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Career Opportunity

Senior Supplier Management Analyst - Controller's Office (1823)

Recruitment: RTF0125937-01118374

Published: September 27, 2022

Contact:

Timothy Liong - timothy.j.liong@sfgov.org

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

Department: Controller
Job class: 1823-Senior Administrative Analyst
Role type: Permanent Civil Service What does this mean?
Hours: Full-time
Exam type:
Rule: Rule of 3 What does this mean?
List type:
 

About:

This is a Position-Based Test conducted in accordance with CSC Rule 111A.

The Controller is the City’s chief financial officer. Our team includes financial, technology, analytical and other professionals who work hard to secure the City’s financial integrity and promote efficient, effective and accountable government. We hold ourselves to high standards and strive to be a model for good government. We value the diverse backgrounds, perspectives and lived experiences of our teams and clients in everything we do. We work in a collaborative and inclusive environment, promote equal opportunity, and invest in the professional development and wellbeing of our team members. You can expect to work alongside colleagues who are committed to serving the public with integrity and want to see positive impacts from their work. We are looking for smart, motivated individuals who want to make a difference and use government to play a role in solving our City’s problems, including addressing long-standing and harmful disparities in our communities. For a career with purpose and professional growth, join us in the Controller’s Office.

Specific information regarding this recruitment process are listed below:

  • Application Opening: 9/14/2022
  • Application Deadline: 9/28/2022
  • Compensation Range: $110,630 to $134,446 annually

Role description

As part of the Supplier Management, Chartfield and Policy Team within the Accounting Operations & Suppliers Division (AOSD), performs professional-level and complex analytical work in the areas of supplier management, including supplier record maintenance, reporting, and analysis; performs supplier-related outreach to various City departments; performs complex accounting and financial data cleanup; reviews SMT policy and procedure updates and assists with Citywide policy and procedure development; leads supplier related projects in collaboration with other divisions within the Controller’s Office (CON) and other City departments to achieve the City’s financial and social economic strategic goals.  

Essential Duties

  • Monitors the creation, verification, and maintenance of City supplier profiles in PeopleSoft; reviews the Bidder Conversions and Supplier Change Requests
  • Creates reports on Citywide supplier records; validates and provides the data for various departmental and City projects
  • Collaborates with the Treasurer’s Office, other teams within CON and AOSD and the external banking partners to manage and maintain the City’s electronic supplier payment options; constantly provides updates, analysis, and recommendations to City management
  • Researches on and implements supplier identifying mechanisms that fulfill City’s social economic requirements such as Admin Code 12B and 12X compliance, debarred/sanctioned supplier tracking, etc.
  • Develops and leads the business processes for supplier data cleanup on ship to locations, sales tax rate, duplicate records, invalid TIN numbers, business tax statuses, etc.
  • Develops and leads the business processes for financial data cleanup including vouchers, purchase orders, requisitions, and expense reports
  • Leads the business process on mandatory reporting to IRS including 1099 and 1098-F
  • Manages the help desk tickets for supplier and accounting operations related inquiries
  • Reviews and approves supplier-related policies & procedures, including the applicable section in the citywide Accounting Policies & Procedures
  • Performs research, analyzes information/data, and compiles and documents findings on various financial operations related projects
  • Develops solution options and makes recommendations to management according to research findings; prepares and delivers regular management reports
  • Conducts in-depth legislative research/analysis on SF Charter, SF Admin Codes, IRS Tax Codes, Federal OMB Circular etc.
  • Creates and updates SMT training materials, desk manuals, supplemental forms, and supplier/customer policies and procedures
  • Prepares analyses and analytical reviews of City departments' accounting and reconciliation tasks supporting year-end activities
  • Supports Citywide data structure maintenance including chartfield creation and update as assigned
  • Assumes AOSD Financial & Accounting Support Team (FAST) assignments as necessary
  • May include additional duties as assigned

How to qualify

These minimum qualifications are to be used as a guide for establishing the education, training, experience, special skills and/or license which may be required for employment in the class. Although these minimum qualifications are typical of the class, additional minimum qualifications and special conditions may apply to a particular position and will be stated on the job announcement.

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 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 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 1823.

Special Conditions

"The above minimum qualifications reflect special conditions associated with the position(s) to be filled. They may differ from the standard minimum qualifications associated with this class code."

Three (3) Years Excel finance/budget Experience

Microsoft Excel experience performing complex functions of a financial and budget nature, including database development and maintenance, crafting Pivot tales utilizing massive databases from outside sources, use of lookup tables, graphing of spreadsheet data, linking spreadsheets and tables, use of complex formulas using statement logic, template development, subtotaling data, and data sorting, merging, grouping and filtering features within spreadsheets.

Three (3) Years PeopleSoft Financials Accounting Experience

Professional experience working with PeopleSoft Financials, including familiarity with PeopleSoft’s Chart of Account structure (COA). Experience must include using the system to check project budget, encumbrance and cash balances and generating reports.

The above minimum qualifications reflect special conditions associated with the position(s) to be filled. They may differ from the standard minimum qualifications associated with this class code

Desired Qualification

"The stated desirables qualifications may be considered at the end of the selection process when candidates are referred for hiring"

  • 5 years of financial and business analysis experience
  • Proficiency in Microsoft Office, PeopleSoft Financials, PeopleSoft Procurement, and Oracle Business Intelligence
  • Strong written and oral communication skills
  • Ability to research, analyze and interpret various supplier and financial rules, regulations, policies, and concepts
  • The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring

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.

What else should I know?

Selection Procedures: 

After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

WRITTEN EXAMINATION (weight 50%) 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 a specialty subtest be added to that component, you may receive an additional "specialty" score. 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. 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), 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 retest, your retest score would become your official score since it is the most recent.

ORAL/PERFORMANCE EXAMINATION (weight 50%) Candidates who attain a minimum passing score on the written examination component will be invited to participate in an oral/performance examination designed to measure knowledge, skills and/or abilities in job-related areas which may include but not be limited analytical skills, financial analysis, knowledge of spreadsheets and databases, and policy analysis.

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 of 6 months, and may be extended with the approval of the Human Resources Director.

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. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ .

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.

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

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).

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.

Exam Analyst Information: If you have any questions regarding this recruitment or application process, please contact the exam analyst Timothy Liong Timothy.J.Liong@sfgov.org

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.