Career Opportunity

Payment Processing Unit Manager - Infrastructure Budget and Finance Group - SFPUC (1825) (142512)

Recruitment: RTF0142511-01092946

Published: January 12, 2024

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.

•    Application Opening: Friday, January 12, 2024
•    Application Filing Deadline: Monday, January 22, 2024 at 11:59 PM (PST)
•    Annual Salary: $146,952 - $192,478
•    Recruitment ID: PBT-1825-142512 / RTF0142511-01092946

WHO ARE WE? 
San Francisco Public Utilities Commission (SFPUC)
Headquartered in San Francisco, we have 2,300 employees operating across eight counties serving more than 2.7 million customers in the San Francisco Bay Area – 24 hours per day, 365 days per year.

Our Mission: To provide our customers with high quality, efficient, and reliable water, power, and wastewater services in a manner that values environmental and community interests and sustains the resources entrusted to our care.

Our Vision: We are an innovative utility leader, recognized for excellent results in service, safety, stewardship, and inclusiveness.

We are an award-winning and industry-leading utilities organization committed to our customers, community interests, and the environment. To learn more about our organization, please visit our website at https://www.sfpuc.org/.

We are proud of our infrastructure and programs, but most importantly, we value our highly qualified and dedicated workforce which ensures that this vision becomes a reality. 

To learn more about working at the SFPUC, visit our career site at here.

Role description

About the Infrastructure Budget and Finance (IBF) Group of the Infrastructure Division
The IBF group oversees the development and maintenance of the Infrastructure Division's Biannual Operating Budget; manages the development, maintenance and operations of the SOLIS Contract Management and Billing System as well as the Timelive System, in support of the City and County of San Francisco’s Financial and Procurement (PeopleSoft) System; and is responsible for processing all SFPUC multi-billion dollar Professional and Construction Services Contracts, purchase orders and invoice payments. Additionally, the IBF group oversees the loan disbursement process for low-interest, federally funded financing from SRF and WIFIA sources for SFPUC’s Capital Programs. Lastly, this group is also responsible for generating all operating budget, contract compliance, and procurement related reports; responding to various audits and Public Records Requests; and performing routine cost reconciliation reporting needed to support the Infrastructure Division’s day-to-day business operations.

About the Position
Under general supervision of the Infrastructure Budget and Finance (IBF) Director, the 1825 Principal Administrative Analyst II will serve as the Manager of the IBF Group's Payment Processing Unit (PPU). This position will be responsible for planning, organizing, developing, and leading the cross-functional Payment Processing and Loan Disbursement Team which is comprised of professional-level employees. This position will perform complex, sensitive, and detailed professional-level analytical work in the areas of contract administration, operating budget, and loan disbursement for the Payment Processing Unit.

The essential functions of this position include, but are not limited to:

1. Manages the overall payment processing for a total $865M of annual invoices for all SFPUC contractual agreements, as well as commodities and general services invoices for the Infrastructure Division and the 525 Golden Gate SFPUC Administration Building.
2. Ensures prompt payment for all SFPUC Professional and Construction Services contracts and the 525 Golden Gate Building’s general services and commodities invoices.
3. Ensures all payments are made within the provisions of the contract or quote, the Mayor’s prompt payment mandate, City requirements, Departmental policies and procedures, and the highest levels of government accounting standards and best practices.
4. Conducts research, analysis, and makes administrative policy recommendations in response to new accounting guidance and directives and implements process improvements.
5. Drafts supporting administrative procedures to establish and ensure proper roles and responsibilities, internal controls, and financial data integrity.
6. Performs research of complex and sensitive contract payment issues and resolves these issues by analyzing contract provisions and the City Administrative Codes and Charters.
7. Leads the preparation of multi-million-dollar reimbursement submissions for State Revolving Fund (SRF) and Water Infrastructure Finance and Innovation Act (WIFIA) project loans, with an emphasis on ensuring timely and accurate financial reporting.
8. Compiles and analyzes complex and detailed contract, purchase order, invoice/payment, retention, and related project budget and expenditure data from multiple sources and systems to lead reconciliation projects and to prepare regular and ad hoc operating budget and expenditure reports. 
9. Provides training and assistance to staff and contractors on departmental and City contracting policies, procedures, and requirements.
10. Supervises, evaluates, and trains subordinate staff.
11. Performs other related duties as required.

How to qualify

Minimum Qualifications:
Education: Possession of a baccalaureate degree from an accredited college or university; AND

Experience: Seven (7) years of 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.

Note: One year of full-time employment is equivalent to 2000 hours. (2000 hours of qualifying work experience is based on a 40-hour work week.)

Applicants must meet the minimum qualification requirement 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.

• Experience with government accounting, governmental budgeting and the City’s accounting/purchasing policies and procedures.
• Working knowledge of the City’s Financial and Procurement system such as PeopleSoft, FSP, BPMS or any similar integrated accounting and purchasing system.
• Working knowledge of contract management and Online Invoicing system such as SOLIS or any similar online invoicing database system.
• Experience developing and implementing policies and procedures in a large organization.
• Advanced knowledge with complex business intelligence systems.
• Excellent written and oral communication skills including presentation to a variety of diverse group of stakeholders.

Verification of Experience and/or Education: Applicants may be required to submit verification of qualifying education and/or experience at any point during the recruitment and selection process. For more information on how to verify your experience or education please click here. 

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:
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): (Weight: Qualifying) 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 (MQ) for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.

Supplemental Questionnaire Examination (Weight:100%): Candidates who meet the minimum qualifications will be sent a Supplemental Questionnaire Examination via electronic mail after the closing of the application filing period. The Supplemental Questionnaire Examination is designed to measure the knowledge, skills and/or abilities in job-related areas required for the position include but are not limited to knowledge of the general business processes, principles, and techniques related to contracting and accounting/purchasing, knowledge of principles and techniques of generally accepted accounting principles and government accounting standards; application of statistical and other analytical methods; and methods and techniques of data collection and analysis; knowledge of principles involved in the development and implementation of complex systems and procedures; knowledge of administering management/administrative policies and procedures; ability to collect, synthesize, and analyze a wide variety of information and data and to conduct extremely difficult analytical studies; ability to identify and define problems, determine methodology, evaluate data, and make recommendations; ability to supervise subordinate staff and written communication skills.

Applicants will be given a deadline to return the Supplemental Questionnaire Examination. Those who do not respond by the established deadline will not be eligible to continue in the examination process and will not be added to eligibility list resulting from this process. All applicants’ responses to the Supplemental Questionnaire Examination are subject to verification.

A passing score must be achieved on the Supplemental Questionnaire Examination in order to continue in the selection process and be placed on the eligible list. Candidates will be placed on the eligible list in rank order according to their final score. Candidate scores on this examination may also be applied to other announcements involving other job titles, when directed by the Human Resources Director.

The department may administer additional position-specific selection procedures to make final hiring decisions.

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

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 here.

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 here.

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.sf.gov/ and begin the application process.

• Select the “Apply Now” 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, @careers.sf.gov 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.

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

Recruitment Analyst Information: If you have any questions regarding this recruitment or application process, please contact the analyst, Vivian Yeung via email at VYeung@sfwater.org or (628) 215-1236.

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.