Career Opportunity

Administrative Analyst – Asset Management - Rec & Parks (1822)

Recruitment: RTF0119598-01136770

Published: April 14, 2022

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

About:

Amid a dynamic and ever-evolving urban landscape, the San Francisco Recreation and Park Department stewards one of the premier urban park systems in America.  San Francisco recently became the first city in the United States for which 100% of its residents live within a ten-minute walk of a park.  Considered by San Franciscans to be one of the City’s most popular and effective public agencies, our Department manages and maintains more than 225 parks, playgrounds, and open spaces in San Francisco, including two outside of city limits: Sharp Park in Pacifica and Camp Mather in the High Sierras. Our 4,100- acre system includes 25 recreation centers, 9 swimming pools, 5 golf courses and numerous athletic facilities, including sports courts, ball diamonds, soccer fields and gymnasiums. Included in the department’s responsibilities are Golden Gate Park, Coit Tower, the Marina Yacht Harbor, the Palace of Fine Arts, and TPC Harding Park golf course.

More than 2,000 talented individuals are part of our team, from gardeners, foresters, and recreation leaders to park rangers, custodians, electricians, painters and more. Our core mission, as it has been throughout our history, is to provide opportunities for San Francisco residents and visitors alike to gather, play, learn, relax, and enjoy nature in the city.

About the Asset Management Unit

The Asset Management Unit (AMU) is primarily responsible for cataloging, documenting, and reporting the assets of the Recreation and Park Department (RPD) including properties, buildings, outdoor facilities, park amenities, vehicles, and equipment.  This foundation is the basis of RPD's work order system that drives the department's repair and maintenance processes.  The AMU is comprised of a team of analytical staff with specialties in database management, geographic information systems (GIS), and fleet management.  The AMU's critical work touches virtually every aspect of RPD and collaborates closely with internal operations that include the Capital Division, MIS, Structural Maintenance, Urban Forestry, Integrated Pest Management, Recreation, and Parks & Open Spaces. Externally, the Asset Management Unit maintains strong working relationships with the City Controller’s Office, 311, and the City's Fleet Management Division.

Role description

Under direction of the Fleet/Asset Manager, the Administrative Analyst performs complex and detailed professional-level analytical work to support the administration of Recreation and Park’s Asset Management Fleet Management Program. The Administrative Analyst is required to:

1. Assist other Recreation and Park departmental units in the use of the Asset Management System, including creating and managing work orders, inputting and tracking labor hours, and providing additional assistance as necessary.

2. Produce information and analytical reports from the asset management system using excel or other analytical software.

3.  Assist with the reconciliation of asset inventories in the asset management systems, park standards program, and the City & County of San Francisco’s 311 System, including conducting field audits.

4. Assist with the administration of the Vehicle on Demand System, the Defensive Driving Program, vehicle repairs, updating and creating fleet inventory, field reconciliation audits and overall inventory management.

5. Assist the Asset Management Unit with organizing trainings and meetings, conducting special research projects, and responding to ad hoc requests.

6. Assist with administrative tasks including but not limited to drafting memos, reports, and other written correspondences to supervisor and external parties.

How to qualify

MINIMUM QUALIFICATIONS

1. Possession of a graduate degree (Master’s degree or higher) from an accredited college or university; and one (1) year 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 coursework as described in Note B; OR

3. Possession of a baccalaureate degree from an accredited college or university, and two (2) years of 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 coursework as described in Note B and one (1) year full-time equivalent experience performing professional-level analytical work as described in Note A;

Substitution: Applicants may substitute up to two (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 (1) year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units. 

Notes on Qualifying Experiences and Education:

Note 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 process 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 1822, 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 1820 is considered qualifying.

Note B: Coursework applicable to a baccalaureate or higher degree in specialized subject matter areas such as public or business administration, statistical analysis, finance, accounting or other fields of study closely related to the essential functions of positions in Class 1822.

Special Conditions: The above minimum qualifications reflect special conditions associated with the position(s) to be filled. They may differ from the standard minimum qualifications associated with this classification. They are:

Twelve (12) months of Microsoft Excel experience performing complex functions of a financial and budget nature, including database development and maintenance, crafting Pivot tales utilizing massive databases from outside sources, use of lookup tables, graphing of spreadsheet data, linking spreadsheets and tables, use of complex formulas using statement logic, template development, subtotaling data, and data sorting, merging, grouping and filtering features within spreadsheets..

Desirable Qualifications: The stated desirable qualifications may be used to identify job finalists at the end of the selection process when applicants are referred for hiring:

• Previous experience overseeing and/or administering an Asset Management Program.
• Previous experience using TMA Asset Management Software
• Previous experience developing and conducting trainings for internal and external stakeholders.

Verification of Experience and Education

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Failure to provide the required verification when requested may result in rejection of application and/or appointment in this class.  Refer to the following links for information on acceptable forms of verification:

Verification Guidelines: http://www.sfdhr.org/index.aspx?page=20#verification     
Education Verification: 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 from this and future job opportunities with the City and County of San Francisco.

SELECTION PROCEDURES

Minimum Qualifications Supplemental Questionnaire (Qualifying)

Candidates will be e-mailed a link to complete a Minimum Qualification Supplemental Questionnaire (MQSQ). This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications for this position as required for the minimum qualifications review. Applicants must also complete the official application. It is essential that applicants provide complete information in identifying their education, experience and training. The MQSQ will be used to evaluate if the applicant possess the required minimum qualifications.

Candidates who send in a completed MQSQ by the provided deadline, and meet the minimum qualifications will be invited to participate in the Written Core Examination and Supplemental Questionnaire Evaluation.

Written Core Examination (Weighted 70%)

Qualified candidates 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 judgement relative to that evaluation or analysis;
• Ability to communicate written information (includes ability to proofread);
• Knowledge of, and ability to apply, financial/fiscal principles (including the ability to use mathematical and statistical formulas);
•  Ability to comprehend and understand written information;
• Ability to use various computer software programs;
• Ability to conduct research;
• Ability to establish and maintain cooperative and effective working relationships;
• Knowledge of, and the ability to apply, principles, practices and procedures involving office operations;

This is a standardize examination and, therefore, test questions and test answers are not available for public inspection or review.

You will receive one or more scores with respect to the multiple-choice exam component. One will correspond to the core test component and, should any specialty subtest be added to that component, you may receive one or more additional “specialty” scores. Anu scores attained on those 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. This core test is also used for 1820 Junior Administrative Analyst, 1822 Administrative Analyst and 1823 Senior Administrative Analyst therefore your test scores may be applied to one or more of these classes if you choose to apply to future requirements. This is not the same exam that is used for 1824 Principal Administrative Analyst, as such your scores on this exam are not applied to any 1824 recruitments, and your scores for the 1824 exam cannot be applied to this recruitment. If the selection process for the future announcement is held within one year of the data of this examination and it includes any of these components [i.e., core exam or specialty subtest(s)], your score(s) for the corresponding test component(s) will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score(s) to the other announcement or (b) re-take the test component(s). 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 test component (core or specialty subtest) is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

A passing sore on both the Written Core Examination and the Supplemental Questionnaire Evaluation must be achieved in order to be placed/ranked on the Eligible List.

Supplemental Questionnaire (Weighted 30%): Applicants who achieve a passing score on the Written Core Exam will have their submitted Supplemental Questionnaire responses evaluated by Subject Matter Experts. The supplemental questionnaire will be used to determine candidates’ experience, training and education as they relate to the job-related knowledge, skills and abilities needed to perform the essential functions of this position.

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. 

Eligible List Duration: The duration of the eligible list resulting from this examination process will be of twelve (12) 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/ASO-Level-Chart.pdf?documentID=21246. 

Certification Rule: The certification rule for the eligible list resulting from this examination will be Rule of 5 Scores. Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list/score report resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Count-by-Job-Codes.pdf.

Exam Type: Combined Promotive and Entrance

Contact: For questions about this position or how to apply, please contact Shawnda McBeth at shawnda.turner@sfgov.org

Application Opening - Thursday, March 30, 2022
Application Deadline - Wednesday, April 13, 2022 5:00 PM
Compensation: $43.35 - $52.70/Hourly; $6,936 - $8,432/Monthly; $90,168 - $109,616/Annually

Additional Information Regarding Employment with the City and County of San Francisco

• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1 and Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

Applicants may be contacted by email about this announcement and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. 

Race and Social Equity Statement

We believe that parks and open space in San Francisco provides the opportunity to model equitable access for all.  With this belief, San Francisco became the first city in the United States for which 100% of its residents live within a ten-minute walk of a park. The Recreation and Park Department’s goal is to close the gaps and improve equity and access to quality parks and open space, and recreation activities for historically marginalized communities.  

We envision a department that proactively infuses racial and social equity in its internal operations.  With a multi-disciplinary team of talented individuals - gardeners, recreation leaders, park rangers, custodians, craft shop personnel, park and recreation managers and more, the department is committed to doing its part to provide equitable access to parks and programs for all the communities we serve to enjoy, as well as foster a work environment where our differences are celebrated, and everyone has what they need to thrive regardless of their race, age, ability, gender, sexual orientation, ethnicity, or country of origin.

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 fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

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.