Career Opportunity

Administrative Analyst - Contract Administration Bureau - SFPUC (1822) (135030)

Recruitment: RTF0135029-01138798

Published: July 10, 2023

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

About:

• Application Opening: 07/10/2023
• Application Filing Deadline: 07/14/2023
• Annual Salary: $97,266 to $118,248
• Recruitment ID:  TEX-1822-135030 | RTF0135029-01138798

APPOINTMENT TYPE: Temporary Exempt: This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer. The duration of the appointment shall not exceed 36 months.

WHO ARE WE?
San Francisco Public Utilities Commission (SFPUC)
Headquartered in San Francisco, we have 2,300 employees operating across eight counties serving more than 2.7 million customers in the San Francisco Bay Area – 24 hours per day, 365 days per year.

Our Mission: To provide our customers with high quality, efficient, and reliable water, power, and wastewater services in a manner that values environmental and community interests and sustains the resources entrusted to our care.

Our Vision: We are an innovative utility leader, recognized for excellent results in service, safety, stewardship, and inclusiveness.

We are an award-winning and industry-leading utilities organization committed to our customers, community interests, and the environment. To learn more about our organization, please visit our website at https://www.sfpuc.org/.

We are proud of our infrastructure and programs, but most importantly, we value our highly qualified and dedicated workforce which ensures that this vision becomes a reality.

To learn more about working at the SFPUC, visit our career site at https://www.sfpuc.org/about-us/careers-sfpuc

Role description

Project Name: Power Enterprise Professional Services                    

Administrative Analysts (1822) for the San Francisco Public Utilities Commission (SFPUC) Contract Administration Bureau (CAB) assist in administering the solicitation and contracting process for professional service and construction contracts, manages administrative duties for a team of approximately 5-7 people, and complete various special projects involving data analysis and reporting.

This position is actively engaged in all stages of the professional service and/or construction bid and contract certification processes, which will involve:

• Managing/coordinating communications regarding Requests for Proposals (RFPs) and solicitation events (pre-submittal conferences, evaluation panel orientations, etc.) and sole source contracts
• Reviewing RFP and proposal documents
• Working with City vendors to ensure compliance with the City’s vendor requirements
• Communicating and coordinating with various City agency staff (City Attorney’s Office, Office of Contract Administration, City Vendor Support, Contract Monitoring Division, etc.) to process and certify contracts
• Conducting other administrative tasks as required. 
• This position requires a high degree of organization, ability to manage multiple projects, and a high level of professional communication (written and oral) 

Essential Functions:

1. Drafting and proofreading for grammar, consistency, and clarity: RFPs/professional services solicitation materials, letters to the Commission, interoffice and interagency memorandum, etc.
2. Posting of relevant contract and solicitation information on the SFPUC/City websites, which may include initial advertisement of solicitations, drafting and sending email blasts, posting updates and addenda, etc.
3. Coordinating and facilitating pre-submittal conferences, including event preparation, facilitating online meetings, and transcription of all questions and concerns raised by potential proposers.
4. Communicating/coordinating meetings between the SFPUC project team and evaluation panels regarding logistics and information about their duties and responsibilities to ensure a fair proposal evaluation process.
5. Managing the entire contract certification process, including distributing approved contracts for signature, collecting and processing insurance documents and other City vendor forms, assisting vendors and ensuring vendors are compliant with City requirements, etc.
6. Gathering data, analyzing data, and preparing reports on various contract related matters including proposal evaluation/bid tabulation reports, insurance compliance, contract certification status, etc.

The 1822 Administrative Analyst will perform other related duties as assigned.

Work Location: 525 Golden Gate Ave, San Francisco, CA 94102

Work Schedule: Monday – Friday; 8-5pm

How to qualify

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Additional qualifications (i.e., special conditions) may apply to a particular position and will be stated in the job ad.

Possession of a baccalaureate degree from an accredited college or university, and one (1) year full-time equivalent experience performing professional-level analytical work. Qualifying professional-level analytical work includes analysis, development, administration, and reporting in major programs and functions of an organization in areas such as budgets, contracts, grants, policy, or other functional areas related to the duties of positions in the 182X Class series.

Substitution:

Possession of a graduate degree (Master's degree or higher) from an accredited college or university with major coursework 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 the Class series may be substituted for the required one (1) year of experience.

Additional experience as described above may be substituted for the required degree on a year-for-year basis (up to a maximum of 2 years). Thirty (30) semester units or forty-five (45) quarter units equal one year.

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

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. 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.

What else should I know?

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

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.

• Select the “I’m Interested” 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.

Job Analyst Information: If you have any questions regarding this recruitment or application process, please contact the job analyst, Yvane Mirabueno, by email at YMirabueno@sfwater.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.