Career Opportunity

1824 Principal Administrative Analyst, Contracts and Procurement, Finance and IT Division - SF Municipal Transportation Agency

Recruitment: RTF0147286-01156309

Published: May 01, 2024

Accepting applications until: May 22, 2024

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

About:

APPOINTMENT TYPE: Temporary Exempt - Full Time not to exceed three (3) years – This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer

Application Opening: May 1, 2024

Deadline to Apply: May 22, 2024

Recruitment ID: 147287

Salary: $134,212 to $163,150 annually

Please Note: A resume must be attached to the online application.

IMPORTANT: Your application MUST include responses to the supplemental questionnaire found here: https://forms.office.com/r/drnixBGMD1.

Applicants must complete the supplemental questionnaire and the online application by the filing deadline.  The application will not be reviewed without a completed supplemental questionnaire and vice-versa.

Division:                     Finance & Information Technology

Section/Unit:             Contracts and Procurement

Work Location:            1 South Van Ness, 6th Floor, San Francisco

Work Hours:                  Monday- Friday, 8 AM-5 PM

Role description

General Description

The SFMTA Contracts & Procurement Section strives to provide excellent customer service in contracting and procurement services to support the operations of all Agency departments. The vision of the SFMTA Contracts & Procurement Section is to promote success through collaboration with client departments by providing the highest quality contracting services through full and open competition, inclusion, fairness, and use of best practices. It’s mission is to support the success of client departments by promoting a customer-focused business culture and developing high quality, best value contracts and solutions to meet the community’s needs through increased competition, inclusion, and the use of best practices.

Project Description:

The SFMTA receives federally funded contracts that support large capital projects in the 20 -year Capital Improvement Program including the $300M Train Control Upgrade Program (TCUP) and $1B Fleet procurement. The federally funded projects and procurements need to be handled properly and timely to prevent project delays and the potential of losing hundreds of million dollars federal funds (FTA, FHWA, TSA, etc.). In addition, this project seeks to expedite contracting processes that uniquely affect procurement and services for transit related service delivery. 

Position Description:

Under general direction, the Principal Administrative Analyst plans, organizes, leads and/or participates in complex, sensitive, and detailed analytical work in the areas of budget, financial/fiscal, economic, legislative, and administrative policy and/or contract administration.  The Principal Administrative Analyst will play a key role on the Contracts & Procurement team that manages the contract processes providing direct and indirect divisional support of project delivery, programs, and operational functions throughout SFMTA.  This position will work directly with Managers to establish contracts for various services and goods related to project delivery and to analyze the contractual options as it relates to the needs of each project.  This position prepares solicitations and contract documents; manages the procurement process through the award process in compliance with SFMTA policies and procedures as well as local, state, and federal rules and regulations; and maintains information and documentation, collects data, and prepares a variety of reports, memoranda, and correspondence.

Examples of Important and Essential Duties:

• Works with various stakeholders to assess elements of project delivery to determine contract options best suited for each project in compliance with local, state, and federal rules and guidelines.
• Prepares, develops, and administers procurement and contract documents and solicitations, including invitations for bid (IFB), requests for proposal (RFP), and requests for qualification (RFQ) with a clear understanding of the project delivery or operational scope and schedule.
• Identifies and analyzes needs, goals, funding, and other criteria in the development of contract specifications; Ensures that all procurement and contracts comply with SFMTA policies and procedures, City and County of San Francisco Administrative Code, California law, and Federal regulations.
• Provides guidance on procurement functions including contract award and administration; makes recommendations to management for resolution of contracts and procurement issues.
• Reviews, prepares, and analyzes cost estimates and terms for financially significant new and existing contracts, change orders, and modifications; prepares reports of analyses and related documents; analyzes claims for additional cost reimbursement to determine validity; analyzes contract provisions to determine appropriate reimbursement amount; conducts negotiations with contractors with regard to additional contract terms, cost reimbursement and change order provisions.
• Reviews and approves contracts, contract amendments, contract service orders and task orders, revisions, terminations, contract closeouts and contract assignments.
• Prepares contract status and project delivery reports; conducts competitive contract vendor selection processes including public bids and requests for proposals, distributes and places advertisement and public notices for contracts; processes moderate to highly complex contracts including advertising for bids/proposals, receipt and review of bids, contract negotiation and award, and routing through signature/documentation process to certification; provides information to staff and provides training and technical assistance to staff and contractors on departmental contracting policies, procedures and requirements.
• Maintains files and documentations related to assigned contracts, projects and responds to external reviews and audits by providing appropriate documents.
• Performs related duties and responsibilities as assigned.

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.

Note: One-year full-time experience is equivalent to 2000 hours. (2000 hours of qualifying work experience is based on a 40-hour work week.). Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time experience.

Desirable Qualifications:  

The stated desirable qualifications may be used to identify candidates advancing to the interview process and/or to identify job finalist(s) at the end of the selection process when referred for hiring.

• Knowledge and working experience of the principles, standard process and procedures of contract administration, contract management, and procurements.
• Experience communicating and working with a large diverse workforce of people with different cultures, backgrounds and opinions including engineers, maintenance staff, stakeholders, and the public.
• Ability to prioritize and organize multiple assignments, and contracts with various deadlines.
• Demonstrate ability to take initiative and work in a proactive manner, and fast paced environments.
• Experience in complex contract writing and document control. 
• Experience in public contracting and procurement in a mass transit environment
• Experience and knowledge in FTA Contracts and Procurement Processes,
• Experience in FTA contract reporting and auditing.

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. More information can be found at: https://sfdhr.org/information-about-hiring-process#verification. 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.

Selection Process:

Applications will be screened for relevant qualifying experience.  Additional screening mechanisms may be used to determine candidates' qualifications.  Only those applicants who most closely meet the needs of the Agency will be invited to move forward in the selection process.

• 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

This recruitment may be utilized to fill similar positions in this classification at SFMTA.

For questions or inquiries, please contact the analyst, Tracy Pon at Tracy.Pon2@sfmta.com.

All 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.