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Career Opportunity

Operations & Project Management Analyst (1822) - Office of the Controller (122005)

Recruitment: RTF0122004-01129751

Published: May 04, 2022

Accepting applications until: May 19, 2022

Contact:

Kira Sanchez - kira.sanchez@sfgov.org
Karena Phung - karena.phung@sfgov.org

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

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Department: Controller
Job class: 1822-Administrative Analyst
Salary range: $102,440.00 - $124,566.00
Role type: Permanent Exempt What does this mean?
Hours: Full-time
 

About:

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.

Overview: The Office of the Controller’s vision is to be a model for good government and to make the City a better place. The Systems Division of the Controller’s Office manages the City and County of San Francisco’s Enterprise Oracle and PeopleSoft Applications, which are branded locally as our SF People & Pay, SF Learning, SF Financials, SF Procurement, and SF Reports & Analytics systems. 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 technology implemented and maintained by the Systems Division provides standardization, transparency, and efficiency for the City’s crucial business processes.  We are committed to enhancing and expanding application functionality to better support our users’ changing needs.  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 well-being of our team members.

Role description

1822 Job Recruitment Specifics:

  • Application Opening: 5/4/2022
  • Application Deadline: 5/19/2022
  • Compensation Range: $90,168 - $109,616 Annually
  • Recruitment ID: 122005

The Operations & Project Management (PMO) team aspires to be the connective tissue that supports the core business operations of Systems Division, so that our team is able to achieve our shared vision of making the Systems Division the partner of choice for City Departments.  We manage the budget, contracts, human resources, operations, and administration for the 90 person Systems Division, including a $12 million portfolio of software and services contracts with over 20 technology partners. We provide project management and software development tools, solutions, and services to our business partners so they can work faster and better.

The Role:
The Operations & Project Management Analyst reports to the Systems Division’s Operations Lead and will support the division’s $12 million portfolio of software and services contracts with over 20 technology partners, as well as provide administrative and logistical support.

Essential Duties include, but are not limited to:
1. Facilitates and/or conducts contractual procurement processes, which may include Request for Information (RFI), Request for Proposals (RFP), Request for Qualifications (RFQ), Request for Quote (RFq) and informal bid processes;

2. Supports contract development, negotiations, amendments, and change orders to ensure clear, measurable contract scopes, budgets, timelines, and deliverables; reviews contract provisions and compliance by contractors; provides information to suppliers, unions, and City staff; liaises with project management, accounting, and other stakeholders to ensure quality control and proper approvals;

3. Prepares and monitors contracts related to software and hardware maintenance and services, including use of the City’s Technology Marketplace; contractor services, technology products and services licensing.

4. Works with the Controller’s Central Finance Unit and other Department staff to ensure timely funding certification, creation of Blanket Purchase Orders, Purchase Orders, invoicing, billing and payments; management of contracts budgets;

5. Collaborates regularly with the following groups:

  • Controller’s Office Central Finance Unit
  • Controller Human Resources & Operations (CON-HR, CON-Ops)
  • Controller Management Information Systems (CON-MIS)
  • City Attorney’s Office
  • Office of Contract Administration (OCA)
  • Contract Monitoring Division (CMD)
  • Other City Departments and their Executive Stakeholders
  • Over 20 external suppliers

6. Assists the Project Management team with project initiation, phase gate, deliverables reviews, and facilitate regular project status reporting; Ensure compliance with Systems Division project management standards and encourage adoption of the project management life cycle;

7. Performs research and/or assists in the preparation of a variety of reports; compiles and evaluates information/data in preparation for writing report; presents background information and description of analytical standards; outlines findings and recommendations and prepares supporting documentation; writes or assists in writing final reports and documentation for evaluation by administrative and/or management staff; presents reports, including formal presentations to groups;

8. Performs analysis for development of administrative, management, program and organizational policies and procedures: consults with managers, administrators and other staff to determine parameters for analysis and other background information; analyzes existing policies, procedures and work practices; analyzes the effect of proposed and existing legislation, regulations and law on organizational policies and procedures; compiles information and documentation in preparation for producing reports and/or drafts reports for management/administration;

9. Schedules, coordinates, and facilitates project and team meetings; Assists with the preparation and presentation of performance, project, and executive reports and slide deck presentations;

10. Performs various administrative and operations duties as required.

A Successful Candidate Will…
Operate effectively with co-workers and executive management, and be comfortable leading, facilitating, and organizing.  The candidate must have strong planning and organizational skills, experience with managing suppliers, and have 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, has a willingness to learn and take on new responsibilities, takes initiative and ownership, and sees the big picture while also being tactical managing the details, understand interdependencies and constraints between systems and processes, and able to drive a project from start-to-finish.  Strong oral and written communication skills are crucial, as well as ability to think clearly, analyze quantitatively, problem-solve, scope business requirements, and prioritize.

Impact of Results:
The System’s Division’s PMO governance framework is improved and more utilized, resulting in more successful project implementations, increased standardization of project delivery across business lines, and a more organized portfolio approach to project intake and prioritization to ensure System initiatives are well understood, prioritized and executed.

    How to qualify

    These minimum qualifications are to be used as a guide for establishing the education, training, experience, special skills and/or license which may be required for employment in the class. Although these minimum qualifications are typical of the class, additional minimum qualifications and special conditions may apply to a particular position and will be stated on the job announcement.

    1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university; and one (1) year full-time equivalent experience performing professional-level analytical work, as described in Note A; OR

    2. Possession of a graduate degree (Master's degree or higher) from an accredited college or university with major coursework as described in Note B; OR

    3. Possession of a baccalaureate degree from an accredited college or university, and two (2) years full-time equivalent experience performing professional-level analytical work as described in Note A; OR

    4. Possession of a baccalaureate degree from an accredited college or university with major coursework as described in Note B and one (1) year full-time equivalent experience performing professional-level analytical work as described in Note A;

    SUBSTITUTION: Applicants may substitute up to 2 years of the required education with additional qualifying experience in budget analysis, financial analysis and reporting, legislative/policy analysis, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.

    Notes on Qualifying Experience and Education:
    A. Qualifying professional-level analytical experience must be in one or more of the following functional areas: complex budget analysis, development and administration; complex financial/fiscal analysis and reporting; development of complex contracting systems and administration of competitive bid processes and complex contractual agreements; development and evaluation of complex management/administrative policy; complex grant administration and monitoring; complex program evaluation and planning; complex legislative analysis; complex economic analysis; or other functional areas related to the duties of positions in Class 1822, where the primary focus of the job is complex professional-level analysis for evaluation, recommendation, development and implementation of major programs and functions of department/organization. Analytical experience equivalent to the duties of Class 1820 is considered qualifying.

    B. Coursework applicable to a baccalaureate or higher degree 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 Class 1822.

    Desirable Qualifications: 

    • Extensive experience with and use of Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, SharePoint, Visio, Teams, etc.
    • PeopleSoft experience with one or more of the following Financials & Supply Chain Management (FSCM) modules: Billing, Cash/AR, Accounts Payable, Expense, Commitment Control, Cash Management, eSettlements, Project Costing, Customer Contracts, Purchasing, Strategic Sourcing, Supplier Contract Management, eProcurement, eSupplier Connection. 
    • Experience with the City’s Technology Marketplace procurement process.
    • 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.
    • Administrative Analyst work experience in the Public Sector (Government or Nonprofit).
    • Legal or risk management background.
    • Analysis and reporting of budget, actual, and projected division expenditures to Senior Leadership.
    • Demonstrate commitment to racial and gender equity within the workplace

    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.

    What else should I know?

    Appointment Type:   Permanent-Exempt (PEX) Appointment. Pursuant to the City & County of San Francisco Charter, Section 10.104.13. Any person occupying a position under exempt appointment shall not be subject to civil service selection, appointment, and removal procedures. Exempt employees shall serve at the pleasure of the appointing officer.

    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. 

    Analyst Information: If you have any questions regarding this recruitment or application process, please contact the analyst Kira Sanchez at kira.sanchez@sfgov.org

    CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

    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.