Career Opportunity

Senior Administrative Analyst - Rec and Parks - Structural Maintenance Yard (1823)

Recruitment: RTF0131129-01148716

Published: March 29, 2023

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

About:

Application Opening: 3/29/2023
Application Deadline: 4/12/2023
Analyst Contact: Antonio Archuleta at antonio.archuleta@sfgov.org

About the Recreation and Park Department
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 Structural Maintenance Yard
The mission of the Structural Maintenance Yard is to provide superior, professional maintenance services to ensure Recreation and Park facilities foster a sense of community pride and well-being, and meet the high expectation and need of park patrons. The Structural Maintenance Yard is organized into 10 shops, thirteen 13 trades: Carpenters, Cement Masons, Electricians, Heavy Equipment Operations (includes: Operating Engineers, Truck Drivers, Laborers, and Riggers), Iron Workers, Painters, Roofers, Sheet Metal Workers, and Stationary Engineers. Structural Maintenance has two major functions: routine repairs/maintenance, and deferred maintenance projects. Routine repairs and maintenance is performed daily to secure the safety and guarantee the operations of our facilities. Deferred maintenance includes capital-funded projects and philanthropy projects initiated through funding provided by donors for park improvements.

Role description

Under the direction of the Superintendent of Structural Maintenance, this position position supports the craft shops and division management with maintaining the division's budget and processing incoming work requests. The essential duties for this position include, but are not limited to:

1. Monitors division program budgets, control expenditures, initiates accounting journal entries, conducts audits, and creates reporting processes and systems to maintain the division’s annual budget and routinely inform financial and division management;
2. Performs fiscal analyses including budget forecasting, expense projections, evaluation of fiscal alternatives and cost/benefit analysis to maintain the division’s annual budget;
3. Prepares reports with financial/policy recommendations to keep finance and division management routinely informed;
4. Manages the Structural Maintenance plan review schedule with the Capital division liaison; Manages plan room tracking and organization;
5. Assists with accepting incoming work requests from the department’s computerized maintenance management system - Total Managed Assets (TMA); Assists with running TMA reports for the Structural Maintenance Yard as necessary;
6. Submits purchase orders and blanket purchase orders for the division; Processes the division’s invoices for accounts payable and creates ledger sheets for budget forecasting and tracking;
7. Holds quarterly meetings with division superintendent and budget/finance liaison necessary to maintain annual division budget; Holds quarterly meetings with craft shop supervisors to discuss purchasing and finance related issues and procedures; Communicates and develops good relationships with shop supervisors to promote transparency and operational efficiency;
8. Assists Rec and Parks - Structural Maintenance Yard management with evaluating program processes (e.g., materials purchasing) by developing recommendations and implementation plans to promote high quality, efficient services; and
9. Performs other duties as required.

How to qualify

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.

Special Condition
Six (6) months of verifiable professional experience working with personnel engaged in the construction and maintenance of buildings and grounds.

Desirable Qualifications

• Experience using financial systems, such as Oracle PeopleSoft;
• Experience with computerized maintenance management systems such as TMA
• Experience working with diverse craft personnel;
• Exceptional critical thinking, investigative, project management, and communication skills;
• Analytical and programming skills using Excel, PowerBI, ArcGIS, and statistical software packages such as Stata or R;
• Knowledge of research methods and program evaluation
• Automation and process improvement skills; and
• Knowledge of accounting methods and standards

Verification of Education and Experience:
Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. 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. More information can be found at: https://sfdhr.org/information-about-hiring-process#verication

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.

What else should I know?

Written Core Exam (Weight: 50%):  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 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. 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, and the subtest is also used for 1824 Principal Administrative Analyst, therefore your test scores may be applied to one or more of these classes if you choose to apply to future recruitments. If the selection process for the future announcement is held within one year of the date 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.

Behavioral Consistency Questionnaire (Weight: 50%): 
Candidates who receive a passing score on the Administrative Analyst Core Exam will be provided via email, a Behavioral Consistency Questionnaire. Candidates will be evaluated on their relative knowledge, skill and ability levels in job-related areas. Candidates must achieve a passing score on the Behavioral Consistency Questionnaire in order to be placed on the confidential eligible list in rank order according to their final score. A passing score must be achieved on each of the above-described exams in order to be included on the confidential eligible list. After the confidential eligible list is adopted the department may administer additional selection procedures to make a final hiring decision.  

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 six (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/ASO-Level-Chart.pdf?documentID=21246. 

Certification Rule: The certification rule for the eligible list resulting from this examination will be Rule of 3 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

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

• Information About The Hiring Process
• Position Based Testing Information
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

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

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.

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.