complex Microsoft Excel formulas;
•    Familiarity with database software and systems;
•    Familiarity with financial information and reporting systems and Accounting knowledge.

What else should I know?

SELECTION PROCEDURES:

Additional Information Regarding Employment with the City and County of San Francisco:

• Information About The Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Seniority Credit in Promotional Exams
• Right to Work
• Copies of Application Documents
• Diversity Statement

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, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu).

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

PEX-1823-120873

Analyst Information: If you have any questions regarding this recruitment or application process, please contact the analyst Raquel Knighten at Raquel.Knighten@sfdpw.org or at 415-554-6059.

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

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.