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Career Opportunity

Contracts and Grants Coordinator (Climate) - Dept. of the Environment (job class 1822) - (125001)

Recruitment: RTF0125000-01152401

Published: August 09, 2022

Contact:

Adam Romoslawski - adam.romoslawski@sfgov.org

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

Department: Environment
Job class: 1822-Administrative Analyst
Role type: Temporary Exempt What does this mean?
Hours: Full-time
 

About:

Are you skilled contract and grant administrator interested in improving the environment? Do you want to use your skills as part of a team workign for the betterment of San Francisco and beyond? Would you like to work in a collaborative setting focused on innovation, inclusivity, and impact? If so, we invite you to help us build a better future for San Francisco as a Contracts and Grants Coordinator with the San Francisco Department of the Environment.

Who We Are - The San Francisco Department of the Environment (SF Environment) advances climate protection and enhances quality of life for all San Franciscans. SF Environment is a department within the City and County of San Francisco, a local government committed to innovation, leadership and collaboration in creating environmental change.  SF Environment is recognized worldwide for its environmental policies and programs, which center on achieving zero waste, reducing toxic chemical hazards, advancing environmental justice, promoting low-carbon transportation modes, expanding clean energy infrastructure, greening our built environment and protecting our urban forest. We’re a passionate, mission-driven team that values credibility , collaboration, impact, innovation and equity. SF Environment is also a great place to work, offering an attractive benefits package that includes healthcare and retirement.

SF Environment Racial Equity Statement  - For over 20 years, SF Environment has worked with San Francisco’s Black, indigenous, and people of color (BIPOC) communities to mitigate environmental burdens, increase accessibility of environmental programs and benefits, engage community members, and improve health outcomes. BIPOC communities are disproportionately exposed to environmental stressors that include air and soil pollution, illegal dumping of toxics and other materials, industrial land uses and transportation impacts. They are more likely to live in housing conditions with limited access to green space and where poor indoor air quality from pests, mold, and the use of toxic products contributes to the prevalence of asthma and other health disparities. They are more likely to be employed in areas with high levels of exposure to toxics. Now, they are the first communities feeling the impacts of climate change, with the fewest resources to respond. SF Environment has a longstanding commitment to the principles of environmental justice, whereby communities most impacted by environmental stressors and climate change are prioritized and the long-time work of community leaders is recognized and supported. We are committed to uplifting the contributions of local environmental leaders of diverse racial backgrounds and ensuring that racial equity is the cornerstone of all of our programs, policies, and services.

Role description

The Contracts and Grants Coordinator coordinates the Grants & Contract processes required to support SF Environment's Climate Program. This position will primarily focus on contract/grant administration and related duties. The essential functions include: developing and conducting solicitations, contract and grant development and execution, contract and fiscal monitoring, ensuring compliance with any federal, state or local contracting and grant requirements; monitoring of SF Environment contracts and grants; reviewing and making recommendations regarding program and organization budgets; and collecting data and preparing a variety of reports, memoranda and correspondences.

What You’ll Do - The duties specified below are representative of the range of duties assigned to this position and are not intended to be an inclusive list.

  • Conducting and supporting procurement activities including conducting competitive solicitations, review and selection processes, including receipt and review of bids/proposals, negotiations with potential contractors/vendors, and reviewing/processing of approvals.
  • Providing support to program staff, Managers, Directors, Suppliers, and stakeholders related to solicitation and procurement actions (RFP, RFI, RFQ).
  • Filing and obtaining approvals of required compliance documentation related the department’s grants and contracts. Ensuring compliance with the City Charter, Administrative Code, and Department policies.
  • Creating and executing grant and contract agreements that are consistent with funding requirements. Monitoring contract and grant invoicing, accounting and reporting.
  • Reviewing and/or approving payment of invoices and related documents for the department’s contractors/grantees, vendors and other City Departments.
  • Creating, preparing, updating, and analyzing data related to effective management of grants/contracts and overall service performance.
  • Providing technical assistance to Suppliers on the City’s online portals and  to grantees, contractors and vendors on funding requirements and  compliance.
  • Conducting site visits to ensure grantees are in programmatic and fiscal compliance according to compliance requirements.

Appointment Type - This position is a Temporary Exempt Appointment with an anticipated duration until end of Fiscal Year 22-23 (June 30, 2023). Continuation beyond June 30 is contingent on continued funding. The position is excluded by the Charter from the competitive civil service examination process and shall serve at the discretion of the appointing officer.

How to qualify

Minimum Qualifications

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 desirable qualifications may be used to select among finalists at the end of the selection process. We don't expect any one candidate to have all the qualifications listed below - please know that you can be a great candidate without all of the below qualifications. If you meet the minimum qualifications and have a mix of the desirable qualifications and a passion for this work – please don’t hesitate to apply and tell us about yourself.

  • Intermediate Level Excel including pivot tables, vlookup, conditional formatting, charts and tables.
  • Working knowledge in one or more of the following PeopleSoft Modules: Accounts Receivable, Sourcing, Supplier Contracts, and Supplier Administration modules.
  • Some knowledge of grants process and procedures.
  • Skilled in project management, writing clear and concise memos/reports and organizing complex information and data.
  • Experience navigating and working in or with large organizations.
  • An understanding of equity, inclusion and diversity concepts.

What else should I know?

  • Application Open: August 8, 2022
  • Application Deadline: August 29, 2022
  • Salary Range - $94,900 - $115,362 per year
  • Recruitment ID: RTF0125000-01152401
  • Applicants will receive a confirmation email that their online application has been received in response to every position to which they apply. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

Supplemental Information - After submitting your application you will receive a request for additional information about your education and experience. In addition, 3-5 days after submitting your application, you will be emailed a Supplemental Questionnaire with position-relevant questions about your work experience and interest in the position. Please check junk/spam folders to ensure you receive these information requests.

Selection Process and Timeline - Due to the volume of inquiries we receive, we are unable to give application status updates. While we are not able to reach out to every applicant, the hiring manager will contact you directly after the filing deadline if your skills and experiences are a strong match for the position.

Stage 1 of the selection process will consist of an evaluation of applications. Stage 2 - Based on the evaluation of applications, candidates whose skills and experiences are a strong match for the position will be invited to a phone interview. Stage 3 - Candidates who most closely meet the needs of the position will be invited to participate in the panel interview selection process, including an assessment of relative job-related skills and abilities. Applicants meeting the minimum qualifications are not guaranteed advancement to Stage 2 or Stage 3 of the hiring process.

For any questions regarding the position or hiring process- please contact the recruitment analyst, Adam Romoslawski at Adam.Romoslawski@sfgov.org

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

Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at https://sfdhr.org/how-verify-education-requirements

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 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.
Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

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

How to Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ 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).

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

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.