Career Opportunity

Senior Administrative Analyst - Contracts Administration (1823) - San Francisco Department of Public Health

Recruitment: RTF0129250-01151688

Published: January 31, 2023

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About:

1. START with this ⚠️ Required Questionnaire ✅ 
   https://forms.gle/hPeHRqZkjm3CmKkJ6
2. THEN, to Submit your application, click "I'm Interested" or "Apply Now"
3. LAST, Look for a confirmation email (see HOW TO APPLY below for details)

• Application Opening – January 20, 2023​​​​​
• Application Deadline - Interested applicants are encouraged to apply immediately as this job ad may close at any time, but not sooner than Friday, February 3, 2023
• Annual Compensation - $110,630 -  $134,436
• Appointment Type: Permanent Civil Service
• Recruitment ID: PBT-1823-129251 (RTF0129250-01151688)
• AMENDED 1/24/23:
  • Special Condition amended: one year of verifiable experience in at least one of the following areas of contract administration: contractor solicitation and selection; contract development and production; or contract maintenance which shall include contract budget review, and contract compliance.
  • Certification Rule expanded to Rule of 10

This is a Position Based Test (PBT) administered in accordance with Civil Service Rule 111A.

The Mission of the San Francisco Department of Public Health (SFDPH) is to protect and promote the health of all San Franciscans.

The Department of Public Health, Office of Contract Management and Compliance (OCMC) is seeking interest to work with the San Francisco Department of Public Health, Office of Contracts Management and Compliance (OCMC) to serve as a full-time 1823 Senior Administrative Analyst, aka Contract Analyst.   The Department has four primary contracting units, with vacancies in each unit:

• Positions located at 101 Grove (Unit 1), or Department Operations Support (DOS) are focused on negotiating, developing and certifying primarily contracts for services to the DPH San Francisco Health Network (ZSFG), including Zuckerberg San Francisco General Hospital and Laguna Honda Hospital (LHH), and also including DPH Information Technology (IT) contracts; Leasing, Memberships, Intradepartmental and External Memorandum of Understandings, Equipment Maintenance, Contracts Governed Under Group Purchasing Organizations, Commodities, and General Services.  Additionally, may prepare and conduct solicitations.  Additional functions include obtaining waivers for no-bid/sole source contracts and contracts not in compliance with the Equal Benefits Ordinance, and preparing student training agreements.
• Positions located at 101 Grove (Unit 2) primarily focused on developing, negotiating and certifying contracts with non-profit community-based organizations and/or direct treatment providers, in compliance with all City requirements, primarily for the DPH Population Health Division (PHD), HIV Health Services, and the San Francisco Health Network as needed.  Additionally, may prepare and conduct solicitations.
• Positions located at 1380 Howard (Unit 3) primarily focused on developing, negotiating and certifying contracts with non-profit community-based organizations and/or direct treatment providers, in compliance with all City requirements, primarily for the Behavioral Health Services, Primary Care, Maternal Child and Adolescent Health, and other sections as needed.
• Positions in the Pre-Award Unit (Unit 4) (Currently located at 1380 Howard), are primarily focused on OCMC-wide management of pre-award functions, such as the development and issuance of solicitations, (RFPs/RFQ’s), assisting with the preparation, submission and monitoring of contract approvals by the City Civil Service Commission (CSC), and overseeing the approval of contracts by the Board of Supervisors.

DPH statement of Diversity, Equity and Inclusion

The Department of Public Health prioritizes equitable and inclusive access to quality healthcare for its community and values the diversity of its workforce. All employees are required to participate in the Department of Public Health's work to advance equity, inclusion, and diversity through: 

• Commitment to providing exceptional care and services to all residents of the City and County of San Francisco service population, with heightened awareness of responsiveness to racially, ethnically, and culturally diverse members of the service population and the DPH workforce. 
• Desire and commitment to lead and participate in anti-racism, racial justice, and equity work that improves quality of patient care and employee experiences; along with the commitment and fortitude to drive change in these areas. 
• Desire to work with, relate to, serve, and support a diverse service population and workforce.
• Commitment to health equity with a specific lens and focus on race, ethnicity, gender, sex, sexuality, disability, and immigration status.

Role description

ESSENTIAL DUTIES: Under general supervision, the Contract Analyst performs the following duties:

• Contract Development and Approval: Reviews, analyzes, modifies, amends and creates contract documents as appropriate, by tailoring contracts and other legal documents from boilerplates/templates and from inception, initiating original documents; reviews and/or prepares contract budgets and varying types of contract approval requests; prepares and analyzes other financial documents related to contracts and RFPs/RFQs; prepares requests for approval of Scopes Of Work and contract budgets for review by program staff and approval of the Health Commission, Civil Service Commission, City Attorney, Purchaser, Controller, and other legislative bodies and officials, as appropriate, which involves legal and financial analysis of varying complexity, as well as strong attention to detail and ability to relate diverse elements to implement Department goals.
• Reviews, analyzes, modifies and creates contract Scopes Of Work and budgets in compliance with instructions, policies, procedures, and best practices, ensuring that documents are prepared in the proper form and format, and are complete, accurate, reasonable in terms of cost, scope, and justification, that all parts of the contract and approval documents are consistent and in compliance; ensuring that contracts and process are transparent, tracked, well organized and easily audited; involves financial analysis and document preparation of varying complexity, as well as developing and applying effective standards logically and consistent.
• Manages and facilitates approval of contracts, including approval by executive, program, fiscal and contracts staff and of the Civil Service Commission, Health Commission, City Attorney, Purchaser, and Controller.
• Coordinates with 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.
• Leads and coordinates contract negotiations, including: 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.
• Assists in preparing requests for approval of contracts for review by program staff and approval of the Health Commission, Civil Service Commission, City Attorney, Purchaser, Controller, and as needed, other legislative bodies and officials, including the Board of Supervisors.
• Assists with preparation, submission and monitoring of contract approvals by the City Civil Service Commission (CSC), working with program directors and staff to ensure prompt and accurate documentation submission.
• Analyzes and/or drafts and prepares to final form complex legal and financial documents, including RFPs/RFQs; narrative and spreadsheet responses to questions regarding services, contracts, funding and budgets; contract budgets, and various appendices and compliance documents needed to establish contracts.  
• Ensures compliance with applicable laws, regulations, policies, programs, procedures and practices, including Federal laws and regulations , especially those related to Medi-Cal/Medicare and 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, especially those related to contracts, grants, revenue generation, and/or mental health, substance abuse, HIV disease, health prevention/promotion, and/or primary health care.
• Uses required computer software proficiently, including MS Windows applications (Word, Excel, Outlook, SharePoint), common internet browsers (Internet Explorer, Google Chrome), and applications tailored specifically for the City and/or Department, including databases such as the City’s F$P (PeopleSoft) and the Department of Human Resources’ PSC database (Drupal).
• RFPs/RFQs:  May Conduct competitive solicitations (RFPs/RFQs), which will include drafting solicitations and related attachments (including detailed, complex compliance information); posting notices and other documentation in compliance with laws and procedures; outreach to insure competition and comply with labor organization MOUs; issuing any needed addenda and notices; facilitating and securing approval of technical review panels; responding to questions from potential proposers; convening, facilitating, and recording minutes of any pre-proposal meetings and/or walk-throughs; convening and facilitating technical review panel meetings and product demonstrations; preparing and correctly administering use of scoresheets, conflicts of interest statements, and other compliance/legal documentation; preparing selection reports and securing approval of selections by executive and senior staff; sending selection notifications; assisting in responding to any protests/appeals; tracking and publishing all RFP/RFQ information; preparing ongoing reports and other documentation as needed
• Waivers/Exceptions:  Drafts and secures approval of requests for waivers of ordinances, primarily those requiring competitive solicitations, Equal Benefits, or the Local Business Enterprise Ordinance; gathers information from program staff and personal research to prepare request; plans/assists with planning and strategies to align requests with contracts and RFPs/RFQs; tracks and reports on requests and processing.
• Board of Supervisors:  Will develop the materials and conduct preparation, submission and approval of contracts to the Board of Supervisors (BOS), including working with Contract Analysts and Budget staff, responding to BOS Budget Analysts Office and Clerk of the Board questions and requests with complex contract and financial information; monitors and manages submission and approval tracking and prepares complex reports as needed.
• Public Information Requests:  Ensures proper responses to public information requests in compliance with applicable public records laws and in accordance with DPH policies and procedures.
• Performs related duties as required.

How to qualify

Minimum Qualifications (required):

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. One year of full-time employment is equivalent to 2,000 hours of work experience (2,000 hours of qualifying work experience is based on a 40 hour work week). Any overtime hours that you work above 40 hours a week are not included in the calculation to determine full-time employment. 

Notes on Qualifying Experience and Education:

A. At least one (1) year of the required verifiable experience must be in at least one of the following areas of contract administration: contractor solicitation and selection; contract development and production; or contract maintenance which shall include contract budget review, and contract compliance.. The remaining 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.

*This qualification is a special condition that may differ from the standard minimum qualifications associated with this class code.

DESIRABLE QUALIFICATIONS

• Knowledge of community-based organization contracting and funding sources, or;
• Knowledge of direct and ancillary support contracts in support of EPIC Electronic Health Record Systems implementation;
• Development of complex contracting systems and administration of competitive bid processes and complex contractual agreements; development and evaluation of complex management/administrative policy

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

Important Note: Please make sure it is absolutely clear in your application exactly how you meet the minimum qualifications. Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Please be aware that any misrepresentation of this information may disqualify you from this or future job opportunities. For more information, visit https://sfdhr.org/information-about-hiring-process#verification:~:text=Verification%20of%20Experience%20and/or%20Education.

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) (Weight: Qualifying)
Candidates will be required to complete an MQSQ as part of the employment application at https://forms.gle/hPeHRqZkjm3CmKkJ6. This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications (MQ) for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications. 

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.

This is a standardized 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 subtests be added to that component, you may receive one or more additional “specialty” scores. Any scores attained on these components will be valid and 'banked' for three years, starting from the date of the examination. 

What else should I know?

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

Eligible List/Score Report
Once you pass the exam, you will be placed onto an eligible list and given a score and a rank. For more information, visit https://careers.sf.gov/knowledge/process/  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.

HOW TO APPLY 

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit careers.sf.gov and begin the application process. 

Our e-mail communications may come from more than one department so please make sure your email is set to accept messages from all of us at this link. 

Applicants may be contacted by email about this recruitment and, therefore, it is their responsibility to contact the Analyst if they update their email address. 

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. 

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. 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.  

Find Departments which use this classification.

DPH Health Critical Requirements and Information: Please review the following policies regarding DPH employment requirements that safeguard yourself and others. 

• COVID-19 Policies
• Personal Protective Equipment (PPE) 
• Medical Examination Prior to Hiring 
• Electronic Health Record (EHR) 
• Licensure/Certification/Registration 
• Note on ICARE 

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 Workers 
• Reasonable Accommodation 
• Right to Work 
• Copies of Application Documents 
• Diversity Statement  
• Veterans Preference  
• Seniority Credit in Promotional Exams 

If you have any questions regarding this recruitment or application process, please contact the exam analyst, David Chalk at david.chalk@sfdph.org or (628) 217-6702. 

We may use text messaging to communicate with you on the phone number provided in your application. The first message will ask you to opt in to text messaging.

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.