Career Opportunity

Transaction Manager-Real Estate Division, Office of the City Administrator-0931-116041

Recruitment: RTF0114370-01148918

Published: October 26, 2023

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

About:

The Office of City Administrator and its 20+ divisions and departments operate core internal and public-facing services. Our vision is to lead the nation in public administration and to enable City departments to effectively deliver critical public services. We aim to help the city run better, to connect San Francisco residents and constituents to the vital public services they seek, and to create a meaningful, diverse, and inclusive work culture that is the place of choice for people who are invested in a career in public service.  To learn more about our departments, divisions, and programs, click here: https://sf.gov/departments/city-administrator

The Real Estate Division (RED) comprises two principal organizational units and a wide range of real estate services for the city: 

Facilities Maintenance:  Full-service property management to many Cities owned buildings as well as custodial and engineering services in City-owned and leased buildings. 

Real Estate Services: The acquisition of all real property required for City purposes, the sale of surplus real property, and leasing property required by various City departments. The Real Estate Division is responsible for the acquisition of all real property required for City purposes, the sale of surplus real property owned by the City, and the leasing of property required by various City departments. Operations at the Alemany Farmers' and Flea Markets (100 Alemany), and UN Gift Gallery (UN Plaza) are managed by the Division. The Real Estate Division also provides custodial and engineering services for various City departments as well as full-service property management services to the following City owned buildings: City Hall, 1 South Van Ness Avenue, 25 Van Ness Avenue, 30 Van Ness Avenue, 1640 - 1680 Mission Street, the Hall of Justice (850 Bryant Street) and 555 7th Street. Additionally, the Division completes market value appraisals or analysis of real property considered for City sale, development or acquisition, and acts as a real estate consultant to Departments, the Mayor, and the Board of Supervisors. 

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

• Application Opening: 10/6/2023 
• Application Deadline: 10/20/2023
• Extended Deadline: 10/27/2023
• Recruitment ID #: 116041

Work Location:  25 Van Ness Ave, San Francisco, CA 94102.

Role description

Do you have a keen eye for detail and a strategic mindset? We’re looking for a transactional manager to join our team! The position manages and supervises Real Estate Division Transaction Team (consisting of approximately 3 – 6 Real Property Agents and related administrative staff). You will assign new assignments, new leases, and projects to the Team. You will supervise, monitor, and evaluate the Real Property Agents and be responsible for complex lease negotiations or assisting Team members. Additionally, you will be coaching subordinates to improve performance. You will assist with obtaining and reviewing appraisals, purchase and sale agreements and working with contract staff to create appraiser, broker, and title vendor lists.  You will track the department’s rent performance and work with the Director and Deputy Director on budget and reporting issues. In coordination with the Real Estate Division's custodial and campus leadership, the leader of the Transaction Team will also serve as the primary liaison with landlords to negotiate and implement any required terms within City leased spaces. If you’re a strategic thinker with superior organizational and management abilities, we want to hear from you!”

Essential Functions: 

• Plans, monitors, evaluates and supervises the transaction subdivision of the Real Estate Division; advices the Director/Deputy Director; meets with appropriate staff to identify and resolve problems or conflicts;
• Makes recommendations regarding transactional operations, procedures and policies.
• Coordinates work activities within the Transaction Team; assists in the determination of resource allocation and levels of service according to established policies.
• Receives and analyzes division related real property reports; directs the preparation of monthly rental adjustments and review of annual reconciliations; directs the gathering, processing, and analysis of information and reports necessary to document occupancy and use of both City owned and leased space.
• Monitors the work of and coaches' subordinates to improve performance.
• Monitors, evaluates and justifies the staffing level of the Real Estate Division’s Transaction Team and requests for additional staff.
• May serve as the Real Estate Division’s top negotiator for various complex purchases, sales and leases; may serve as a liaison for the Division with elected officials, policy-making officials, other City/County department heads and staff, and officials of outside agencies; may appear before various policy-making bodies including the Board of Supervisors and make presentations to same explaining and justifying the real property agreement before them.
• Directs and oversees research and analysis regarding Market Rate sale and rental values, inventory, and trends in real estate market in San Francisco for a variety of real estate needs (office, special use); makes recommendations and prepares reports for in-house and public sharing.
• Participates in budget development for specific City as Tenant leases while overseeing rent payments and special finance issues for City as Landlord leases. 
• Directs the preparation and maintenance of a wide variety of statistical, fiscal and operational reports including occupancy and rental data, comparable sales and lease reports; and provides the Director and Deputy Director with critical Market Rate data.

How to qualify

Education:  Possession of a Baccalaureate degree from an accredited four- year college or university with courses in real estate law, property appraisal, economics, finance or statistics.

AND

Experience:  5 years of verifiable professional experience in the appraisal, purchase, sale, lease of real property as a property officer or real estate agent, right of way agent, commercial property manager or commercial real estate broker or agent – of which included 3 years of experience supervising professionals. 

Substitution Language:
Additional years of experience may substitute for up to 2 years of required degree. One year (2,000 hours) of additional qualifying experience will be considered equivalent to 30 semester/45 quarter units.

Note(s):

• One-year full-time employment is considered equivalent to 2000 hours (2000 hours of qualifying work experience is based on a 40-hour work week). Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time employment.
• Applicants must meet minimum qualification requirements by the final filing date unless otherwise noted.

Desirable Qualifications: The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring:

• Ten [10] or more years negotiating complex commercial real estate transactions. 
• Experience with Salesforce software. 

Verification:
“Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Please review our articles on Verification of Experience and Education- Verification of Experience and Education

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.

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 PROCEDURE/EXAMINATION REQUIREMENTS
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):
Candidates will be required to complete a MQSQ as part of the employment application. 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.  It is very important that you complete and submit this questionnaire by the deadline. Incomplete or late submittals may result in your disqualification from further consideration. 

Management Test Battery: (Weight 40%): Qualified candidates will be invited to participate in a computer-based examination designed to measure competencies in job-related areas which may include but not be limited to:

• Problem Solving
• Leadership
• Decision Making 
• Interpersonal Skill
• Human Resources Management
• Team Building 
• Communication
• Conflict Management 
• Process Improvement

For more information about this Management Test (and a suggested reading list) please visit: Management Test Battery

Please note: This examination is only held in San Francisco. A passing score must be achieved on the Management Test Battery to continue in the selection process. This is a standardized examination and, therefore, test questions and answers are not available for public inspection or review.

Scores attained on the Management Test Battery 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 the Management Test Battery. The Management Test Battery may be used for many other classes; therefore, your test score 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 the Management Test Battery, your score will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score to the other announcement or (b) re-take the Management Test Battery. 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 Management Test Battery is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

Oral Examination (Weight 60%): Applicants who meet the minimum qualifications will be invited to participate in oral examination designed to measure their relative knowledge, skills and abilities in job-related areas, which include, but not be limited to: Federal, State, and local rules and regulations pertaining to real property transactions, leases, sales and purchases; appraisals and accepted appraisal methodologies, title issues; principles & practices of management, administration, budgeting, training and personnel management; manage, supervise, train, coordinate complex functional areas of responsibility, real estate agents, brokers and appraisers; identify, analyze and report upon activities, issues, and problems and recommend appropriate solutions; establish and maintain effective working relationships with departmental staff, representatives of other agencies and the public; present facts clearly and concisely orally and in writing; make group presentations; and make public presentations.

A passing score must be achieved on the MTB and Oral examination in order to be ranked on the eligible list.

Additional information

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.

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.

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 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.]

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 
• Seniority Credit in Promotional Exams
• 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.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 from notification@careers.sf.gov  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.

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

Exam Analyst Information: If you have any questions regarding this recruitment or application process, please contact the exam analyst at Aarti.Lata@sfgov.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.