Career Opportunity

Systems Operations Manager (Hybrid Workplace)) - Controller's Office (1824)

Recruitment: RTF0144031-01129511

Published: February 21, 2024

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

About:

Hybrid Workplace: 
Our workplace has a hybrid/flexible weekly schedule, where colleagues work 1 day onsite (in the San Francisco office) and 4 days from home, subject to periodic review and approval.

Controller's Office:  
The Controller is the City’s Chief Financial Officer. Our team includes financial, technology, analytical and other professionals who work hard to secure the City’s financial integrity and promote efficient, effective and accountable government. We hold ourselves to high standards and strive to be a model for good government. We value the diverse backgrounds, perspectives and lived experiences of our teams and clients in everything we do. We work in a collaborative and inclusive environment, promote equal opportunity, and invest in the professional development and wellbeing of our team members. You can expect to work alongside colleagues who are committed to serving the public with integrity and want to see positive impacts from their work. We are looking for smart, motivated individuals who want to make a difference and use government to play a role in solving our City’s problems, including addressing long-standing and harmful disparities in our communities. For a career with purpose and professional growth, join us in the Controller’s Office.

Systems Division:
The Systems Division of the Controller’s Office manages the City and County of San Francisco’s Enterprise Oracle and PeopleSoft Applications, which include Oracle Interaction Hub, PeopleSoft Human Capital Management (HCM), PeopleSoft Financials and Supply Chain Management (FSCM), PeopleSoft Enterprise Learning Management (ELM), and Oracle Business Intelligence.  These applications are branded locally as our SF Employee Portal, SF People & Pay, SF Financials, SF Procurement, SF Learning, and SF Reports and Analytics systems. Collectively, these applications provide a robust, integrated platform that delivers mission-critical services to 55 City Departments, eliminating the need for hundreds of independent legacy systems and customized applications. The division serves over 35,000 active City employees, 75,000 retirees and 25,000 City vendors (bidders and suppliers).  Peripheral and legacy applications also leveraged by the division include Oracle Identify & Access Management, Sherpa Budget Formulation & Management, Phire Architect, Control-M, and FreshWorks.  The technology implemented and maintained by the Systems Division provides standardization, transparency, and efficiency for the City’s crucial business processes. Users are fully supported to ensure adoption of these interconnected functionalities.  

Specific information regarding this recruitment process are listed below:

• Application Opening: 2/21/2024
• Application Deadline: 3/1/2024
• Compensation Range: $134,212 - $163,150 annually

Role description

The Role
We are looking for an accomplished and enthusiastic Operations Manager to lead the budget, procurement, workforce development and administration for the 90-person Systems Division. The Operations Team aspires to be the connective tissue that supports the core business operations of the Systems Division, enabling and empowering the division team to achieve our shared vision of making the Systems Division the partner of choice for City Departments. 

Essential Duties include, but are not limited to:

HR & Workforce Development

• Leading the recruiting, hiring, onboarding, and offboarding processes for all teams, liaising between Hiring Managers and the Controller’s Human Resources Team
• Coordinating with the Controller’s Office Human Resources Team to plan and execute standard PCS examinations and annual review of special conditions for all teams
• Serving on the Controller’s Professional Development Committee, promoting department and citywide learning opportunities and ensuring Systems Division staff have access to all the professional development resources the City has to offer
• Leading the procurement of all third-party training for the division, including the development of team and job-class specific learning paths in collaboration with team leads to more efficiently leverage our training budget
• Monitoring and reporting division-wide compliance, including annual Performance Plan and Appraisal Reports (PPARs) and all mandatory training requirements
• Reporting status, risks, action items, dependencies, and key decisions to Senior Managers on a weekly basis

Procurement & Supplier Management

• Leading the planning and coordination of all procurement procedures, which may include Requests for Information (RFI), Requests for Proposals (RFP), and Requests for Qualifications (RFQ)
• Leading the planning and coordination of all contracting procedures, including contract development, negotiations, amendments, and change orders to ensure clear, measurable contract scopes, budgets, timelines, and deliverables
• Coordinating with Project Managers and the Controller’s Central Finance Unit to ensure timely creation of purchase orders, receipt recognition, invoicing, billing and payments
• Coordinating with suppliers and the City Attorney, Office of Contracts Administration, Contracts Monitoring Division, Department of Technology, Civil Service Commission, and other central agencies to ensure compliance with all legislative and administrative requirements
• Responding to all sunshine requests in a timely manner
• Coordinating with Project Managers and the Controller’s Office MIS Team to support the onboarding and offboarding of all Supplier accounts, including access to required systems and business applications
• Monitoring and tracking all procurement and contracting procedures, updating and reporting procurement timelines, risks, action items, dependencies, and key decisions to Senior Managers on a weekly basis

Budget & Financial Management

• Maintaining and monitoring division labor budget and projections by team and job class, including TEX, PEX, and PCS status for all positions
• Collaborating with the Project Management Team to standardize budget vs. actual reporting for all professional services contracts, including planned solicitations and amendments
• Supporting requests from the Controller’s Central Finance, Human Resources, and Central Contracts Units through annual budget process and as needed throughout the year, ensuring consistent and accurate records between divisions
• Reporting status, risks, action items, dependencies, and key decisions to Senior Managers on a weekly basis

Knowledge Management & Continual Improvement

• Ensuring standard operating procedures for all human resources, procurement, contracting, and budgeting processes noted above are clearly documented and cross-trained amongst the entire Operations team
• Leading the development of a standard competency model for 1820, 1822, 1823, and 1824 job classes within the Operations team

• Proactively identifying and implementing improvements to all budget, procurement, workforce development and administration processes noted above

Division Administration & Operations

• Leading all division-wide employee engagement, including planning All Staff and Managers & Leads meetings, analyzing and responding to feedback received from staff, and introducing a regular division-wide newsletter to improve transparency and knowledge sharing across teams
• Coordinating with the Controller’s Administration Division for all on-site logistics at City Hall, including the management of the 30 workstations shared by our 90 team members
• Analyzing the effectiveness and coordinating implementation of existing and proposed administrative and organizational initiatives, policies, procedures, tools and protocols
• Preparing presentations for the team and senior management highlighting performance in an easy-to-understand, executive-ready manner

• Performing related duties and responsibilities as assigned

A Successful Candidate Will…

Operate effectively with teams and executive management and be comfortable leading, negotiating and influencing. The candidate must have strong planning and organizational skills, experience managing vendors, and a broad understanding of project management. To effectively support our stakeholder’s business objectives and policies, the candidate must have a strong understanding of the functional business areas supported by the Systems Division – City Finance, Accounting, Procurement, Budget, Human Resources, Benefits, Payroll, and Learning –and exceptional collaboration and communication skills.

The candidate is strategic and sees the big picture while also being tactical managing the details. The candidate takes initiative and ownership, and has a willingness to learn and take on new responsibilities. Strong oral and written communication skills are crucial, as well as ability to think clearly, analyze quantitatively, problem-solve, scope business requirements, and prioritize.

How to qualify

Possession of a baccalaureate degree from an accredited college or university, and five(5) 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.

Desirable Qualifications:  

• Administrative Analyst work experience in the Public Sector (Government or Nonprofit)
• Extensive experience with and use of Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, SharePoint, Visio, Teams, etc.
• Experience with PeopleSoft FSCM, HCM, and/or ELM
• Legal or risk management background
• Experience using data to monitor issues and solve problems
• Analysis and reporting of budget, actual, and projected division expenditures to Senior Leadership
• Policies and procedures, standards and systems development experience: Creating and evaluating policies and procedures, developing systems, and facilitating complex processes for professional-level managers and staff
• Demonstrate commitment to racial, sexual orientation, gender equity within the workplace
• Excellent communication skills including speaking, writing, editing and/or content organization experience
• Excellent interpersonal skills, including ability to build and maintain relationships with a highly diverse range of clients, coworkers, vendors, peers, and management.

What else should I know?

VERIFICATION
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.

SELECTION PLAN

Interviews:  Selected candidates will be invited to participate in one or more interviews at the Controller’s Office.

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

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.