Career Opportunity

Business Operations Manager (0931) - Department of Technology (Eligible List ID #148661)

Recruitment: RTF0148660-01095240

Published: September 24, 2024

Accepting applications until: October 01, 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.

Specific information regarding this recruitment process is listed below:

• Application Opening: Tuesday, September 24, 2024
• Application Deadline: Tuesday, October 1, 2024 (11:59 PM, PST)

Why Work for the Department of Technology (DT)? DT is the centralized technology services provider in the City and County of San Francisco (CCSF). We deliver technology infrastructure and services to approximately 33,000 employees! With an annual operating budget of over $160M and approximately 260 employees. DT provides services through the following Department divisions:

• IT Project Management Office
• Enterprise Application Services
• Cloud Center of Excellence
• IT Operations and Support including the Service Desk and NOC
• City Infrastructure including the Network, Telcom and Data Centers
• Office of Cybersecurity including Cyber Defense, Identity Management and Disaster Recovery
• Public Safety Systems and Municipal Broadband Fiber
• SFGovTV Broadcasting Services
• IT Finance and Administration Services
• Emerging Technologies

Benefits of Working for CCSF:  In addition to challenging and rewarding work, CCSF provides a generous suite of benefits to its employees.

• Competitive pay, as well as pension, and robust retirement options
• Hybrid Work with a minimum of 20% of time spent in our office in San Francisco, California for all IT related roles
• Generous paid time off, family leave, and more!
• Diverse work environment in a diverse city
• Career development and growth — move between departments, learn on the job, or take subsidized/reimbursed classes!

PEOPLE-CENTERED SOLUTIONS — have a powerful, meaningful effect on the community each day with people at the heart of every solution!

CLOSING THE DIGITAL DIVIDE — bring the benefits of the internet to low-income and marginalized residents!

SHINE A LIGHT ON WHAT MATTERS — join an award-winning production team at SFGovTV to help residents watch legislators or learn more about what makes this City great!

DRIVE INNOVATION — deliver new, cutting-edge technology to residents and city partners to help San Francisco serve its residents!

Work Location:

Incumbent will conduct the majority of work at both 1 South Van Ness Avenue and 200 Paul Avenue in San Francisco.

Role description

Under general administrative direction of the Chief Financial Officer, the Business Operations Manager (0931 Manager III) for the Department of Technology is responsible for the oversight of all fiscal operations and accounting activities and resources, including but not limited to accounts payable, cost recovery, general ledger, fixed asset management, inventory management, internal audit, financial status reporting and forecasting, and management of the associated staff within the department's finance/accounting unit.  The position manages and improves the overall accounting process of DT to ensure the department's compliance with the Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standard Board (GASB), City's accounting policies and procedures, related laws and other fiscal requirements.

Examples of Important and Essential Duties:

• Manages the development and implementation of a new inventory management system and warehouse operation.
• Oversees all aspects of warehouse and inventory management operations, ensuring efficient and timely receipt, storage, and distribution of technology and telecommunication equipment.
• Manages inventory levels and implements strategies to optimize stock turnover while minimizing carrying costs.
• Provides guidance and support to Materials Coordinator in inventory control activities, including cycle counts, reconciling and maintaining accurate inventory records, staffing, and performance management.
• Develops and implements inventory control procedures, optimizing stock levels, and minimizing losses.
• Analyzes inventory data and financial reports to identify cost-saving opportunities, identifies areas for improvement, and implements strategies to enhance operational efficiency and cost-effectiveness.
• Maintains and ensures compliance with departmental fixed asset tracking and capitalization policy and procedures.
• Assumes ownership of asset accounting function and ensures accurate accounting of capital assets through asset life cycle management (record, depreciate, report, track, and dispose).
• Improves the accuracy and transparency of the documentation of all IT fixed assets on department's accounting book, including hardware and components of data center infrastructure.
• Tracks capital equipment depreciation schedules in order to support budget requests to replace end-of-life (EOL) equipment.
• Coordinates with Controller's Office on capital financing activities.
• Conducts analysis, stays up-to-date on changes in Information Technology (IT) industry trends to inform internal decisions on recognizing technology spending as CapEx vs. OpEx, and to apply the appropriate accounting methods and theories to record transactions accordingly in City's financial system.
• Oversees general accounting in compliance with City policies and applicable accounting principles.
• Maintains, analyzes, and develops departmental accounting policies, procedures and methodologies; and recommends and implements changes as necessary.
• Oversees and directs internal audit, and serves as the Point of Contact for any external financial audits, including but not limited to Controller's Post Audit, State Sales/Use Tax Audit, audits by federal and state or other funding agencies, and all other financial and accounting public record requests.
• Coordinates monthly, quarterly, and year-end accounting activities, monitors expenditures and financial reporting for the department.
• Closely monitors department expenditures and revenues against approved budget.
• Directs staff to ensure timely submission, review, and approval of procurement, payments, billing, and all other financial documents within the City's financial system.
• Maintains statistical records for year-over-year financial analysis; and develops quarterly budget status report and financial projections for department executive management, the Mayor's Office, Controller's Office and Board of Supervisors Budget and Legislative Analyst's Office.
• Oversees and directs the production of internal Power BI dashboards for baseline operating fund as well as various continuing fund projects.
• Oversees, develops and monitors status reporting and forecasting activities for capital projects and Committee on Information Technology (COIT)funded technology projects.
• Conducts regular review and forecasting of project expenditures with Project Management Office (PMO).
• Assists with development of budget status reports, with analysis of project performance and burn rate, for PMO project managers and DT executive management.
• Oversees the submission of requests to release appropriations and cost reimbursement requests for Recovery Stimulus (RS) Certificate of Participation (COPs) funded project to the Controller's Office of Public Finance.
• Monitors and reports on the activity in the Construction In Progress (CIP) account to ensure the timely capitalization of project activities.
• Performs related duties as required.

How to qualify

Minimum Qualifications

1. Possession of a Baccalaureate Degree in accounting, business administration or a closely related field from an accredited college or university; AND

2. Five (5) years of professional experience in governmental accounting and business operations, which must have included 3 years of experience supervising professionals.

Substitution: Additional professional experience in governmental accounting and business operations as described above may substitute for the required degree on a year-for-year basis up to two years. One (1) year is equivalent to thirty (30) semester units/forty-five (45) quarter units.

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.

Verification:
Please make sure it is clear in your application exactly how you meet the minimum qualifications. Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Please review our articles on Employment Application and Minimum Qualifications and Verification of Experience and/or Education for considerations taken when reviewing applications.

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.

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 emailed a required MQSQ to complete 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 participate in a supplemental questionnaire evaluation designed to measure their relative knowledge, skills and abilities in job-related areas, which may include, but not be limited to: knowledge of laws, regulations, principles, practices and systems pertaining to materials management, purchasing and complex governmental accounting functions; interpersonal skills, skills in the use and monitoring of various complex, multi-departmental, financial analysis and inventory systems and software; management, analytical, oral and written communication abilities. 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

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.

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).

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

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.