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Career Opportunity

Principal Contracts Manager – Contracts – San Francisco Human Services Agency (1824) (140480)

Recruitment: RTF0140479-01110941

Published: December 05, 2023

Contact:

Miguel Campos Salas - miguel.campos@sfgov.org

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

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Department: Human Services Agency
Job class: 1824-Principal Administrative Analyst
Salary range: $138,268.00 - $168,090.00
Role type: Permanent Civil Service What does this mean?
Hours: Full-time
Exam type: Position Based Test
Rule: Rule of 10
List type: Combined Promotive and Entrance
 

About:

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

Who We Are

At the San Francisco Human Services Agency (HSA), we believe in a San Francisco where everyone has the opportunity and support to achieve their full potential.  We are comprised of the Department of Benefits and Family Support, and the Department of Disability and Aging Services, and are united by our commitment to deliver essential services that support and protect people, families, and communities.

From financial, nutritional and employment support to child and adult protective services, health care coverage, and in-home services for older adults and persons with disabilities, our team lends support for all in need.

Our Commitment to Racial Equity

As we work towards our vision of an inclusive San Francisco, we embrace our responsibility to root out systemic racism by creating services and a workforce which reflect the lived experiences and strengths of the people we serve. We are committed to fostering a work environment where our differences are celebrated and everyone has what they need to thrive--no matter their race, age, ability, gender, sexual orientation, ethnicity, or country of origin. Click here to learn more about what this commitment looks like in action.

Role description

Under general administrative direction of the Director of Contracts, the Principal Contracts Manager plans, organizes, supervises and conducts important, difficult, complex, and sensitive analytical work that has substantive impact on the operations of a City department, agency or program in areas such as: the development and administration of complex contracting systems and administration of complex contractual agreements; development and evaluation of major administrative/management systems, functions, policy and procedures, including evaluation of the impact of existing, newly enacted and proposed legislation, regulations, law, court decisions and memoranda of understanding; and/or major program evaluation and planning. 

ESSENTIAL DUTIES AND FUNCTIONS

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list; This position may include additional duties as assigned.

  1. Manage approximately 50 assigned contracts from initial development of scope of services and preliminary program/project budget, solicitation, and negotiation through formal contract approval and execution.  This includes ensuring that all contract documents and correspondence are accurate, clear, concise and suitable for dissemination to others internal or external to the organization. Adhere to the checklists, guide manuals and established policies and procedures.
  2. Facilitate and/or conduct contractual procurement processes, which may include Requests for Proposals (RFP), Requests for Qualifications (RFQ), and Informal Bids (IB) and publish procurements on a timely basis.
  3. Obtain final contract approvals and certifications by preparing, coordinating and expediting contracts and other relevant documents. Approvals are obtained from HSA programs and other City organizations (such as Office of Contract Administration, Disability and Aging Services Commission, Human Services Commission, City Attorney’s Office and Board of Supervisors).
  4. Monitor and evaluate all contracted services and conduct contract compliance audits; this includes writing reports on Contractor performance, development of corrective action plans to facilitate necessary performance improvement, and contract modifications as necessary and appropriate.
  5. Provide technical assistance to Contractors and Department Managers regarding contract negotiations, documents, policies and procedures. As required, negotiate resulting contracts from assigned solicitations. Review all documents/reports submitted by contractors, making adjustments/corrections as required. 
  6. Work collaboratively with Contractors and interested stakeholders to resolve policy, contracting and service delivery issues. Serve as a resource to both internal and external customers. Work with all stakeholders to accurately and efficiently process contract actions.
  7. Interpret and maintain City/County Departmental standards, criteria, and policy as they relate to contracting. Consult with the Director of Contracts as-needed. 
  8. Supervise a team of contract managers to ensure timely completion of contracts and other projects.  This includes conducting regular one on one supervision meetings and be available to staff for consultation.
  9. Assign work to staff including contracts; approving transactions of subordinates; managing staff workload; regular monitoring of staff work product; conduct regular performance evaluations; as well as coordination of necessary tools and resources to ensure subordinate staff performs to Agency expectations. 
  10. Develop staff by providing training opportunities and train staff in contracting procedures and policies. 
  11. Manage personnel issues/matters such as coach; counsel and discipline subordinate staff (as needed); approve time sheets and leave requests; other personnel-related administrative tasks.
  12. Improve working relations with Program and other Department staff and managers by Implementing unit goals and objectives, and actively participating in the development of contracting policy and procedure protocols.
  13. Respond to public information requests from internal/external stakeholders by deadlines given.
  14. Conduct presentations to commissions, the Board of Supervisors, and other bodies as assigned.
  15. Represent the Contracts unit in various meetings and settings; serve as a liaison to programs or other City departments as assigned.

How to qualify

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

AND

2. Experience: Five (5) 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.

Experience 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.

Education Substitution: 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.

Note: Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

**Applicants must meet the Minimum Qualification requirement by the final filing date unless otherwise noted.**

DESIRABLE QUALIFICATIONS:

  • Knowledge of City and County of San Francisco contracting policies and procedures
  • Conduct presentations and/or facilitate meetings
  • Excellent communication skills - written and verbal
  • Detailed oriented

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

VERIFICATION OF EXPERIENCE AND/OR EDUCATION:

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.

Selection Procedures:

Supervisory Test Battery (Weight: 40%)

Candidates who meet the minimum qualifications will be invited to the written examination component to participate in a computer-based examination designed to measure competencies in job-related areas which may include but not be limited to: Problem Solving; Leadership; Decision Making; Interpersonal skill; Human Resources Management; Team Building; Communication & Conflict Management. For more information about this Supervisory Test (and a suggested reading list) please visit:

https://sfdhr.org/sites/default/files/documents/Exam-Information/11676-Supervisory-Test-Battery.pdf

Please note: this examination is only held in San Francisco.

Scores attained on the Supervisory Test Battery 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 the Supervisory Test Battery. The Supervisory Test Battery may be used for many other classes; therefore, your test score may be applied to one or more of these classes if you choose to apply to future recruitments. If the selection process for the future announcement is held within one year of the date of this examination and it includes the Supervisory Test Battery, your score will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score to the other announcement or (b) re-take the Supervisory Test Battery. 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 Supervisory Test Battery is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

Multiple Choice Core Examination (Weight: 30%)

Candidates who obtain a passing score on the Supervisory Test Battery 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; knowledge of, and ability to apply, financial/fiscal principles (including the ability to use mathematical and statistical formulas); and ability to use various computer software programs.

Candidates may receive two or more scores in association with the above selection components. One or more will correspond to the core component of the multiple-choice exam component (i.e., core examination and/or one or more specialty areas). Those candidates who participate in the Supervisory Test Battery, will attain an additional score. Any scores attained on each of 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. Your score on the Core Exam is not valid for any other classifications in the Admin Analyst Series. You cannot apply a score from the Core exam used for 1820, 1822, or 1823, as it is a different test.

Supplemental Questionnaire Examination (Weight 30%)

Candidates who obtain a passing score on the Supervisory Test Battery and the Multiple Choice Core Examination will be invited to complete a Supplemental Questionnaire Examination as part of the online employment application process. All candidates must complete the Supplemental Questionnaire Examination. The purpose of the Supplemental Questionnaire Examination is to evaluate the experience, knowledge, skills and abilities that candidates possess in job-related areas, which have been identified as critical for this position and may include, but are not limited to: knowledge of contract principles and practices and ability to create professionally written contracts with service providers; technical knowledge; customer service; data gathering.

A passing score must be achieved on all three exams – Supervisory Test Battery, Written Multiple-Choice Core Examination, Supplemental Questionnaire Examination -  in order to continue in the selection process.

The above test components are considered standardized and, therefore, test questions and answers are not available for public inspection or review.

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. This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications (MQ) for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum.

What else should I know?

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 six (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.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.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Miguel Campos-Salas, by telephone at (415) 557-5185 or by email at miguel.campos@sfgov.org. 

All of 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.