Career Opportunity

Senior Administrative Analyst - Customer Service Bureau - SFPUC (1823) (130437)

Recruitment: RTF0130436-01152149

Published: January 12, 2024

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

About:

• Application Opening: 01/12/2024
• Application Filing Deadline: 01/29/2024
• Annual Salary: $115,934 to $140,894 
• Recruitment ID:  RTF0130436-01152149 (PEX-1823-130437)

APPOINTMENT TYPE: Permanent 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: CSB Technology Upgrade Project    

Under general direction of the Customer Service Operations Manager for Business & Systems Support (BASS), the Senior Administrative Analyst organizes, leads and/or participates in complex, sensitive, and detailed analytical work and is responsible for various administrative duties surrounding the Customer Service Bureau (CSB) Technology Upgrade project. In this position, the analyst will perform a critical role in the success of this project by providing analysis and recommendations to support the development and implementation of key system upgrades, and business initiatives. The analyst will assist the Customer Service BASS Operations Manager in planning and managing all projects. The analyst will provide the operations manager with much of the data needed to implement the recommendations provided in the Customer Service Technology Upgrade Project.

The duties associated with this position include documentation, contract administration, meeting management, handling the project budget, and using time management skills to help the project team stay on track.  This highly visible and important project will replace and upgrade the key software in the CSB technology infrastructure, fundamentally changing how we operate and deliver value to the customer.  The project will require multiple procurement processes, system requirements gathering, business process enhancement and documentation, testing, Go Live, and post Go Live activities.  This Project Administrative Analyst will serve as the right hand of the Project BASS Operations Manager to ensure the success of the project.
 

Essential Functions:

The essential duties of the Senior Administrative Analyst position are inclusive of, but not limited to, the following responsibilities: 

• Assist project manager in all administration functions and processes;
• Perform research and analysis to support the planning and execution of projects;
• Manage project resources;
• Facilitate development of project plans and manage them from inception to completion;
• Monitor all moving parts of the project keeping them synchronized and moving forward;
• Prepare, organize, and distribute all necessary project materials;
• Organize and implement formulated policies and procedures;
• Attend all project meetings and take notes;
• Communicate pertinent information between management and staff;
• Budget forecast and assess possible project risks and setbacks;
• Maintain and update budgets as project progresses;
• Calculate project metrics including quality assurance, profits and losses;
•  Strategically create project plans, creating a timeline and setting benchmarks;
• Advise staff on adherence to set budgets and project schedule;
• Supervise and delegate tasks to project assistants and other trained staff;
• Set goals, provide motivation, and thoroughly support your project team members;
• Collaborate on project presentations;
• Analyze project data and produce progress reports;
• Foster positive and productive consultant / contractor relationships;
• Schedule meetings and record decisions (e.g., assigned tasks, action items, and next steps);
• Break projects into doable tasks and set timeframes and goals;
• Create and update workflows;
• Coordinate project activities, including simple tasks and larger plans;
• Manage schedules, arrange assignments and communicate progress to all team members;
• Prepare and provide documentation to internal teams and key stakeholders;
• Manage contract process administration;
• Order appropriate resources, e.g., equipment and software;
• Coordinate and closely collaborate with CSB Administrative team regarding budget, accounting and human resource functions;
• Retrieve / capture necessary information (e.g.,  user requirements and relevant case studies);
• Prepare action plans, analyze risks and opportunities and gather necessary resources;
• Ensure project quality standards to complete the project on time and within budget;
• Track expenses and predict future costs;
• Monitor project progress and address potential issues;
• Coordinate quality controls to ensure deliverables meet requirements;
• Measure and report on project performance.
• Act as the point of contact for all project participants.

The 1823 Senior Administrative Analyst will perform other related duties as assigned.

How to qualify

Possession of a baccalaureate degree from an accredited college or university and three (3) years 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.

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.

A resume does NOT substitute for this section of the City application and will not be considered in determining whether you meet the minimum qualifications.

Desirable Qualifications:

• In-depth knowledge of City and County of San Francisco administrative processes.
• Project Administrator or similar experience
• Strong leadership skills
• Proficiency in Microsoft Suite (Excel, Access, Visio, Project, 365)
• Extremely organized and focused.
• Excellent communication skills both oral and written.
• Propensity for multi-tasking.
• Deadline driven

The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring

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.

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.