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Career Opportunity

Director of the Office of Contract Management - San Francisco Human Services Agency (0932) (140556)

Recruitment: RTF0140555-01114982

Published: May 30, 2024

Contact:

Miguel Campos Salas - miguel.campos@sfgov.org

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

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Department: Human Services Agency
Job class: 0932-Manager IV
Starting salary range: $164,034.00 - $209,300.00 (Range A)
Role type: Permanent Civil Service What does this mean?
Hours: Full-time
Exam type: Position Based Test
Rule: Rule of the List
List type: Combined Promotive and Entrance
 

About:

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

Who We Are

At the San Francisco Human Services Agency (HSA), we believe in a San Francisco where everyone has the opportunity and support to achieve their full potential.  We are comprised of the Department of Benefits and Family Support, and the Department of Disability and Aging Services, and are united by our commitment to deliver essential services that support and protect people, families, and communities.

From financial, nutritional and employment support to child and adult protective services, health care coverage, and in-home services for older adults and persons with disabilities, our team lends support for all in need.

Our Commitment to Racial Equity

As we work towards our vision of an inclusive San Francisco, we embrace our responsibility to root out systemic racism by creating services and a workforce which reflect the lived experiences and strengths of the people we serve. We are committed to fostering a work environment where our differences are celebrated and everyone has what they need to thrive--no matter their race, age, ability, gender, sexual orientation, ethnicity, or country of origin. Click here to learn more about what this commitment looks like in action.

Role description

Under general direction from the Agency's Deputy Director for Administration, the Director of the Office of Contract Management will direct, manage, supervise, and coordinate all grants/contracts and purchases within the Agency. This position is responsible for coordinating assigned activities with outside agencies, the general public, other divisions, and provides highly responsible and complex staff assistance to HSA department, division, and program directors. The incumbent will manage staff and ensure the office meets performance standards in conducting procurements and developing and executing contracts.

ESSENTIAL DUTIES AND FUNCTIONS

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list; this position may include additional duties as assigned.

  1. Plans, directs, and monitors the work of the Office of Contract Management of the Human Services Agency; exercises considerable independence, discretion, and judgment in managing the day-to-day operations of the Office; oversees the Agency's granting/contracting process, including compliance with legal requirements and ordinances, resolving vendor protests, and providing timely customer service.
  2. Manages the work activities of staff to ensure team meets organizational goals. This includes training, coaching, and selecting staff to conduct procurements, develop, execute, and monitor grants/contracts. Provides team leadership, manages conflict, and ensures continuous improvement within the Office.
  3. Develops and adheres to policies and procedures for contractual services of approximately $320 million annually. The Contracts Director develops and negotiates sound grant/contract terms and performance outcome measures; keeps costs for services within budgets and identifies situations where budget authority is inadequate to deliver necessary services; actively tracks budgets during the fiscal year and reprograms available resources as appropriate.
  4. Serves as a liaison for the Agency with the City Attorney, Controller, Civil Service Commission, Human Rights Commission, Contracts Monitoring Division and Office of Contract Administration to ensure that grants/contracts are properly and timely certified; builds strong partnerships with directors and managers in the Agency and assists them with contracts related projects.
  5. Directs the assembly of commission and board packages, presents materials for the action of commissions or the Board.
  6. Responds to requests for information from the public, elected officials and other City departments relating to grants/contracts.
  7. Confers and advises the Deputy Director for Administration on staffing and organizational issues, allocating resources, setting department priorities, hiring and training staff and resolving personnel issues.   
  8. Develops all grant/contract management systems, including files, databases, contract processing protocols, and monitoring procedures, and is responsible for on-going maintenance and refinement of those systems.

How to qualify

1. Education: Possession of a Baccalaureate Degree from an accredited college or university.

AND

2. Experience: Six (6) years verifiable experience as a professional in a grant/contract administration section of a large organization; this experience must include three (3) years of experience supervising professionals in the field.

Substitution for Education: Additional experience as described above may be substituted for the required degree on a year for year basis for up to two (2) years. Thirty (30) semester units or forty-five (45) quarter units equal one (1) year.

Substitution for Experience: Possession of a Master’s degree in Social Work, Business Administration, Public Administration or related field may substitute for one (1) year of the required experience as described above.

Note: Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

**Applicants must meet the Minimum Qualification requirement by the final filing date unless otherwise noted.**

DESIRABLE QUALIFICATIONS:

  • Knowledge of City and County of San Francisco grant/contracting policies and procedures.
  • Experience working with human services programs in the field of grant/contract administration.
  • Experience managing grants/contracts for a large organization where you worked with programs/divisions.

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

VERIFICATION OF EXPERIENCE AND/OR EDUCATION:

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.

Selection Procedures:

Supplemental Questionnaire Examination (Weight: 100%):

Candidates who meet the Minimum Qualifications will be invited to complete the Supplemental Questionnaire Examination This exam is designed to measure knowledge, skills and/or abilities in job-related areas which may include but not be limited to: knowledge of contract principles and practices and ability to create professionally written contracts with service providers; skill in providing exceptional customer service; ability to operate in a fair manner with ethics & integrity; ability to analyze and report on complex contracting situations; skill in developing process improvement initiatives; skill in managing professional staff to meet department and organization’s needs.

Candidate scores on this examination may also be applied to other announcements involving other job titles, when directed by the Human Resources Director.

A passing score must be achieved on the Supplemental Questionnaire Examination in order to continue in the selection process.

Candidate exam responses will be vetted as appropriate using AI use detection software. Evidence of use of AI, plagiarized answers, or falsified information in exam responses will be addressed in accordance with Civil Service Rules related to fraud and cheating.

The above test components are considered standardized and, therefore, test questions and answers are not available for public inspection or review.

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.

What else should I know?

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 of six (6) months, and may be extended with the approval of the Human Resources Director.

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-2022-23.pdf

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.smartrecruiters.com/CityAndCountyOfSanFrancisco1/.

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

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.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Miguel Campos, by telephone at (415) 557-5185 or by email at miguel.campos@sfgov.org. 

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

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.