Career Opportunity

Senior Administrative Analyst - Fleet Management - Rec & Parks (1823)

Recruitment: RTF0138717-01113646

Published: September 15, 2023

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About:

*** Amended to Extend Filing Deadline to Friday, September 22, 2023 ***

Application Opening: Friday, September 1, 2023
Application Deadline: Friday, September 22, 2023 at 5:00 PM
Contact: For questions about this position or how to apply, please contact Shawnda McBeth at shawnda.turner@sfgov.org

*IMPORTANT: This position requires qualified applicants to meet the special condition requirement listed at the end of the Qualifications section of this job announcement. Candidates who do not meet this special condition requirement will not be allowed to participate in the examination process.*

Amid a dynamic and ever-evolving urban landscape, the San Francisco Recreation and Park Department stewards one of the premier urban park systems in America.  San Francisco recently became the first city in the United States for which 100% of its residents live within a ten-minute walk of a park.  Considered by San Franciscans to be one of the City’s most popular and effective public agencies, our Department manages and maintains more than 225 parks, playgrounds, and open spaces in San Francisco, including two outside of city limits: Sharp Park in Pacifica and Camp Mather in the High Sierras. Our 4,100- acre system includes 25 recreation centers, 9 swimming pools, 5 golf courses and numerous athletic facilities, including sports courts, ball diamonds, soccer fields and gymnasiums. Included in the department’s responsibilities are Golden Gate Park, Coit Tower, the Marina Yacht Harbor, the Palace of Fine Arts, and TPC Harding Park golf course.

More than 2,000 talented individuals are part of our team, from gardeners, foresters, and recreation leaders to park rangers, custodians, electricians, painters and more. Our core mission, as it has been throughout our history, is to provide opportunities for San Francisco residents and visitors alike to gather, play, learn, relax, and enjoy nature in the city.

About the Asset Management Unit

The Asset Management Unit (AMU) is primarily responsible for cataloging, documenting, and reporting the assets of the Recreation and Park Department (RPD) including properties, buildings, outdoor facilities, park amenities, vehicles, and equipment.  This foundation is the basis of RPD's work order system that drives the department's repair and maintenance processes.  The AMU is comprised of a team of analytical staff with specialties in database management, geographic information systems (GIS), and fleet management.  The AMU's critical work touches virtually every aspect of RPD and collaborates closely with internal operations that include the Capital Division, MIS, Structural Maintenance, Urban Forestry, Integrated Pest Management, Recreation, and Parks & Open Spaces. Externally, the Asset Management Unit maintains strong working relationships with the City Controller’s Office, 311, and the City's Fleet Management Division.

Role description

Vehicles are a crucial component to the success of Recreation and Parks’ operations. The current inventory of rolling stock comprises over 700 items conservatively valued at just over $28 Million dollars. Under the general direction of the Asset Manager, the Fleet Coordinator will be responsible for determining vehicle needs and specifications; preparing the related budget; managing procurement; and managing inventory planning, allocation, and disposal. The Fleet Coordinator will also manage rolling stock utilization, fuel conservation, preventative and non-routine maintenance, and incident monitoring and follow-up. 

Essential Duties and Responsibilities

1. Vehicle and Equipment Procurement: responsible  for the full cycle of vehicle and equipment purchasing, which includes but not limited to, submitting requisitions, attending bid meetings, working closely with spec writers and equipment operators, and ensuring intake process and payment is complete.
2. Vehicle Utilization Management: includes determining vehicle needs and specifications, monitoring assignment, location, mileage and fuel consumption, and retire vehicles and equipment as per operational needs of Department.
3. Maintenance Management: includes preventative and non-routine maintenance management for entire inventory of rolling stock; includes managing work orders with Central Shops and working closely with Auto Shop Manager, monitoring maintenance budget and prioritizing vehicle repairs.
4. Incident and Accident Management – includes working with RPD Health & Safety staff in prevention training, documentation tracking, working with RPD HR staff to review the DMV pull program and appropriate follow-up and potential disciplinary action with drivers, working with RPD Property Management to review claims.
5. Budget Management – responsible for developing the budget proposal for Department’s annual vehicles and equipment request and manage annual repair work order with Central Shops. Works closely with Purchasing and Finance in preparing the annual budget request.
6. Overall Program Management – responsible for developing policies and procedure to improve RPD Vehicle Management to include correspondence, reports, evaluations, metric development, and meetings with staff and other agencies as necessary.

How to qualify

MINIMUM QUALIFICATIONS

1. 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. 

Special Conditions: The below minimum qualifications reflect special conditions associated with the position(s) to be filled. They may differ from the standard minimum qualifications associated with this classification. They are:

Six (6) months of recent and verifiable fleet management experience and/or knowledge of managing, operating or analyzing a large diverse public and/or private sector vehicle/equipment fleet.​​​​

Desirable Qualifications: The stated desirable qualifications may be used to identify job finalists at the end of the selection process when applicants are referred for hiring:

• Knowledge of GPS software
• Previous experience using TMA Asset Management Software
• Previous experience developing and conducting trainings for internal and external stakeholders.

Verification of Experience and Education

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Failure to provide the required verification when requested may result in rejection of application and/or appointment in this class.  Refer to the following links for information on acceptable forms of verification:

Verification Guidelines: http://www.sfdhr.org/index.aspx?page=20#verification     
Education Verification: 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 from this and future job opportunities with the City and County of San Francisco.

SELECTION PROCEDURES

Written Core Examination (Weighted 50%)

Qualified 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 judgement 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 standardize 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 any specialty subtest be added to that component, you may receive one or more additional “specialty” scores. Any scores attained on those 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. This core test is also used for 1820 Junior Administrative Analyst and 1822 Administrative Analyst. This is not the same exam that is used for 1824 Principal Administrative Analyst, as such your scores on this exam are not applied to any 1824 recruitments, and your scores for the 1824 exam cannot be applied to this recruitment. If the selection process for the future announcement is held within one year of the data of this examination and it includes any of these components [i.e., core exam or specialty subtest(s)], 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 re-test, your re-test score would become your official score since it is the most recent.

Behavioral Consistency Questionnaire (Weight: 50%): 

Candidates who receive a passing score on the Administrative Analyst Core Exam will be provided via email, a Behavioral Consistency Questionnaire. Candidates will be evaluated on their relative knowledge, skill and ability levels in job-related areas. Candidates must achieve a passing score on the Behavioral Consistency Questionnaire in order to be placed on the confidential eligible list in rank order according to their final score. A passing score must be achieved on each of the above-described exams in order to be included on the confidential eligible list. After the confidential eligible list is adopted, the department may administer additional selection procedures to make a final hiring decision.  

A passing sore on both the Written Core Examination and the Supplemental Questionnaire Evaluation must be achieved in order to be placed/ranked on the Eligible List.

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. 

Eligible List Duration

 The duration of the eligible list resulting from this examination process will be of twelve (12) months and may be extended with the approval of the Human Resources Director. 

To find Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/ASO-Level-Chart.pdf?documentID=21246. 

Certification Rule

The certification rule for the eligible list resulting from this examination will be Rule of 3 Scores. Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list/score report resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Count-by-Job-Codes.pdf.

What else should I know?

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

• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1 and Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

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.

California Public Resources Code 5164: Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164. 

Race and Social Equity Statement

We believe that parks and open space in San Francisco provides the opportunity to model equitable access for all.  With this belief, San Francisco became the first city in the United States for which 100% of its residents live within a ten-minute walk of a park. The Recreation and Park Department’s goal is to close the gaps and improve equity and access to quality parks and open space, and recreation activities for historically marginalized communities.  

We envision a department that proactively infuses racial and social equity in its internal operations.  With a multi-disciplinary team of talented individuals - gardeners, recreation leaders, park rangers, custodians, craft shop personnel, park and recreation managers and more, the department is committed to doing its part to provide equitable access to parks and programs for all the communities we serve to enjoy, as well as foster a work environment where our differences are celebrated, and everyone has what they need to thrive regardless of their race, age, ability, gender, sexual orientation, ethnicity, or country of origin.

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

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.