Career Opportunity

Mellon Grant Administrator (1823) - SFPL - Temporary Exempt

Recruitment: RTF0120088-01150615

Published: March 15, 2022

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

About:

San Francisco Public Library (SFPL) is dedicated to free and equal access to information, knowledge, independent learning and the joys of reading for our diverse communities. The library system includes the architecturally significant Main Library in the city’s Civic Center, 27 neighborhood branch libraries, two administrative buildings and four bookmobiles. With a collection of more than 3.7 million items, and circulation exceeding 11 million each year, SFPL serves more than 6 million visitors annually. The library system has extraordinary political and fiscal support that mandates an annual funding allocation from the city’s property tax revenues, resulting in a budget of $171.2 million in FY 22. With a strong budget, SFPL has approximately 900 employees committed to outstanding public service.

In June 2018, the Library was named Library of the Year by Gale/Library Journal for its active promotion of San Francisco’s values of inclusion, diversity, and equity and its ability to create programs and policies that support those democratic values. The library embraces its role as the most democratic of institutions, providing safe and welcoming facilities for all. Through a robust array of services and programs, the library places an emphasis on literacy and learning, digital inclusion, social justice, equity and healthy communities.

Statements on Racial Equity
San Francisco Public Library (SFPL) must build a culture, space, and workplace that is accessible and welcoming to all current and future employees, and to actively build an environment in which all people, regardless of background, identity, or ability, can be equal participants. In this way, our staff at all organizational levels can reflect the communities we serve. A safe, equitable public library is an actively anti-racist public library. Creating an inclusive public library means aligning with the lived realities of people of color. The San Francisco Public Library is committed to advancing racial equity for our workforce and community. SFPL will actively engage in anti-racist practice, programs, and collection development in carrying out the Library’s mission.

Role description

Position Description:

San Francisco Public Library has received funding through Public Knowledge at Mellon Foundation (Mellon Grant) to conduct a two-year research project focused on identifying, locating, and sharing information about library and information services available to people who are incarcerated. This position will be responsible for grant administration, including budget management, preparing grant, budget, stipends, and fiscal forms, coordinating and oversight of contracts and RFPs, setting schedules for financial distribution that prioritize the most immediate tasks at the beginning of the grant, reviewing and approval grant distribution requests, coordinating and collaborating on grant administrative and fiscal reporting to the grantor and City, and other duties as assigned.  The inclusion of this administrative position helps to ensure that all funds will be distributed in a timely manner and collaborates with the grant co-principal investigators on overall grant administration. 

Essential Job Duties:

·       Reviews, analyzes, modifies, and creates contract budgets and other contract appendices, by ensuring compliance with budget preparation instructions; by ensuring that documents are prepared in the proper form and format, and are complete, accurate, reasonable in terms of cost, scope, and justification, by ensuring consistent with other portions of the contract and with the contractor’s past performance; and by ensuring that contracts are easily tracked and audited, and generally well organized; involves financial analysis and document preparation of varying complexity for grant reporting to the grantor as well as City entities, as well as developing and applying effective standards logically and consistently; submit contracts, and obtain contract approval of program staff, , Civil Service Commission, City Attorney, Purchaser, Controller, and other legislative bodies and officials through certification, creates contract invoice templates for subgrantees, reviews, advises, and approves all contract invoices in collaboration with co-principal investigators, prepares budget vs. actual reports for contracts and reports on contract deliverables status, advising co-principal investigators on contract status and any corrective action needed; manages subgrantee contract compliance and oversight and serves as grant support for compliance with City and grantor terms and conditions

·       Coordinates final approval of contracts, including approval by executive, program, fiscal and contracts staff and of the Civil Service Commission, City Attorney, Purchaser, and Controller

·       Coordinates and tracks multiple tasks and document flows within a context of conflicting priorities and interests

·       Administers applicable contractor selection processes RFPs by advising program staff on the planning, development, and implementation of contractor selection processes with co-principal investigators and Library Contracts Manager; drafting and/or revising RFP documents, forms, and instructions in compliance with all applicable laws, regulations, policies, programs and practices; assisting program staff in the selection of technical review panel members and organization of technical review panels; drafting advertisements and conducting outreach efforts; convening, chairing, recording and generally conducting bidders/pre-proposal conferences; responding to requests for information and assistance as appropriate; writing official minutes and reports; making recommendations as to final selections and contract negotiations and for improvements to contractor selection processes; providing technical assistance to executive and program staff; determining the appropriateness of sole source provider requests and drafting supporting documents for such requests

·       Ensures compliance with applicable laws, regulations, policies, programs, procedures and practices, including Federal laws and regulations, especially those related to intergovernmental revenue transfers; State laws and regulations, especially those related to public records and public meetings; local laws and regulations, especially those related to City contracts and/or purchasing; Departmental policies, programs, procedures and practices; and Mellon Foundation grant terms and conditions.

·       Conducts trainings and provides information to staff and contractors, including preparation of contract renewal requests and briefings on contract and grant office operations, processing, and timelines

·       Coordinates with the Library’s Contracts Manager and representatives of other departments and agencies to develop routine approval processes for contracts and expediting (“walking through”) contracts as needed; assist in developing Departmental responses to new legislation and policies, and implement changes in contracting and Purchasing procedures, including revisions to contract boilerplate language

·       Assists in contract negotiations, by scheduling and coordination of negotiation meetings and follow up; representing the Contracts Office in negotiation meetings; assisting in determining negotiation issues, parameters, and strategies; and finalizing agreements

·       Provides overall grant budget oversight, tracking spending trends, creating expenditure projections or other fiscal analyses required to manage the Mellon grant budget; submits and/or coordinates required fiscal reports to Mellon for the Library and subgrantees; manages any purchasing and travel or field expenditures for co-principal investigators; coordinates grant stipend management

·       Collaborates with co-principal investigators on overall grant management tasks, including but not limited to budget management, deliverables oversight, reporting requirements to applicable bodies, document management, grant compliance, audit oversight, and sustainability planning for grant services at the end of the Mellon grant term

How to qualify

These minimum qualifications are to be used as a guide for establishing the education, training, experience, special skills, and/or license which may be required for employment in the class. Although these minimum qualifications are typical of the class, additional minimum qualifications and special conditions may apply to a particular position and will be stated on the job announcement.

1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university and three (3) years of full-time equivalent experience performing professional-level analytical work as described in Note A: OR

2. Possession of a graduate degree (Master's degree or higher) from an accredited college or university with major college coursework as described in Note B and two (2) years full-time equivalent experience performing professional-level analytical work as described in Note A; OR

3. Possession of a baccalaureate degree from an accredited college or university and four (4) years full-time equivalent experience performing professional-level analytical work as described in Note A; OR

4. Possession of a baccalaureate degree from an accredited college or university with major college coursework as described in Note B and three (3) years full-time equivalent performing professional-level analytical work as described in Note A

SUBSTITUTION: Applicants may substitute up to 2 years of the required education with additional qualifying experience in budget analysis, financial analysis, and reporting, legislative/policy analysis, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30-semester units/45 quarter units.

Notes on Qualifying Experience and Education:

A. Qualifying professional-level analytical experience must be in one or more of the following functional areas: complex budget analysis, development, and administration; complex financial/fiscal analysis and reporting; development of complex contracting systems and administration of competitive bid processes and complex contractual agreements; development and evaluation of complex management/administrative policy; complex grant administration and monitoring; complex program evaluation and planning; complex legislative analysis; complex economic analysis; or other functional areas related to the duties of positions in Class 1823, where the primary focus of the job is complex professional-level analysis for evaluation, recommendation, development, and implementation of major programs and functions of department/organization. Analytical experience equivalent to the duties of Class 1822 is considered qualifying.

B. Coursework applicable to a baccalaureate or higher degree 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 Class 1823.

Desirable Qualifications:

·       Experience administering grant-funded projects

·       Ability to explain complex financial tasks in clear and concise language

·       Experience with the internal functions of non-profits, or similar familiarity

·       Experience working collaboratively with a small team

·       Familiarity with project management

·       Candidates directly impacted by issue areas strongly encouraged to apply

Important: Your application MUST include a cover letter and resume.  To upload these items, please attach using the "additional attachments" function.

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 at https://sfdhr.org/how-verify-education-requirements

What else should I know?

Application Opening: March 2, 2022

Application Deadline: March 25, 2022

Compensation Range:1823 Compensation Range

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
• 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, Meiyi Ouyang at meiyi.ouyang@sfpl.org.

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

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be vaccinated against COVID-19 as a condition of employment.  For details on how it is applicable to your employment, please click here.

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.