Career Opportunity

Contracts & Procurement Manager (0922) - Central Operations, Office of the City Administrator (#138827)

Recruitment: RTF0138826-01152346

Published: November 03, 2023

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

About:

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

Specific information regarding this recruitment process is listed below:

• Application Opening: Friday, November 3, 2023
• Application Deadline: Monday, November 20, 2023 (11:59 PM, PST)
• Recruitment/List ID: #138827

The Office of the City Administrator and its 25+ divisions and departments operate core internal and public-facing services in San Francisco. 

The Office of the City Administrator’s Mission and Vision
Our vision is to lead the nation in public administration and to enable City departments to effectively deliver critical public services. We aim to help the city run better, to connect San Francisco residents and constituents to the vital public services they seek, and to create a meaningful and diverse work culture that is the place of choice for people who are invested in a career in public service.

We are committed to ensuring that the City's services are inclusive, efficient, equitable, and culturally competent for San Franciscans of all races, ethnic backgrounds, religions, and sexual orientations. This commitment requires comprehensive review and thorough analysis of existing practices and policies to remove barriers to real inclusion. 

We are also committed to ensuring that the Department is a safe, equitable, and inclusive workplace for individuals of all races. This includes creating opportunities for hiring, promotion, retention, training, and development, particularly for Black, Indigenous, and people of color (BIPOC).

We offer flexibility with a hybrid remote and in-person work environment in our office in San Francisco, California. (Must be a California resident.)

To learn more about our departments, divisions, and programs, visit: https://sf.gov/departments/city-administrator.

Central Operations (Admin)
The Office of the City Administrator’s Central Office consists of Finance, Human Resources, Accounting, and Information Technology support for all 25+ divisions under the City Administrator.

Work Location: San Francisco City Hall, 1 Dr Carlton B Goodlett PI.

Role description

As the Contracts and Procurement Manager for the Office of the City Administrator (CAO), you will lead procurement of goods, professional, and general services for the organization. You will be responsible for understanding, developing, and managing all facets of contract formation, solicitation, evaluation, and negotiation. This work will occur in collaboration with the CAO’s 25 divisions and require relationship building across the organization to understand the diversity of contracting needs, and how to meet those needs most effectively. You will also work with the City Attorney, and agencies, such as the Office of Contract Administration, throughout the contract development process.  

You will use the City’s PeopleSoft procurement module, and other software tools, including Excel, will oversee reporting on contracts to CAO management, the City Administrator, and her deputies, as well as to policy makers. You will also support contract monitoring, and management by the CAO’s individual divisions.  

You will provide technical guidance, and oversight of procurement to all levels of staff, and management, and will develop, and implement robust, and effective policies, procedures, and templates to standardize, and govern procurement in the CAO. You will be responsible for educating staff to ensure that the organization works within the legal, regulatory, and policy constraints associated with being a public body. 

You will supervise two analysts.  

This is an exciting opportunity for someone who is interested in contracts, and procurement, has excellent communication skills, is detail-oriented, analytical, proactive, and a problem-solver, able to work independently, as well as collaboratively in a busy, and diverse organization.  

Examples of Important and Essential Duties:  

• Administers procurement function for CAO divisions by implementing policies and procedures for contracts and commodity procurements to ensure compliance with applicable laws and regulations; oversees the evaluation of proposals and bids for contractual services; directs the review of solicitations and bid evaluations for contracts; manages the resolution of bid protests and any other disputes related to the contracting process; negotiates final contracts; oversees processing of contracts through appropriate City departments; and documents new contracts in PeopleSoft Procurement. 

• Serves as the subject matter expert on information management systems that support contracting and procurement; resolves complex contracting and procurement issues in collaboration with division heads, departmental managers, attorneys, and other City agencies.  

• Supports effective management of contracts, including timely contract renewals, within CAO divisions.  

• Evaluates, recommends and implements procedures to improve contract administration and processes for procuring commodities and services. 

• Ensures appropriate training and communication to all CAO divisions on changes to codes, policies, and procedures that affect contracting and procurement. 

• Represents the divisions and CAO on department contracts before boards and commissions and related committees. 

• Performs related duties as required.   

How to qualify

Minimum Qualifications

Education: Possession of a baccalaureate degree from an accredited college or university. 

AND  

Experience: Five (5) years of full-time professional level experience in independently performing complex roles, such as contracting, financial analysis, and/or grant management. 

Education Substitution: Additional professional level experience may substitute for up to two (2) years of the required education on a year-for-year basis (one year of qualifying experience will be considered equivalent to 30 semester or 45 quarter units of college coursework.)

Note(s):

• One-year full-time employment is considered equivalent to 2000 hours (2000 hours of qualifying work experience is based on a 40-hour work week). Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time employment.
• Applicants must meet minimum qualification requirements by the final filing date unless otherwise noted.

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

• At least one (1) year of the required experience, which included supervision of professional staff in the area of procurement or similar field. 
• Five (5) years of required experience in a public agency setting.  

Verification:
Please make sure it is clear in your application exactly how you meet the minimum qualifications. Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. For more information, please review our articles on Employment Application and Minimum Qualifications and Verification of Experience and/or Education.  

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

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.

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

Applicants will receive a confirmation email from notification@careers.sf.gov 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.

What else should I know?

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

Minimum Qualification Supplemental Questionnaire (MQSQ):
Candidates will be required to complete a MQSQ as part of the employment application at a later time. This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the minimum qualifications for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.

Supplemental Questionnaire (Weight 100%):
Candidates deemed to meet the minimum qualifications will be invited to participate in a supplemental questionnaire evaluation designed to measure their relative knowledge, skills and abilities in job-related areas, which may include, but are not limited to: knowledge of development of contracts and agreements and complex procurement systems for government; ability to plan, direct and manage, advise the City Administrator, Deputy City Administrator and division heads on policy issues, independently resolve bid and RFP protests and disputes and conduct negotiations; analytical ability and attention to detail; written/oral communication and interpersonal skills. A passing score must be achieved on the supplemental questionnaire in order to be 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.

The duration of the eligible list resulting from this examination process will be 6 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/Forms-Documents/Position-Counts-by-Job-Codes-and-Department-FY-2022-23.pdf.

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.sf.gov.

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

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

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.