Career Opportunity

IT Administrative Service Manager (PBT-1825-140441) SFPUC

Recruitment: RTF0140440-01122546

Published: October 17, 2023

Accepting applications until: November 06, 2023

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

About:

• Application Opening: October 17, 2023
• Application Filing Deadline: November 6, 2023
• Location: San Francisco, CA
• Analyst Name: Michelle Chee
• Annual Salary: $143,728 - $188,240
• Recruitment ID: PBT-1825-140441 (RTF0140440-01122546)

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

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.  We value our highly qualified and dedicated workforce which ensures that this vision becomes a reality. To learn more about our organization, please visit our website at https://www.sfpuc.org/.

Role description

Under general direction of the Chief Information Officer, the IT Administrative Service Manager (1825) independently plans and directs all administrative, budgetary and contract management functions of the SFPUC Information Technology Services department.

Essential Duties:

• Oversee and manage the processing of all IT software, hardware and professional services purchase orders and contracts on behalf of the SFPUC
• Negotiate and draft IT software, hardware and professional services purchase orders and contracts on behalf of the SFPUC, and draft amendments for execution by the General Manager while coordinating with other regulatory agencies as necessary
• Oversee and manage the process to plan Request for Proposals (RFPs) through the CCSF Technology Marketplace and/or the Open Market and ensure the City’s RFP guidelines and policies are met
• Develop, implement, and maintain policies for SFPUC technology procurements documents system, including maintaining and categorizing the archival system
• Develop policies that enhance operational efficiencies and improve knowledge sharing with regards to the technology procurements
• Introduce a more systematic supply management system for technology procurements and drive standardized technology sourcing processes that will allow SFPUC to leverage agency wide spending to gain more favorable discounts
• Manage SFPUC IT Services' highly complex, $30M+ departmental budget(s), including analyzing, forecasting, monitoring, and reporting budget expenditures, and initiate reallocations as necessary
• Independently reviews and evaluates financial and business models within the organization, making policy recommendations that have significant financial impact
• In conjunction with the Chief Information Officer, develop and monitor IT Services’ hiring plans, ensuring personnel budget does not exceed allocated budget
• Supervisor the Departmental Personnel Liaison (DPL), overseeing the hiring and selection processes and other HR requests (eTime action, extended pay range, workers comp, etc.)
• Meet with the ITS Division Managers to partner and proactively strategize on division budgets, hires, contracts and procurement processes
• Perform other related duties as required

How to qualify

• Possession of a baccalaureate degree from an accredited college or university and seven (7) years of 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 the areas of budgets, contracts, grants, policy, or other functional areas related to the duties of positions in the 182X Class series.

Special Conditions:

• Three (3) years experience in budget administration: development of guidelines, preparation budget materials; monitoring and reporting on budget variance.
• One year experience in contract administration: contractor solicitation and selection; contract development and production; review and processing of approvals; and contract maintenance.

The above minimum qualifications reflect special conditions associated with the position(s) to be filled. They may differ from the standard minimum qualifications associated with this class code.

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 one (1) year of required 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 must meet the minimum qualification requirement by the final filing date unless otherwise noted.  Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment process. For education verification information, including verifying foreign education equivalency, click HERE. 

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.
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?

How To Apply
Applications for City and County of San Francisco jobs are only accepted through an online 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). 

It is highly recommended that all work experience, education, and other information is written in your SmartRecruiter application and not just as attachments.  Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

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. 

If you are having trouble with the application, please email supportfeedback@smartr.me.  It is suggested you use Google Chrome or Microsoft Edge web browser to submit the application.  

EXAM INFORMATION
Exam Type: Permanent Based Test
Eligible List Type: Combined Promotive/Entrance
Certification Rule: Rule of Ten
Eligible List Duration: 12 months
The duration of the eligible list may be extended with the approval of the Human Resources Director. 

Selection Procedures
After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

1. Minimum Qualification Supplemental Questionnaire (MQSQ) completed online (Qualifying)
2. Online Supplemental Questionnaire Essay Exam (100%)

Minimum Qualification Supplemental Questionnaire (MQSQ)
Once the application period is closed, qualified candidates will be sent a Minimum Qualification Supplemental Questionnaire (MQSQ) to complete.  

Supplemental Questionnaire Essay Exam (Weight 100%)
The purpose of the Supplemental Questionnaire (SQ) is to evaluate the experience, knowledge, skills and abilities that candidates possess in job-related areas, which have been identified as critical for this position and include, but are not limited to: knowledge of budget administration and practices, contract administration, analytical skills, and communication skills.  

Qualified candidates will be sent email notices to complete the MQSQ and SQ exam. Failure to complete these steps by the established deadlines will result in disqualification. 
A passing score must be achieved on the exam to be placed on the eligible list and continue in the selection process.  Additional selection processes, like interviews, may be conducted by the hiring department prior to making final hiring decisions.

Score Report/Eligible List
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. 
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-2023-24.pdf

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

• Copies of Application Documents
• Conviction History
• Disaster Service Worker 
• Diversity/Equal Employment Opportunity
• Employee Benefits Overview
• Information About the Hiring Process 
• Reasonable Accommodation
• Right to Work
• Seniority Credit in Promotional Exams
• Veterans Preference

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 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. 

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

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Michelle Chee by email at mchee@sfwater.org.

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.