Career Opportunity

Cost Recovery and Emergency Management Coordinator - Controller's Office (1824)

Recruitment: RTF0146852-01149517

Published: June 20, 2024

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

About:

Specific information regarding this recruitment process are listed below:

• Application Opening: 6/7/2024
• Application Deadline: 7/5/2024
• Compensation Range: $134,212 to $163,150 annually
• Recruitment ID: PBT-1824-146853; RTF0134166-01152468

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

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.

Role description

The Cost Recovery and Emergency Management Coordinator performs a variety of financial, analytical, outreach, and change management tasks and projects related to Controller's Office's (CON) critical role in (1) supporting the City’s emergency response and (2) leading the City’s cost recovery efforts. This position will lead CON’s emergency management and support cost recovery efforts in both its citywide Finance & Administration Section responsibilities as well as CON’s own departmental emergency preparedness and Department Operations Center (DOC) responsibilities.

• Citywide Role: Controller's Office services as the City's Finance & Administration Section of the City’s Emergency Operations Center (EOC). The Finance & Administration Section’s scope of authority and areas of responsibility include disaster financial policy, payroll and timekeeping, cost accounting, compensation and claims, financial reporting, and cost recovery. Related areas of responsibility include sustaining the City's financial operations and systems when impacted in a disaster. Accordingly, CON performs a broad range of planning, training, and exercise duties to prepare the City's financial, payroll and other administrative staff on disaster-related topics and issues.
• Departmental Role: CON's Department Operations Center (DOC) provides management, communication, coordination, and support of the Finance & Administration Section’s Units (see areas of responsibility above) and helps direct and coordinate the various City departments’ finance and payroll staff during an emergency/disaster. CON’s DOC also manages and supports the department’s operational functions and staff during an emergency/disaster. This position will take a lead role in (1) Ensuring that CON’s DOC is ready, and all the appropriate policies and procedures are in place; (2) Training CON staff in their DOC roles and responsibilities; and (3) Conducting departmental DOC exercises. This position also exercises responsibility for the department’s Disaster Services Worker (DSW) readiness and related programs.

The Cost Recovery and Emergency Management Coordinator is also responsible for the completion and maintenance of CON’s Continuity of Operations Plan (COOP). The COOP includes CON’s Emergency Response and Recovery Plan (ERRP) which contains the department’s DOC Manual. This position will also be responsible for developing and conducting COOP training for CON’s staff. Furthermore, this position is responsible for developing and conducting citywide Finance and Administration EOC/DOC training for the City’s financial and payroll staff. Essential duties include, but are not limited to: 

Emergency Management

• Lead the planning and development of the Emergency Operations Center's (EOC's) Finance and Administration Section, Controller's Office DOC, and departmental Finance and Administration Section.
• Responsible for the development of comprehensive finance and administration-related Preparedness, Response and Recovery activities for the City, including trainings and exercises.
• Post and maintain all relevant finance-related emergency planning and management documents on SharePoint, and when applicable the Controller’s website, including SF Prepared.
• Ensure that CON staff receive Disaster Service Worker (DSW) training, including NIMS and ICS training, as necessary; develop training materials as required; work with CON’s HR Unit to ensure that the department’s staff emergency contact information is updated, maintained, and exercised on a regular schedule.
• Complete and maintain CON’s COOP, ERRP, DOC Manual and other emergency documents, research policies and requirements from different agencies to finalize procedures and make policy recommendations for the successful implementation of emergency plans. This includes documenting procedures on DOC activation, Disaster Financial Policies, Employee Compensation, Accounts Payable, Cost Recovery, Financial Systems Disaster Recovery, and other relevant areas.
• Coordinate and assemble all plans, written documentation, forms, and instructions and ensure updated materials. Lead the development of a Disaster Training Plan and execute training related to the COOP for CON staff and other relevant training for City and County of San Francisco financial and payroll staffs. Develop and conduct other training, exercises and drills as required.
• Serve as CON’s Disaster Preparedness Coordinator (DPC) and act as a liaison with the Department of Emergency Management (DEM), other City departments, and other partner agencies to coordinate citywide Emergency Planning efforts to ensure compliance. Review and respond to DEM requests.

Cost Recovery

• In partnership with CON’s Cost Recovery team, coordinate various aspects of disaster cost recovery, including providing guidance on cost recovery requirements and plans, tracking and reviewing data and eligible expenses, submitting documentation and reports to file reimbursement claims, and complying with requirements from federal, state and/or other funding entities during and after a declared emergency or disaster incident in order to organize, maximize and expedite the City’s reimbursements.
• Collaborate on disaster cost recovery matters with CON’s management and staff; key City departments’ finance, budget, and program managers; City leadership and stakeholders; and external partners from federal, state, other local or mutual aid, other public, private, and nonprofit entities regarding citywide cost recovery management and implementation.
• Partner with the CSA’s Cost Recovery leads to assist with all aspects of disaster grant management on behalf of the City to meet compliance requirements, apply for funding, submit claims and supporting documentation, respond to Federal & state agency requests & verifications, track obligations & cash received by the City, project grant funding for budgeting and financial projections purposes, comply with financial reporting and accounting standards, coordinate data management and record retention, and manage project & incident close-out requirements.
• Coordinate cost-recovery, financial systems recovery, and long-term recovery planning; develop and maintain the department's policies, procedures, checklists, and workflows to correspond and complement citywide disaster finance-related efforts and activities.

How to qualify

Minimum Qualifications:

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:

• One (1) year of Cost Recovery and/or Disaster/Emergency Planning Experience, particularly experience with Finance & Administration Section responsibilities and State/Federal Disaster Public Assistance.
• Public sector project management experience.
• Strong working knowledge of and skill with MS Office Suite, Microsoft Outlook, Microsoft Teams, and Microsoft SharePoint.
• Strong training and presentation experience.
• Strong knowledge of the National Incident Management System (NIMS) and Federal Emergency Management Agency (FEMA).
• Experience working in the Finance and Administration section of an Emergency Operations Center (EOC) and/or Department of Operations Center (DOC).

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:

Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Please review our articles on Employment Application and Minimum Qualifications and Verification of Experience and/or Education for considerations taken when reviewing applications. 

What else should I know?

***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) 
2. Written Core Exam
3. Supplemental Questionnaire Exam 

Minimum Qualification Supplemental Questionnaire (MQSQ) (Weight: Qualifying): 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.

Written Core Examination (Weight: 35%) Candidates will be invited to participate in a written, multiple-choice examination, designed to measure their relative knowledge, skills and abilities in job-related areas. The "core" multiple-choice examination component may include but not be limited to:

• Ability to evaluate/analyze information/data and to exercise good judgment
• relative to that evaluation or analysis.
• Knowledge of, and ability to apply, financial/fiscal principles (including the ability to use mathematical and statistical formulas).
• Ability to use various computer software programs.

This is a standardized examination and, therefore, test questions and test answers are not available for public inspection or review. You will receive one or more scores with respect to the multiple-choice exam component. One will correspond to the core test component and, should a specialty subtest be added to that component, you may receive an additional "specialty" score. Any scores attained on these components 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 any test components for which you have already attained a score. If the selection process for the future announcement is held within one year of the date of this examination and it includes any of these components (i.e., core exam or specialty subtest), your score(s) for the corresponding test component(s) will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score(s) to the other announcement or (b) re-take the test component(s).

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 test component (core or specialty subtest) is used. Please note that, should you retest, your retest score would become your official score since it is the most recent.

Supplemental Questionnaire Examination (Weight: 65%) Candidates who attain a minimum passing score on the written examination component will be emailed a Supplemental Questionnaire designed to measure knowledge, skills and/or abilities in job-related areas which may include but not be limited to:

• Strong oral and written communication ability for training, presenting, leading meetings and projects, and communicating actions and specialized information to a wide array of audiences.
• General knowledge regarding Emergency Management and Disaster Cost Recovery.
• Ability to establish and maintain effective working relationships with those contacted in the course of the work.
• Ability to develop and present training material in a manner that is understandable and appropriate for a wide array of audiences.

Applicants will be given a deadline to return the Supplemental Questionnaire. Those who do not respond by the established deadline will not be eligible to continue in the examination process and will not be added to the eligibility list resulting from this process. All applicants’ responses to the Supplemental Questionnaire are subject to verification. The Supplemental Questionnaire will be rated and scored by our Subject Matter Experts. A passing score on the Supplemental Questionnaire must be achieved in order to be placed/ranked on the Eligible List. Candidates will be placed on the eligible list in rank order according to their final score.

Passing scores on each the Written Multiple-Choice Core Examination and Supplemental Questionnaire Evaluation must be achieved in order to be placed/ranked on the Eligible List.

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

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 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-2023-24.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.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

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.

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.