1823 Senior Administrative Analyst (Contract Analyst)
|Date Opened||5/16/2018 08:00:00 AM|
|Filing Deadline||6/6/2018 5:00:00 PM|
|Salary||$45.34 - $55.10/hour; $7,859.00 - $9,551.00/month; $94,302.00 - $114,608.00/year|
|Job Type||Permanent PBT|
This is a Position Based Test conducted in accordance with Civil Service Rule 111A.
About the San Francisco Planning Department (CPC)
The San Francisco Planning Department (CPC) plays a central role in guiding the growth and development in our City. The Department works with other City agencies and the community to help achieve great planning for a great city.
Our mission, under the direction of the Planning Commission, shapes the future of San Francisco and region by: generating an extraordinary vision for the General Plan and in neighborhood plans; fostering exemplary design through planning controls; improving our surroundings through environmental analysis; preserving our unique heritage; encouraging a broad range of housing and a diverse job base; and enforcing the Planning Code.
The Department serves a broad range of constituents, including the citizens of San Francisco, community organizations, elected and appointed policymakers, builders, architects, property owners, tenants, and advocacy groups. All rely on the City's General Plan and the Planning Code to achieve the City's development goals.
This is an opportunity to work in a dynamic, inter-disciplinary, and innovative department and share in our vision to make San Francisco the worlds’ most livable urban place – environmentally, economically, socially and culturally.
For more information about CPC, visit http://sf-planning.org.
Under general direction of the Deputy Director of Administration, the Contract Analyst performs professional level analytical work as the primary contact responsible for handling all aspects of administering professional services and grant contracts for the Planning Department, as either the supplier or the consumer of services.
A substantial portion of the work of the Planning Department is provided through contracts, and the development and administration of these contracts makes a significant business impact on Planning’s ability to execute its responsibilities. Planning work programs incorporate a number of different technical areas for which we seek and administer contracts and grants (such as urban design, community planning, and environmental review). The Contract Analyst's work includes, but is not limited to: participating in and helping to develop a robust procurement schedule; developing, processing, and administering contractual agreements; and communicating clearly during all stages of contract development with multiple stakeholders, from project managers to community partner organizations.
The position is responsible for leading the contract procurement process and managing related activities, including the certification process, terms negotiations, execution, tracking, billing, closeout, and other tasks as needed. The position is responsible for preparing reports for use by Planning management, the Planning Commission, the Historic Preservation Commission, and other stakeholders. The Contracts Analyst will work with Planning management, project managers, and others within and external to Planning, to advise on contracts.
This position also serves as an alternate to the grant writer. Grant writing responsibilities include researching funding opportunities that support Planning’s programs, goals, and financial needs, developing grant proposals in response to solicitations, and monitoring and reporting on awarded grants.The Contract Analyst will also coordinate work with other positions in the Finance group, particularly the Accountant and Special Revenue Analyst.
This position requires someone who is highly organized, works effectively under pressure, thinks critically, knows when to use independent judgment, and possesses excellent written and verbal communication skills.
Essential duties include, but are not limited to:
Preparing and administering newly proposed and existing contract agreements, including review and analysis of agreements and contracts to identify risks, liabilities, or gaps in information and resolves issues including agreements with single and multiple funding sources.
Ensuring contracts are executed according to Department and City policy and in compliance with contractual requirements, including verifying that contracts meet legal and regulatory compliance requirements and applicable deadlines; and developing and maintaining a robust contract procurement schedule in order to identify all the items that will need to be procured for projects as well as the timing required for delivery to the projects.
Coordinating contract negotiations and contract executions with vendors, including advising vendors of policies and procedures and establishing parameters for conducting business with the Department.
Analyzing existing and proposed administrative policies and procedures. This includes the implementation and maintenance of quality control process for contracts and grants practices and participating in developing or modifying policies, procedures, and forms related to contract and grant services.
Providing support during audits and ensuring compliance with all contract audit requirements.
Producing various written communications and creating reports that are clear, concise, and understandable in accordance to departmental and City contracting policies, procedures, and requirements.
Collaborating with contractors, project managers, Department staff, and governmental agencies to facilitate the contracting process, including communicating contract status to both internal and external stakeholders as necessary; and providing guidance and support to department management and staff in the area of contract administration, including guidance on contractual issues, key contractual obligations, potential risks, and terms and conditions, in order to provide management and staff with suitable information for decision-making.
Providing backup support to the grant writer, the principal writer for a variety of planning-related grant applications. This includes effectively identifying and developing successful grant applications related to neighborhood planning, urban design, long-range citywide planning, and historic preservation.
The ideal candidate has strong organizational, work planning, and prioritization skills. The candidate is detail-oriented, self-sufficient, resourceful, collaborative, and decisive. The candidate will possess strong analytical and excellent communication skills, both written and verbal with the ability to communicate professionally, respectfully, and effectively on departmental contract and grants topics.
1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university and three (3) years of 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 college coursework as described in Note B and two (2) years full-time equivalent experience performing professional level analytical work as described in Note A; OR
3. Possession of a baccalaureate degree from an accredited college or university and four (4) 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 college coursework as described in Note B and three (3) years full-time equivalent 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 1823, 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 1822 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 1823.
Note: Applicants must meet the minimum qualifications requirement by the final filing date unless otherwise noted.
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, Michael Eng, by telephone at 415-575-9143, or by email at Michael.Eng@sfgov.org.
Applicants are required to complete a Qualifying Questionnaire as part of the online application process. The purpose of the Qualifying Questionnaire is to allow candidates to self-certify their qualifications for the position. Applicants must also complete the Supplemental Questionnaire and the official application.
Supplemental Questionnaire (Essay Questions) – Weight 50%
Applicants must complete the essay question section as part of the Supplemental Questionnaire during the online application process. The essay questions are designed to measure the knowledge, skills and/or abilities in job-related areas required for the position which may include but are not limited to: written communication ability, project management ability, knowledge of contracts and procurement principles and practices, and grant writing standards and practices.
Only candidates who pass the Written Multiple-Choice Core Examination will have their essay questions scored. Candidates will be ranked on the eligible list based on their supplemental questionnaire score.
Candidates must achieve a passing score on all components of the selection procedures to be placed on the eligible list.
Written Core Examination - Weight: 50%
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;
Ability to communicate written information (includes ability to proofread);
Knowledge of, and ability to apply, financial/fiscal principles (including the ability to use mathematical and statistical formulas);
Ability to comprehend and understand written information;
Ability to use various computer software programs;
Ability to conduct research;
Ability to establish and maintain cooperative and effective working relationships;
Knowledge of, and the ability to apply, principles, practices and procedures involving office operations;
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 any specialty subtests be added to that component, you may receive one or more additional “specialty” scores. 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. This core test is also used for 1820 Junior Administrative Analyst, 1822 Administrative Analyst and 1823 Senior Administrative Analysttherefore your test scores may be applied to one or more of these classes if you choose to apply to future recruitments. This is not the same exam that is used for 1824 Principal Administrative Analyst, as such your scores on this exam are not applied to any 1824 recruitments, and your scores from the 1824 exam cannot be applied to this recruitment. 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(s)], 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 re-test, your re-test score would become your official score since it is the most recent.
Note: Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process. Candidates must pass all test components in order to be placed on the eligible list.
The department may utilize additional position-specific selection procedures to make a final hiring decision.
The certification rule for the eligible list resulting from this examination will be Rule of Five (5) Scores. Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.
The eligible list resulting from this examination 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.
Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list 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 http://www.sfdhr.org/Modules/ShowDocument.aspx?documentID=21246. Search that document by title or job code to see which departments use the classification.
Candidates will be placed on the eligible list in rank order according to their final score.
Applicants may be required to submit verification of qualifying education and experience at any point in the application, examination and/or departmental selection process. Failure to provide the required verification when requested may result in rejection of application and/or removal from eligibility for referral and appointment in this class. 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.
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.
As a finalist 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 finalist. 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 selected as a finalist, the hiring department will contact you to schedule a fingerprinting appointment.
Disaster Service Workers
Reasonable Accommodation Request
Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable accommodation at: 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
Seniority Credit in Promotional Exams
Information regarding seniority credit can be found at: http://www.sfdhr.org/index.aspx?page=20#senioritycredit
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://www.sfdhr.org/index.aspx?page=20 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.
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.
Exam Type: CPE
Issued: May 16, 2018
Human Resources Director
Department of Human Resources
Recruitment ID Number: PBT-1823-086429CPC/ME/415-575-9143
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.