Career Opportunity

Principal Administrative Analyst II – SF Municipal Transportation Agency – (TPV 1825) - (147093)

Recruitment: RTF0147092-01133953

Published: April 27, 2024

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About:

⚠️Required Questionnaire⚠️: Applicants must complete the required Supplemental Questionnaire  prior to starting the online application process.

Application Opening: April 26, 2024
Deadline to Apply: Applicants are encouraged to apply as soon as possible as this announcement may close any time after 11:59 PM on May 11, 2024
Compensation Range: $146,952 - $192,4780  (For more information, click here)
Recruitment ID: TPV-1825-147093

Appointment Type: Temporary Provisional (TPV). This is not a permanent appointment. A provisional appointee must participate and be successful in a Civil Service examination for this classification and be selected through an open competitive process in order to be considered for permanent appointment. Provisional appointments may not exceed three (3) years.

The SFMTA, a department of the City and County of San Francisco, oversees Muni (the historic Municipal Railway), parking and traffic, bicycling, walking and taxis. Over one million people get around San Francisco and rely on us to ensure safe and reliable travel.
 

Our Vision: Excellent transportation choices for San Francisco.

Our Mission: We connect San Francisco through a safe, equitable, and sustainable transportation.

Role description

San Francisco Municipal Transportation Agency (SFMTA or Agency) has major responsibilities operating a multi-modal public transportation system, which includes the planning, design and the originating of contracts and procurement packages to meet the Agency’s ongoing needs.

The SFMTA Contracts and Procurement (CP) section oversees the implementation of the Agency’s contracts and procurement of capital improvements, fleet vehicle procurement and rehabilitation, operations, and maintenance services contracts. The Principal Administrative Analyst II will play a key role on the Contracts & Procurement team that manages the contracts and procurement processes providing direct and indirect divisional support of project delivery, programs and operational functions throughout SFMTA. 

The essential functions of this position include:

• Leads, allocates the resources, monitors and evaluates the activities of team members, take appropriate steps to improve performance, including coaching and training.
• Monitors the efficiency and effectiveness of staff assignments, service levels and implement process improvement.
• Plans, monitors, evaluates and supervises the operation of different sections in the SFMTA Contracts & Procurement Section.
• Coordinates the work of the various subdivisions; advises and consults with section managers; meets with appropriate staff to identify and resolve problems or conflicts.
• Develops and implements operational policies and procedures to ensure the efficient operation of the expanded unit.
• Develops, implements, and maintains procedures, administrative monitoring practices and controls in order to obtains smooth and effective operation of contracts & procurement.
• Coordinates work activities with other divisions within the department to prevent delays in required actions or to improve programs or services.
• Evaluates job performance of staff which also includes the professional development of staff assigned.
• Assists in the determination of resource allocation and levels of service according to established policies.
• Makes recommendations on policies and procedures as needed to ensure the success and compliance of all procurement-related activities.
• Performs other duties as assigned.

The Contracts and Procurement Section of the Finance and Information Technology Division has openings for multiple 1825 Principal Administrative Analyst II positions. Applicants will be considered for all positions within the Division. The positions are as follows:

1. Purchasing Lead:

The Purchasing Team is responsible for Chapter 21 Commodity purchases.  Under the general direction this position will plan commodity purchases with the end user divisions and lead the Purchasing Team to procure commodities by issuing purchase orders for the SFMTA.
 

Examples of Important and Essential Duties:

• Plans, assigns, supervises and reviews the work of purchasing staff engaged in the maintenance of inventory management records, determination of materials requirements, preparation of purchase requisitions and; prepares periodic and special reports of unit(s) activities.
• Confers with section or division managers and supervisors regarding material support operations, short- or long-range plans affecting supplies and usage; and adjusts or recommends necessary inventory, or reorder changes.
• Confers with departmental users and vendor representatives regarding service, product quality and durability, and purchase feasibility; implements systems for providing information to users on status of order; investigates and resolves user problems.
• Reviews and approves the awarding of purchase orders; reviews and recommends the award of contracts on bids; may prepare documents for major supply contracts.
• Evaluates inventory levels and reorder points; advises management of significant transactions and trends; recommends changes in established targets when indicated.
• Participates in the development and implementation of departmental policies and procedures in conformance with departmental and City and County of San Francisco purchasing and storeroom policies;
• Develops and implements internal distribution systems and security policy; regularly reviews existing systems and procedures and recommends revisions as necessary.
• Evaluates subordinates’ personnel; documents and makes recommendations on employee performance and discipline; identifies training needs and determines appropriate training programs.
• Performs related duties and responsibilities as assigned.
   

DESIRABLE QUALIFICATION: Additional skill requirement beyond MQ. Can be used as criteria to score applicants for interview selection.

• Verifiable experience in material procurement and inventory control & asset management  
• Five years (5) years verifiable working experience of contracts and procurement process and procedures of contract administration, contract management, and procurements.
• Five years (5) of verifiable working experience with San Francisco Administrative Codes on procurement, and/or the Federal Transit Administration’s Third-Party Contracting Requirements
• Verifiable supervisory experience

2. Construction Lead:

The Construction Team is responsible for Chapter 6 construction contract including Job Order Contracts (JOC) as well as professional services related to construction contracts. Under the general direction, this position will lead the construction contracts section and JOC for SFMTA.  The responsibilities of this position include the following for both construction contracts and JOC: prepares solicitations and contract documents; manages the procurement process for compliance with SFMTA policies and procedures as well as local, state, and federal rules and regulations; maintains information and documentation; collaborates with other Chapter 6 Agencies; prepares and participates in federal and local audits; collect date; and prepares a variety of reports, memoranda, and correspondences.

Examples of Important and Essential Duties:

• Prepares, Bids, and Awards construction contracts: Prepares bid/proposal documents for advertisement; facilitates all bidders discussions, questions, and protests during the bid phase; evaluates bids; and executes contracts.
• Manages JOC contract administration in areas such as: contractor solicitation and selection, contract development and production, review and processing of approvals, and contract maintenance.
• Reviews and process Contract Modifications, Task Orders, Contract Closeout, and Acceptance.
• Reviews and process requests for progress payments and retention releases.
• Ensures that all procurement and contracts comply with SFMTA policies and procedures, City and County of San Francisco Administrative Code, California law, and Federal Transit Administration (FTA) regulations.
• Enter and maintain contract information into varies databases and spreadsheets.
• Maintains files and documentations related to assigned contracts and responds to external reviews and audits by providing appropriate documents.
• Collects, compiles, and provides documents requested by other City Agencies/Departments and through the Sunshine Ordinance.
• Performs related duties and responsibilities as assigned.

DESIRABLE QUALIFICATION: Additional skill requirement beyond MQ. Can be used as criteria to score applicants for interview selection.

• Five (5) years of verifiable experience in construction and Job-Order-Contracts.
• Five (5) years of verifiable working experience with San Francisco Administrative Codes on procurement, and/or the Federal Transit Administration’s Third-Party Contracting Requirements
• Five (5) years of verifiable experience in complex and major federal, state or locally funded contracts and procurement for facilities and infrastructure capital improvement programs ($10M contract value and above)
• Verifiable supervisory experience
  
  
   

3. Professional Services and General Services Contracts leads:
The Contract Section is responsible for Professional Service, Vehicle Procurement and Equipment Rehabilitation, General Services and Commodity contracts. This section is looking to fill two (2) 1825 positions.
 

Under the general direction, one of the position will lead the locally funded contracts and procurement team and the other one will lead the federally funded contracts and procurement team and they and are responsible for all non-construction contracts for the SFMTA; prepares solicitations and contract documents; manages the procurement process for compliance with SFMTA policies and procedures as well as local, state, and federal rules and regulations; maintains information and documentation; collaborates with other Chapter 21 Administration the Agencies; prepares and participates in federal and local audits; collect date; and prepares a variety of reports, memoranda, and correspondences.
 

Examples of Important and Essential Duties of the position in Contracts Section:

• Works with various stakeholders to assess elements of project delivery to determine contract options best suited for each project in compliance with local, state and federal rules and guidelines.
• Prepares, develops, and administers procurement and contract documents and solicitations, including invitations for bid (IFB), requests for proposal (RFP), and requests for qualification (RFQ) with a clear understanding of the project delivery or operational scope and schedule. 
• Identifies and analyzes needs, goals, funding and other criteria in the development of contract specifications; Ensures that all procurement and contracts comply with SFMTA policies and procedures, City and County of San Francisco Administrative Code, California law, and Federal regulations.
• Provides guidance on procurement functions including contract award and administration; makes recommendations to management for resolution of contracts and procurement issues.
• Reviews and approves contracts, contract amendments, contract service orders and task orders, revisions, terminations, contract closeouts and contract assignments.
• Prepares contract status and project delivery reports; conducts competitive contract vendor selection processes including public bids and requests for proposals, distributes and places advertisement and public notices for contracts; processes moderate to highly complex contracts including advertising for bids/proposals, receipt and review of bids, contract negotiation and award, and routing through signature/documentation process to certification; provides information to staff and provides training and technical assistance to staff and contractors on departmental contracting policies, procedures and requirements.
• Maintains files and documentation related to assigned contracts, projects, and responds to external reviews and audits by providing appropriate documents.
• Performs related duties and responsibilities as assigned.

DESIRABLE QUALIFICATION: Additional skill requirement beyond MQ. Can be used as criteria to score applicants for interview selection.

• Five (5) years verifiable working experience with San Francisco Administrative Codes on procurement, and/or the Federal Transit Administration’s Third-Party Contracting Requirements.
• Five (5) years verifiable experience in complex and major federal, state or  locally funded contracts and procurement for capital improvement programs ($10M contract value and above)
• Verifiable supervisory experience

How to qualify

KNOWLEDGE, SKILLS, AND ABILITIES: applicable to all four (4) positions

Knowledge of: principles and techniques of governmental organization and management: the principles and techniques of financial/fiscal analysis and budgeting; principles and techniques of economic and policy analysis; principles and techniques of generally accepted accounting principles and government accounting standards; applicable local, state, and federal laws and regulations affecting departmental operations; principles involved in the development and implementation of complex systems and procedures; methods, procedures, and techniques needed for negotiations of contract terms, change orders, cost estimates and modifications.

Ability or Skill to: collect, synthesize, and analyze a wide variety of information and data; conduct extremely difficult analytical studies involving complex administrative and financial systems and procedures with significant financial impact; work with complex business intelligence systems; work with authority to identify and define problems, determine methodology, and evaluate data; make recommendations with appropriate justification and develop/implement a plan of action; plan, prepare, review, and present clear and concise findings and reports; assign and direct the work of subordinates and other staff; establish and maintain effective oral communication with management, officials, representative of other agencies, contractors, and the general public; negotiate effectively; use computer and software programs.

MINIMUM QUALIFICATIONS

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

VERIFICATION
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 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.

What else should I know?

SELECTION PROCEDURE:
The selection process will include evaluation of applications in relation to minimum requirements. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.

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?

Additional Information Regarding Employment with the San Francisco Municipal Transportation Agency:

• Information About the Hiring Process
• Conviction History
• Employee Benefits Overview 
• Equal Employment Opportunity
• Disaster Service Worker
• ADA Accommodation
• Right to Work
• Copies of Application Documents
• Diversity Statement
• SFMTA Employee Wellness Program

How to Apply
Applications for City and County of San Francisco jobs are only accepted through an online process.

1. Visit Careers with Purpose | City and County of San Francisco (sf.gov)
2. Type "1825" in to the "Search by class or keyword" field.
3. Click the link to open the Job Announcement.
4. 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, 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 the exam process, please contact the exam analyst, Pierre Aguirre at pierre.aguirre@sfmta.com |TPV-1825-147093|

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.