0931 Manager III - Director of DPH Business Office

Office of Contracts Management & Compliance

Recruitment #PBT-0931-100204

Introduction

This is a Position Based Test in accordance with Civil Service Rule 111A.

Position Description:
The 0931, Director of the DPH Business Office, Office of Contracts Management & Compliance, provides direct supervision of the DPH Office of Contracts Management and Compliance (Contracts Office). In this role, this position will oversee the operations of contract processing for the Department of Public Health, which obtains contracted services in excess of $450 million annually. Specifically, the position will provide direct supervision, conduct contract and related document review, track certification status, and lead improvement processes, from development to implementation. The position will have four direct reports and an entire unit (counting the four supervisors) of 27 employees conducting all phases of contract development & certification. This position will also provide support to the Director of the DPH Business Office to design and implement efficiency plans across the DPH Business Office to ensure continuity and efficiency where the Contracts Office overlaps with other units as part of the contract certification process.

Essential Duties:
Under general administrative direction of the Director, job functions include:
1. Supervise the staff offices of Contracts Management and Compliance Unit.
2. Develop, implement and maintain Contracts Office procedures and controls, and manage timelines for contract certification. 
3. Interface and serve as a liaison with the City Attorney, Office of Contracts Administration (OCA), Clerk of the Board of Supervisors, and DPH Business Office Units. 
4. Plan, develop, implement and/or direct complex quality improvement projects to improve day-to-day operations through the identification of alternative solutions and/ or approaches for completing the various interrelated processes utilized in the contract certification process across DPH.
5. Ensure supporting processes, such as solicitations, obtaining required City waivers, etc. are completed in a timely manner.
6. Ensures (and or provides directly) staff training and quality control reviews of staff production. 

The 0931 Manager III, Director of the DPH Business Office, Office of Contracts Management & Compliance performs related duties as required.

Compensation and Benefits:

The normal annual salary range is $124,202 - $158,548.  Appointment above the maximum of the normal range may be considered based on documented and substantiated recruitment and retention issues or exceptional skills.  A special approval process is necessary for appointment above the normal salary range.  For additional information about the City's benefits package, please visit: Municipal Executives' Association Benefit Summary

  

Other outstanding benefits offered with this position include:

·                     Medical, Dental, and Life Insurance; Long-term Disability Plan; Flexible Spending Accounts

·                     Municipal Executives Flexible Credits Defined Retirement Plan

·                     Deferred Compensation; and Social Security

·                     Paid Management Training Program; Wellness Program

·                     Vacation/Holiday/Sick Time; and Administrative Leave

Minimum Qualifications

1.  Possession of a baccalaureate degree from an accredited college or university, AND

2.  Five (5) years (10,000 hours) of professional experience involved in contracting, preferably in a governmental environment. Qualifying experience must include three (3) years (equivalent to 6,000 hours) of experience supervising professionals.

 

One year of full-time employment is equivalent to 2,000 hours (2,000 hours of qualifying work experience is based on a 40 hour work week). Any overtime hours that you work above 40 hours per week are not included in the calculation to determine full-time employment.  

 

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

 

Desirable Qualifications:

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

1. Experience developing and implementing quality improvement projects to improve current operations.

2. Ability to communicate well in large public groups and oversee the work product of a large number of individuals implementing program-based quality improvement activities.

3. Strong organizational skills with an ability to work within multiple systems.

4. Promote change and manage many levels of detail in implementation.

5. Ability to provide leadership as well as ability to negotiate, solve complex problems and resolve conflict.

6. Strong creative problem-solving.

7. Strong facilitation skills.

8. Proven analytical skills- ability to extract, display and interpret data to produce recommendations for future actions.

9. Project management skills and ability to us MS Project or other tools to help teams visualize project phases and maintain focus.

10. Knowledge of metrics and key performance indicators in strategy execution and process improvement.

11. Excellent oral and written communication skills as demonstrated by work products.

 

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
here.

Verification of qualifying experience, when requested, must be documented on the employer's business letterhead and must include the name of the applicant, job title(s), dates of employment, description of job duties performed, and signature of the employer or the employer’s authorized representative. Experience claimed in self-employment will only be accepted if supported by documents verifying income, earnings, business license and experience comparable to minimum qualifications above. Copies of income tax papers or other documents listing occupation and total earnings must be submitted. Employees of the City and County of San Francisco may submit performance evaluations showing duties performed to verify qualifying City experience. City employees will receive credit for the duties of the class to which appointed. Credit for experience obtained outside of the employee's class will be allowed only if recorded in accordance with the provisions of Civil Service Commission Rules. Verification may be waived if impossible to obtain. The applicant must submit a signed statement explaining why verification cannot be obtained. Waiver requests will be considered on a case-by-case basis. Failure to provide the required verification, or request for waiver when requested may result in rejection of application.

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. Make sure your application and any attachments to the application submitted at the time of filing are complete and accurate and include details on all experience, education, training and other information that qualifies you for this recruitment. Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment or inability to receive full credit for scoring purposes. Any new information concerning work experience, education, training and other information that is submitted after the filing deadline may not be used for scoring or considered to determine whether you meet the minimum qualifications.

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

  • Select the desired job announcement
  • Select “Apply” and read and acknowledge the information
  • Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
  • Follow instructions on the screen

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

Applicants may be contacted by email about this announcement 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).

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.

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.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Catherine Yuen, by telephone at 415-554-2869, or by email at Catherine.yuen@sfdph.org

 

 

Selection Procedures

Minimum Qualification Supplemental Questionnaire: (Weight: Qualifying)
Applicants will be prompted to complete a Supplemental Questionnaire as part of the online employment application. This Minimum Qualification Supplemental Questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications for this position. Applicants must also complete the official application. It is essential that applicants provide complete information in identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.

Management Test Battery: (Weight: 40%)
Candidates will be invited to participate in a computer-based examination designed to measure competencies in job-related areas which may include but not be limited to: Problem Solving; Leadership; Decision Making; Interpersonal skill; Human Resources Management; Team Building; Communication; Conflict Management and Process Improvement. For more information about this Management Test (and a suggested reading list) please visit:
http://www.sfdhr.org/index.aspx?page=343.  

A passing score must be achieved on the Management Test Battery in order to continue in the selection process.

This is a standardized examination and, therefore, test questions and answers are not available for public inspection or review.

Scores attained on the Management Test Battery 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 the Management Test Battery. The Management Test Battery may be used for many other classes; therefore your test score may be applied to one or more of these classes if you choose to apply to future recruitments. If the selection process for the future announcement is held within one year of the date of this examination and it includes the Management Test Battery, your score will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score to the other announcement or (b) re-take the Management Test Battery. 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 Management Test Battery is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

Supplemental Questionnaire Evaluation: (Weight: 60%)
Applicants will be prompted to complete a supplemental questionnaire as part of the online employment application process. The Supplemental Questionnaire Evaluation is designed to measure knowledge, skills, and/or abilities in job-related areas which may include, but not be limited to:

Technical Knowledge:  Knowledge of principles and practices of contract of contract solicitation, development, management, competitive procurement & certification process.

Analysis/Decision-Making/Critical Thinking Ability:  Ability to break down complex problems into their essential components, determine the relationships of the components, and effectively resolve the problem.

Planning and Organizational Ability:  Ability to establish an appropriate course of action for self and or others to accomplish a specific goal, makes proper assignments of personnel, and appropriate use of resources (efficient use of time; personally organized) for timely completion of complex work product.

Supervisory Skills:  Ability to manage, supervise, train direct reports to meet Departmental priorities and goals.

Interpersonal Skills:  Ability to work effectively with individuals and groups; deal tactfully and effectively with personnel at all levels and the general public.

Project Management Skills:  Refers to the skill in planning, scheduling, and managing multiple, complex and time sensitive projects.

Written Communication Skills:  Ability to comprehend and interpret written and verbal information; Written communication- prepare reports, memos, correspondence and other documents that are clear and well written; accurately complete forms, logs and other documents.

Applicants must achieve a passing score on both examination components in order to be ranked on the eligible list/score report.  Successful applicants will be placed on the eligible list/score report, in rank order, according to their final score.  

After the eligible list/score report is finalized/adopted:

The department may administer additional selection procedures to make a final hiring decision (e.g. interviews, written exercise, etc.). 

Applicants meeting the Minimum Qualifications are not guaranteed advancement through all steps of the selection process. 

Certification:
The certification rule for the eligible list resulting from this examination will be Rule of the List.  Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

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 twelve months, and may be extended with the approval of the Human Resources Director.

Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list/score report resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Count-by-Job-Codes.pdf. 

Conviction History

As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Conclusion

Statement on Equity, Diversity, and Inclusion: At the City and County of San Francisco, we share a commitment to a diverse, inclusive and equitable community. Each member of our organization is responsible and accountable for what they say and do to make San Francisco an inclusive and equitable place to live and work by employing fair and just practices to and for all.

 

Licensure/Certification/Registration:
Valid licensure as a requirement to perform the job must be kept current throughout length of employment. Failure to demonstrate/show proof of possession of required valid licensure may result in dismissal and/or termination of employment.

 

Note on Electronic Health Record (EHR): The Department of Public Health (DPH) is implementing a unified Electronic Health Record (EHR) system and DPH employees must demonstrate competency in the use of the system that is appropriate for their classification as a condition of employment.

 

Note on Personal Protective Equipment (PPE):
Some positions in the Department of Public Health will require the use of personal protective equipment (PPE), including but not limited to gloves, gowns, eye and face protection, and face-fitting respirators. The requirement for the use of PPE may come on short or no notice. Facial hair or any condition that interferes with a face-fitting respirator’s seal (i.e. comes between the sealing surfaces of the respirator and the wearer’s bare skin) is not permitted when face-fitting respirators are worn, including during initial or periodic respirator fit-testing.
Employees who choose not to shave and do not have either American Disabilities Act (ADA) or Equal Employment Opportunity (EEO) Accommodations do not have the right to alternate work assignments or the option of using a loose-fitting Powered Air Purifying Respirator (PAPR) in place of a FaceFitting Respirator.

 

Medical Examination/Drug Testing:
Prior to appointment, at the Department's expense, applicants may be required to take a tuberculosis (TB) screening test, a medical examination and/or drug test.

 

Terms of Announcement:
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 www.jobaps.com/sf.
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.

 

General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at http://sfdhr.org/information-about-hiring-process or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.

Right to Work:
All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

 

Information on requesting a reasonable ADA Accommodation:

http://www.sfdhr.org/index.aspx?page=20#applicantswithdisabilities

Information regarding requests for Veterans Preference can be found at:
http://www.sfdhr.org/index.aspx?page=20#veteranspreference

Information regarding Seniority Credit can be found at:
http://www.sfdhr.org/index.aspx?page=20#senioritycredit

 

 

 

Exam Type: CPE
Issued: January 29, 2020
Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PBT-0931-100204
DPH/cy /415-554-2869/#01135911, MCCP#81-265

Benefits

All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.

 


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.

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