Career Opportunity

SENIOR ADMINISTRATIVE ANALYST - IDC/BSM/Permits - SF Public Works (1823)

Recruitment: RTF0124311-01127328

Published: July 25, 2022

Accepting applications until: August 01, 2022

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

About:

Application Opening: Friday July 15, 2022

Application Deadline: Monday August 1, 2022

Compensation Range: $110,630 - $134,446 annually

Exam Type: PBT

Eligible List Type: Combined Entrance and Promotive (#PBT-1823-124312)

This is a Position-Based Test conducted in accordance with CSC Rule 111A.

San Francisco Public Works has a far-reaching portfolio with a $352 million annual operating budget, an active capital portfolio that exceeds $3 billion and a workforce of 1,600-plus employees. The department operates around the clock, touching every neighborhood in San Francisco. The staff designs and manages construction of civic buildings and streets; cleans and greens the right of way; maintains civic buildings; manages multi-million-dollar bond programs; trains people for jobs; keeps the right of way free of hazards; paves the roads; repairs bridges and public stairways; expands accessibility; and works at the forefront addressing some of San Francisco’s biggest challenges, including homelessness. With a mission to enhance the quality of life in San Francisco for residents, visitors and business owners, Public Works is committed to providing outstanding public service through an equity lens.

The department is divided into four divisions – operations; building design and construction; infrastructure design and construction; and finance and administration. The Director’s Office provides external and internal communications, policy direction, government relations and emergency management. The Public Works director reports to San Francisco’s City Administrator and the Mayor.

The Infrastructure Design and Construction Division

The Infrastructure Design and Construction Division of San Francisco Public Works, led by the City Engineer, provides engineering planning and design services, project management and construction management services for a range of capital improvement projects supporting the City's streets and infrastructure. In addition, its Bureau of Street-use and Mapping, which includes the office of the County Surveyor, ensures that City sidewalks and streets are safe and accessible by permitting and inspecting the use of the public right of way and is responsible for records of survey, lot line adjustments, mapping subdivisions and condominium conversions.

Street-use and Mapping:

Ensures that City sidewalks and streets are safe and accessible by permitting and inspecting the use of the public right of way.  The bureau also collaborates on the development and execution of citywide initiatives to help businesses thrive and to activate shared public spaces. In addition, the bureau provides surveying services and maintains the official map of the City and County of San Francisco.

Role description

Under direction, the Administrative Analyst will perform difficult and detailed professional-level financial and analytical work in a variety of functional areas, including the following:  budget development, administration, monitoring, and reporting for the delivery of various City programs and projects; complex financial/fiscal analysis and reporting; administration and monitoring of project/program schedules; development of contractual agreements and MOUs with other City departments; development and administration of competitive bid processes and contractual agreements; contract procurement, administration, and monitoring; grant administration and monitoring; legislative analysis; development and evaluation of management/administrative policy; and program evaluation and planning.

The position will oversee and perform professional-level financial and analytical work for the Infrastructure Design & Construction Division, Bureau of Street Use and Mapping - Permitting within Public Works. 

Essential functions and duties related to this position include, but are not limited to:
•    Providing analytical and administrative support; 
•    Preparing and tracking Bureau Billing; Collections and Debt Review; Annual Assessments; Financial/accounting reporting and analysis
•    Compiling and updating project-based electronic systems to ensure accurate reporting information;
•    Performing analysis for budget development and resource planning; 
•    Developing a funding plan with multiple federal, state, and local sources and complex timing constraints;
•    Preparing and submitting budget requests and grant applications;
•    Assisting in obtaining program funding;
•    Analyzing and monitoring budget and expenditures
•    Compiling information and drafting reports related to budget and resource planning issues; 
•    Working with project staff and accountants to ensure timely use of funds, managing expenditures to ensure compliance with funding restrictions;
•    Tracking compliance with federal, state, and local funding requirements, managing records, filling out regulatory forms, and producing necessary reports;
•    Performing research, compiling, and analyzing data regarding administrative, management, fiscal and organizational issues;
•    Analyzing and developing reports to present to staff, supervisors, and management;
•    Preparing presentations and fact sheets summarizing budget and performance data;
•    Drafting MOUs and agreements with other public agencies;
•    Developing and tracking complex cost-share agreements;
•    Developing the scope of work for professional services contracts;
•    Developing and administering Request For Qualifications (“RFQs”) and Request For Proposals (“RFPs”);
•    Coordinating and administering procurement of professional service and other contracts;
•    Reviewing, tracking, and controlling invoices for professional services and other contracts;
•    Preparing, reviewing, and executing contract awards, certifications, modifications, and closeouts;
•    Performing bid reviews and analysis for contracts;
•    Identifying and analyzing funding availability for contracts;
•    Performing or assisting in the analysis for monitoring and enforcement of legal agreements to ensure compliance;
•    Obtaining Civil Service Commission approvals;
•    Ensuring compliance with Contract Monitoring Division procedures;
•    Assisting in obtaining necessary approvals from the Mayor’s Office, Board of Supervisors, and other agencies, commissions, and boards appropriate;
•    Performing other related duties as assigned.

How to qualify

Education and Experience:
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, 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 1822.

The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring.

•    Excellent interpersonal skills while interacting with a variety of professionals in the City, vendors, and other agencies;
•    Excellent written and oral communication skills;
•    Ability to research, collect, synthesize, and analyze a wide variety of information;
•    Ability to conduct difficult analytical studies involving complex administrative and financial systems and procedures;
•    Ability to work independently and balance multiple projects and priorities;
•    Strong proficiency with Microsoft applications particularly Excel, PowerPoint, and Word
•    Strong data analysis skills including use of pivot tables and complex Microsoft Excel formulas;
•    Familiarity with database software and systems;
•    Familiarity with financial information and reporting systems and Accounting knowledge.

What else should I know?

SELECTION PROCEDURES:

WRITTEN EXAMINATION (weight 100%): 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 judgment 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.

As part of this multiple-choice examination, candidates shall receive a separate test score for the following subtest area:  Budget Subtest: Ability to monitor budget/expenditures, develop and/or assist in the development of budgets.

The above test components are considered standardized and, therefore, test questions and answers are not available for public inspection or review.

Certification: The certification rule for the eligible list resulting from this examination will be Rule of Three (3) Scores. Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

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 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/Forms-Documents/Position-Counts-by-Job-Codes-and-Department-FY-2021-22.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 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

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.

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. 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).

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

Analyst Information: If you have any questions regarding this recruitment or application process, please contact the analyst Raquel Knighten at Raquel.Knighten@sfdpw.org or at 415-554-6059.

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.