Career Opportunity

2917-Program Support Analyst

Recruitment: RTF0134150-01152094

Published: April 19, 2023

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About:

Appointment Type: This is a Temporary Provisional (TPV) position excluded by the Charter from the competitive Civil Service examination process. It is considered "at will" and shall serve at the discretion of the Department Head. This position will be subject to the Permanent Civil Service examination process at a later date. Successful participation in the Permanent Civil Service examination and selection through an open competitive process is needed in order to be considered for the permanent appointment.

Application Opening: April 5, 2023

Application Deadline: May close anytime but not before April 19, 2023

Compensation Range: $113,672 - $138,190 annually

Recruitment ID: RTF0134150-01152094

Who We Are

Through the provision of coordinated, compassionate, and high‐quality services, the Department of Homelessness and Supportive Housing (HSH) strives to make homelessness in San Francisco rare, brief, and one-time. The Department provides assistance and support to homeless and at‐risk youth, adults and families to prevent imminent episodes of homelessness and end homelessness for people in San Francisco. Services including outreach, homelessness prevention, emergency shelter, drop‐in centers, transitional housing, supportive housing, short‐term rental subsidies, and support services to help people exit homelessness. For more information on the department, please visit our https://hsh.sfgov.org/.

What We Do

San Francisco is a pioneer in homeless services and a leader in providing supportive housing as a permanent exit from homelessness. The Department of Homelessness and Supportive Housing (HSH), founded in 2016, is a national leader in the movement to end homelessness by developing a coordinated, equity-driven, client-focused system of compassionate services while piloting innovative models, and implementing best practice solutions with measurable results. HSH’s Homelessness Response System (HRS) oversees and implements a system of care that shelters, houses, and serves approximately 14,000 people daily. Major programs include: street outreach and service connection through the Homeless Outreach Team (SFHOT); 3,000-bed shelter system for adults and families including shelters for members of the LGBTQ community; rapid rehousing rental subsidies for families, adults, older adults, and transitional aged youth; the Problem Solving and flexible financial assistance programs; and robust supportive housing programs with nearly 10,000 units which provide permanent housing and services to formerly homeless individuals and families.

Role description

We are currently hiring two (2) Program Support Analyst positions. (1) Housing Program Manager and (1) Continuum of Care Program Manager. Please find both job descriptions below.

Housing Program Manager 

San Francisco is in the midst of the largest growth in permanent supportive housing (PSH) in the past two decades. The Supportive Housing Programs team is a collaborative team of program managers responsible for site-based PSH programs for adults, older adults, families and transition age youth (TAY). The Housing Program Manager is responsible for oversight of a portfolio of site-based PSH programs, and works closely with nonprofit partners and other City agencies to develop new supportive housing and services to meet our system’s housing stability goals through a racial equity and housing justice approach.

Essential Duties and Responsibilities

• Under general direction, plan, organize and manage supportive housing and related programs for one or more of the HSH target populations (adults, older adults, families with children, transition aged youth).
• Support in the ongoing development of goals, objectives, program guidelines, policies, and procedures within the Supportive Housing Program (SHP) section as well as HSH’s Program Division.
• Plan, coordinate, implement and evaluate new programs and/or housing sites.
• Manage agreements with multiple funding sources and monitor compliance and adherence to federal, state and local funding expectations.
• In partnership with HSH Contracts Team, assist in ongoing budget development, modifications, and revisions of assigned grant agreements.
• Monitor and track program deliverable compliance and successful execution through annual program monitoring, monthly reports, site visits and other ongoing reporting and quality control practices.
• Establish and maintain high quality relationships and partnerships with Grantees and other key community stakeholders.
• Provide targeted support to PSH housing and service providers to build organizational and system capacity, build on existing strengths, and address underlying needs/gaps.
• Propose and provide solutions to problems that arise within the section’s portfolio including developing and implementing quality assurance (QA) systems and best practices to support achievement of departmental and grant goals.
• Prepare statistical analyses and reports to inform policy and funding decisions to improve on-going operations of Permanent Supportive Housing (PSH) programs and other activities related to the portfolio.
• Participate in the implementation of the Coordinated Entry (CE) process and the Online Navigation and Entry (ONE) system for PSH programs.
• Engage in cross-functional collaboration with internal departments and external partners.
• Represent the department at community and professional meetings; and lead and/or coordinate work groups and meetings with staff, providers, and/or other stakeholders to assure smooth operations of the various housing related programs.
• Perform other related duties as assigned/required.

Desirable Qualifications

• Detailed knowledge of supportive housing and best practices in ending homelessness
• using a coordinated housing first approach;
• Knowledge of programs and funding streams for homeless services and housing;
• Experience with contract/grant administration and program monitoring;
• Understanding and knowledge of working within an equity centered approach;
• Skilled at cultivating collaborative internal and external partnerships with diverse
• teammates, clients, and stakeholders from different backgrounds;
• Flexibility and ability to work independently;
• Strong organizational and project management skills.

Continuum of Care Program Manager 

The Continuum of Care (CoC) Program Manager is responsible for overseeing and managing the CoC Permanent Supportive Housing (PSH) projects that receive rental assistance, supportive services, operating, and administrative budget line items. On an annual basis, the San Francisco Continuum of Care receives over $45 million in funds from the U.S. Department of Housing and Urban Development (HUD) to administer CoC programs administered by the San Francisco Department of Homelessness and Supportive Housing.

The CoC Program Manager supervises three staff who work on compliance related to verification of CoC PSH program eligibility, income certifications and recertifications, and the coordination of Housing Quality Standards (HQS) inspections. The position reports to the CoC Program Supervisor and is a member of the Housing Subsidy Team at HSH.

Essential Duties and Responsibilities

• Supervises and manages the performance of three direct reports.
• Under general direction, oversees a portfolio of approximately 750 CoC PSH units, regularly communicating with stakeholders to provide technical support related to CoC program compliance, contracting, and invoicing.
• Reviews and approves forms and documents related to CoC subsidy billing, such as Housing Assistance Payment (HAP) Contracts, HAP Contract Amendments, Vacancy Loss Claims, and Property Damage Claims, and security deposits.
• Regularly provides input on the development of CoC Team operating procedures and implements new policies and procedures with unit and with stakeholders.
• Proposes and provides solutions to problems that arise within the portfolio, including developing and implementing systems and best practices to support achievement of departmental and grant goals.
• Program manages grant agreements – develops the scope of services and budget for agreements; reviews budget revisions; reviews and submits budget modification requests; and participates in program monitoring.
• Performs analyses on grant utilization and spend down, including other statistical analyses and reports to inform policy and funding decisions to improve on-going operations of CoC PSH programs and other activities related to the CoC PSH portfolio.
• Reviews invoices and reports in the Contracts Administration, Reporting, and Billing Online (CARBON) system and update CARBON.
• Actively participates in the development, implementation and ongoing operations of the Coordinated Entry (CE) process and the Online Navigation and Entry (ONE) system.
• Addresses backlog issues with verification of CoC eligibility, coordination of HQS inspections, HAP Contracts, etc.
• Assists the CoC Program Supervisor and/or the Housing Subsidy Team Manager in drafting memoranda to CoC grant subrecipients.
• Communicates with CoC tenants on ADA grievances and/or concerns related to CoC program policy.
• Represents the HSH CoC Team in projects involving mass relocation of CoC tenants
• Drafts formal correspondence to stakeholders, including contracted providers and tenants.
• Represents the department at community and professional meetings; and leads and/or coordinates work groups and meetings with staff, providers, and/or other stakeholders to assure smooth operations of the various housing related programs.
• Engages in cross-functional collaboration with internal departments and external partners on planning and implementing housing-related services for CoC PSH programs.
• May include additional duties as assigned.

Desirable Qualifications

• Detailed knowledge of supportive housing and best practices in ending homelessness using a coordinated housing first approach;
• Knowledge of programs and funding streams for homeless services and housing;
• Experience with contracting and program monitoring;
• Understanding and knowledge of working within an equity centered approach; 
• Flexibility and ability to work independently as well as within a team;
• Strong organizational and project management skills;
• Strong analytical skills
• Strong communication skills, both written and oral
• Prior experience supervising staff, with a thoughtful approach to coaching, professional development, and promoting staff accountability
• Proficiency in Microsoft applications, especially Excel, Word, and Outlook
• Ability to synthesize and apply new and changing information to work areas

How to qualify

Minimum Qualifications

Education:

A Baccalaureate degree in social work, public administration, business administration or a related field.

Substitution for Education:

Additional qualifying experience as stated under the experience requirement may be substituted for up to two (2) years of the required education on a year-for-year basis (30 semester/45 quarter units equals one year).

Experience:

Three (3) years of professional experience in a general administrative capacity of which two (2) years (4000 hours) are in the field of human services. This experience includes responsibility for functions such as budget administration, contract administration, program planning and policy development, or statistical research.

Substitution for Experience: Possession of a Master’s degree in social work, business administration, public administration or related field may substitute for one (1) year of the required experience as described above for all specialties.

Verification: Applicants may be required to submit verification of qualifying education and experience at any point in the application and/or departmental selection process. Written verification (proof) of qualifying experience must verify that the applicant meets the minimum qualifications stated on the announcement. Written verification must be submitted on employer’s official letterhead, specifying name of employee, dates of employment, types of employment (part-time/full-time), job title(s), description of duties performed, and the verification must be signed by the employer. City employees will receive credit for the duties of the class to which they are appointed. Credit for experience obtained outside of the employee’s class will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rules. Experience claimed in self-employment must be supported by documents verifying income, earnings, business license and experience comparable to the minimum qualifications of the position. Copies of income tax papers or other documents listing occupations and total earnings must be submitted. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456.

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.

What else should I know?

Selection Procedures: The selection process will include evaluation of applications in relation to minimum requirements. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited to participate in the oral/performance interview. 

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
• Right to Work
• Copies of Application Documents
• Diversity Statement

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

•    Select the “Apply Now” button and follow instructions on the screen

Applicants may be contacted by email about this recruitment 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, @smartalerts.info, and @smartrecruiters.com).

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.

Human Resources Analyst Information: If you have any questions regarding this recruitment or application process, please send your inquires to recruitment analyst at mahzer.rizalado@sfgov.org

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.