Career Opportunity

Administrative Analyst - Controller's Office (1822) - (123370)

Recruitment: RTF0123369-01115771

Published: October 28, 2022

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

About:

Amended for change to examination process, Written Core Examination (Weigh 100%), effective 10/4/22

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: 10/3/2022
• Application Deadline: 10/28/2022
• Compensation Range: $94,900 to $115,362 annually

Role description

Position Descriptions:  The Controller’s Office Finance and Administration Division (Division) is primarily an internal support organization, serving over 300 staff in two work locations. The Division manages the following aspects of the Controller’s Office: Human Resources, Payroll, Budget, Contracts, Accounting & Financial Reporting, Management Information Systems (MIS), Operations & Facilities, Emergency Management, and Administrative/Executive Support. Other areas include management of the Citywide accounting series examinations and the 1649 Accountant Intern Program. The Division is seeking multiple 1822 Administrative Analysts to join our Human Resources, Administrative Services, and MIS teams. These positions will require professional-level analytical skills in a variety of functional areas, but all candidates must be able to research, compile, analyze, and effectively present information and data regarding a variety of administrative, management, fiscal and organizational issues to meet division and departmental goals and objectives.

For Human Resources, the position will:

• analyze and report on departmental performance measures
• monitor, track and report on the department’s position control, including status, planned use, and vacancy rates
• assist with the implementation of the Controller’s Office Racial Equity Action Plan (REAP), including tracking and reporting on the progress of the initiatives outlined in the department’s REAP
• actively track and analyze the department’s examination and hiring plan, coordinating with Central Finance for quarterly reporting
• analyze and report on the Controller’s Office Climate Survey’s qualitative data
• track and monitor completion of Citywide required trainings for staff, consultants, and policy body members
• support CON HR with recruitment and workforce data analysis
• assist with the review and update of existing departmental policies and procedures to incorporate any changes and support CON HR process improvement initiatives by documenting proposed changes, assisting with implementation, and developing metrics to track results
• assist with other Human Resources related projects as needed

For Administrative Services, one of the positions will focus on Emergency Management (EM) & Executive Support, and will:

• participate in the City’s Emergency Operations Center’s (EOC’s) Finance & Administration Section, and the Controller’s Departmental Operations Center (DOC)
• assist in developing and presenting comprehensive EM finance and administration-related trainings for the City and act as a liaison with the Department of Emergency Management (DEM), and other City Departments, to coordinate citywide emergency planning, training, and management efforts to ensure finance and administration best practices and FEMA compliance
• develop and maintain the department’s policies, procedures, checklists, and workflows to correspond and complement citywide disaster finance-related efforts and activities
• maintain the department’s Continuity of Operations Plan (COOP) with quarterly updates
• respond to Public Records Request, including those of a highly sensitive nature
• plan, schedule, and staff the Administrative Appeal Hearings which fall under the Controller’s purview, including appeals of OLSE penalty citations and SF Admin Code Chapter 100 administrative appeals
• ensure posting and maintenance of all relevant finance-related emergency planning and management documents and information on SharePoint, and when applicable the Controller’s website, including SF Prepared
• assist with the department’s periodic citywide CFO meetings
• maintain the department’s emergency notification contact information in Everbridge (CCSF Alert) and SharePoint
• exercise responsibility for the department’s DSW readiness and related programs
• assist with overseeing the Controller’s Performance Measures and working on the Department’s Strategic Plan 
• assist with other EM and Executive Support related projects as needed

For the other Administrative Services position, the position’s time will be split equally between Operations and MIS. For Operations, the position will work on:

• managing the day-to-day operational services and support to our 300+ staff across the Controller’s two work locations
• administering general services purchasing and contracts
• reaching the Controller’s zero waste goals
• maintaining CON’s Injury & Illness Prevention Program (IIPP) and ensuring staff’s health and safety
• storage & archiving of documentation and adminstration of CON’s record retention policies
• space planning, room reconfigurations, tenant improvement projects & staff moves
• multifunctional device fleet selection and oversight
• conference room scheduling system
• assisting with other Operations & Facilities related projects as needed

For MIS, the position will:

• gather and submit all necessary materials for requisitions to generate purchase orders for all departmental IT purchases
• often need to consult City policy, Central Finance, and/or the Office of Contract Administration (OCA) to determine the correct requirements for purchases as some technical procurements can be complex
• work closely with the Departmental Information Security Officer (DISO), who oversees all IT procurement, as well as stakeholders from all CON PMOs
• be expected to work independently with little day-to-day direct management while keeping all reporting data trackers up-to-date and escalating urgent issues and problems to the DISO

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

• Highly proficient in Microsoft Excel, PowerPoint and MS Teams.
• Ability to identify, research, and gather relevant information from a variety of qualitative, quantitative, and text-based sources; read and interpret complex written materials; analyze and evaluate data, procedures, interrelated processes, and other information; formulate conclusions and/or alternatives and develop effective recommendations.
• Skill to prepare and present written reports, memos, presentations, and detailed statistical reports, including charts, graphs, and exhibits decision-makers and key stakeholders.
• Organizational ability to manage multiple projects, meet deadlines and expectations, and weigh resources and time bandwidth of current and upcoming responsibilities.
• PeopleSoft experience with one or more of the following Financials & Supply Chain Management (FSCM) modules: Billing, Cash/AR, Accounts Payable, Expense, Commitment Control, Cash Management, eSettlements, Project Costing, Customer Contracts, Purchasing, Strategic Sourcing, Supplier Contract Management, eProcurement, eSupplier Connection. 
• Experience and knowledge of the City’s procurement and contracting process and the City’s Technology Marketplace.
• Participation in, and understanding of, tenant improvement, space planning and office reconfiguration projects – may require occasional work on evenings and weekends.
• Plan and perform detailed analyses which may include financial, economic, policy and administrative project work, including the summary of findings and results in both written reports and oral presentations.
• Analyze proposed/existing administrative policies and procedures; conduct difficult and detailed studies; identify administrative problems; propose/determine solutions.

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 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 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.

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:

• 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

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.