1823 Senior Administrative Analyst

Senior Program Administrator - Engagement & Compliance

Recruitment #PBT-1823-089460

Introduction

Filing deadline extended for additional recruitment.

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

Department Overview

The San Francisco Ethics Commission was created by local voters with the passage of Proposition K in November 1993 and is responsible for the impartial and effective administration and enforcement of laws related to campaign finance, public financing of candidates, governmental ethics, conflicts of interests, and registration and reporting by lobbyists, campaign consultants, permit consultants, and major developers. 

 

The Commission is seeking to fill a Senior Program Administrator position in the Engagement and Compliance Division. This division serves as the primary point of contact to the public for all public disclosure, filing assistance, compliance guidance, training, and education for the full range of programs administered by the Ethics Commission. This position reports to the Deputy Director & Chief Programs Officer.

 

Position Description

Under general administrative direction, the Senior Program Administrator plans, organizes, leads and conducts important, difficult, detailed, and sensitive analytical work that has substantive impact on the programs of the Ethics Commission and, therefore, on those who are served and regulated by those programs. The position provides day-to-day oversight of these programs and is responsible for continuous improvement to ensure their effectiveness. The position also has lead responsibility for managing implementation of new policies, procedures, and practices, and monitoring and reporting on program effectiveness.

 

Essential duties of this position include, but are not limited to the following:   

 

•             Assist in the development and implementation of an annual strategic plan that identifies goals, key deliverables, priorities, resource needs, deadlines, and performance metrics for programs and projects administered, including planning for program filing deadlines, new legislation, and e-filing system implementations to ensure organized and timely completion of work, program effectiveness, and operational efficiency.

•             Develop, implement, and monitor use of effective administrative policies and procedures to ensure standardization of practices across program areas, including applying consistent approach to program communications, protocols, and methods for ensuring compliance, organizing records, assessing program needs, and identifying process improvements.

•             Maintain current knowledge of applicable ordinances, rules, regulations, policies, and systems related to local and state level lobbying laws and governmental ethics laws; apply sound judgment and knowledge of those laws, procedures, and systems in analyzing compliance requirements and effectively solving complex problems related to program operations.

•             Provide timely compliance guidance and filing assistance to lobbyists, major developers, permit consultants,  City officials, and other filers by communicating deadlines and regulatory requirements, managing filer accounts in the Commission’s systems, troubleshooting filing issues (electronic and/or paper), performing research and analysis for inquiries, responding to advice requests by consulting with other program managers, policy analysts, and IT staff, and documenting communications and advice.

•             Maintain and retrieve documents, records, and correspondence in accordance with established procedures for data retention and public records requests.

•             Assist members of the public and filers in accessing Commission’s documents and databases on the department’s website and public computer; respond timely to emails, phone calls, and in-person requests for information from the public.

•             Perform complex, analytical, detailed, and timely review of incoming public disclosure statements filed by lobbyists, major developers, permit consultants, City officials, and other filers to ensure compliance with the laws, procedures, and deadlines administered by the Commission including completeness and accuracy of documents. Promptly notify filers regarding pending requirements or filing errors to facilitate proper compliance and refer non-filers to enforcement division for necessary actions per applicable regulations.

•             Design, implement, and manage datasets that capture comprehensive information about incoming filings in Commission’s disclosure databases for the programs administered; review public disclosures and datasets in different formats on Commission’s website, e-filing databases, and open data portal to ensure data accuracy; resolve public disclosure issues in a timely manner by collaborating with IT staff.

•             Assist in the design of, and execute, program communication and outreach plans to promote the understanding of Commission’s programs, services, laws, and compliance procedures among filers and the public; conduct program specific outreach to communicate filing requirements, reminders, late filing notices, and new legislation using customized notifications, web posts, social media posts, and other channels as applicable; manage filer dashboards and contact lists to enable effective program communications.

•             Create a variety of compliance materials including web content, brochures, training presentations, webinars, training videos, publications, online announcements, training registration forms, online user feedback surveys, internal guides, user manuals, process maps, and program documentation as necessary for the programs administered to enable a greater understanding of programs’ requirements among internal and external stakeholders; schedule and deliver group trainings and/or one-on-one trainings on various programmatic topics for a wide range of audiences. 

•             Review compliance information on the Commission’s website on a regular basis to enhance and redesign content based on user feedback; manage web pages related to programs administered and post new information on the website using content management system to ensure timely and easy access to materials for the public.

•             Utilize the commission’s e-filing systems, databases, and trackers to gather, input, and report on up-to-date information about filings received for a range of programs by preparing spreadsheets, charts, presentations, performance outcome measures, action plans, and program status reports for the leadership team.

•             Prepare and present program evaluation reports, operational statistics, and financial reports to a variety of stakeholders including leadership team, Commissioners, other departments, and the public; provide regular progress updates regarding identified goals and milestones to the leadership team to clarify program needs and timely identify, analyze, and resolve program-related issues.

•             Identify gaps in existing rules, regulations, policies, methods, and practices related to programs administered and recommend changes to strengthen the effectiveness of Commission’s programs; evaluate the effect of proposed regulations/laws on program operations using different approaches which may include interested persons meetings, user feedback surveys, program analysis, cost/benefit analysis, trend analysis, root cause analysis, and impact analysis.

•             Perform analyses of programs, proposals, projects, and work processes by researching and reviewing related information either manually and/or electronically, analyzing complex data, reviewing documentation, interviewing users and experts, identifying issues, prioritizing initiatives, planning resources, mapping processes, and creating reports to accurately relay insights and information to department supervisors and ensure continuous improvement of program operations.

•             Lead highly visible projects and transformational initiatives that have substantive impact on the agency’s cross-functional operations to implement new legislation, innovative strategies, and technology changes; perform requirements analysis, assess program workflows, engage stakeholders, evaluate end-user experience, design solutions, mitigate risks, provide system specifications, conduct system testing, and direct roll-out activities to successfully implement projects and new initiatives.

•             Perform day-to-day oversight of project activities, create and execute plans, coordinate work with other divisions and departments to achieve project objectives, perform change management functions to facilitate smooth adoption of operational changes, and conduct ongoing review of new programs implemented.

•             May act as a resource in preparing department’s budget proposals and supporting documentation to present to the Mayor's Office, Board of Supervisors or other agencies; May coordinate, administer and monitor departmental expenses to ensure that agency’s spending is within budget.

•             Promote knowledge sharing among staff members and assist in cross-training team members on policies, procedures, regulations, systems, operations, and processes related to programs administered.

•             Establish and maintain effective working relationships with staff, senior management, representatives of other departments/agencies, officials, contractors and the public to achieve organizational goals.

•             Maintain confidentiality of sensitive and confidential information obtained through the course of completing assignments while working comfortably in an open government environment.

•             May supervise and train interns, temporary staff or other staff on project basis.

•             Perform other related duties as assigned, including periodic attendance at Commission meetings.

Minimum Qualifications

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

 

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.

 

Highly Desirable Qualifications

The following qualifications are highly desirable and may be used to identify job finalists at the end of the selection process:

•             Possession of a Master’s degree in Business Administration or Public Administration or a closely related field;

•             Knowledge of issues in the areas of government accountability such as campaigns, government ethics, or lobbying and the role and purpose of oversight or regulatory agencies;

•             Experience supervising individuals and diverse teams to achieve goals under the press of deadlines in high-visibility, highly-sensitive or highly-politicized settings.

 

The successful candidate will have a demonstrated track record as a highly organized, analytical, self-motivated, and collaborative professional who also demonstrates a commitment to open and accountable government and a willingness to forego all personal involvement in political campaigns and exhibits the following knowledge, skills, and abilities:

 

Knowledge and Skills:

•             Proven track record of successfully leading and delivering large scale projects and/or programs with varied stakeholders in a cross-functional setting.

•             Demonstrated strong leadership and management skills.

•             Proven track record of providing excellent internal and external customer service and stakeholder engagement.

•             Strong understanding of standard principles, frameworks, and best practices for effective project and/or program management.

•             Analytical expertise demonstrating attention to detail and strategic thinking to set high-level priorities for program operations that align with organizational goals.

•             Strong written and oral communication skills, including effective active listening skills.

•             Experience in preparing well-organized, concise, and accurate documents such as reports, memos, operational handbooks, FAQs, correspondence, and digital content.

•             Experience with developing and providing trainings and presentations to a wide range of audiences in an accurate and engaging manner.

•             Background in methods and approaches to evaluating programs, operations, and performance measures.

•             Experience in data analysis including managing large datasets using business intelligence tools such as Tableau and/or Power BI.

•             Experience with delivering projects and services involving IT systems implementations.

•             Proficiency with the use of computers and software applications including Microsoft Office tools, electronic filing systems, collaboration tools (SharePoint, Skype or similar), web browsers, web content management tools (WordPress or similar), social media platforms, financial systems, and digital signature tools (DocuSign or similar).

•             Knowledge of principles and methods of budget development, implementation, and monitoring.

 

Ability to:

•             Exercise sound independent judgment and make well-reasoned and timely decisions based on careful, objective, unbiased, neutral review and informed analysis of available considerations and factors in highly politicized settings.

•             Synthesize and convey complex provisions of the law in clear, succinct, and understandable terms to a variety of audiences.

•             Perform as a self-driven individual with demonstrated ability to learn new subject matter areas and technology systems in a short period of time.

•             Efficiently organize work, prioritize activities, multi-task, and work quickly and accurately to complete tasks in a deadline-driven environment within a variety of constraints such as limited resources, incomplete information, work interruptions, and changing priorities.

•             Use great interpersonal skills and work well as a part of a diverse team in a fast-paced work setting.

•             Demonstrate a strong work ethic, accountability, high level of integrity, a can-do attitude, and commitment to excellent public service, including the ability to maintain confidentiality of sensitive and confidential information obtained through the course of completing assignments while working comfortably in an open government environment.

•             Apply exceptional problem-solving skills, including the ability to breakdown complex issues and ambiguous situations to make well-informed decisions.

•             Collect, synthesize, and analyze a wide variety of unstructured information.

•             Engage others effectively as individuals and members of a team to solve problems and contribute effectively to foster team spirit, commitment, trust, and achievement of agency’s goals.

•             Adapt flexibly to changing circumstances and demonstrate openness to new ideas and practices. 

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, Waylen Leopoldino, by telephone at (415) 551-8949, or by email at waylen.leopoldino@sfgov.org.

 

 

Selection Procedures

Supplemental Questionnaire (Weight 50%)

Applicants will be prompted to complete a Supplemental Questionnaire that must be submitted during the on-line application process. The Supplemental Questionnaire has been designed to measure knowledge, skills and/or abilities in job-related area which may include, but not be limited to: leading and delivering large scale projects and/or programs with varied stakeholders in a cross-functional setting; demonstrated strong leadership and management skills; understanding of standard principles, frameworks, and best practices for effective project and/or program management; data analysis including managing large datasets using business intelligence tools.

 

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.

 

A passing score must be achieved on the Written Core Examination in order to continue in the selection process including having your Supplemental Questionnaire scored.  Candidates will be placed on the eligible list in rank order according to their final score.  The hiring department may administer additional position-specific selection procedures to make a final hiring decision.

 

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 Analyst therefore 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.

 

Certification

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

 

Eligible List

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 12 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.

 

Verification

Applicants may be required to submit verification of qualifying education and experience at any point in the application, and/or departmental selection process. 

 

When requested, all applicants must submit verification of qualifying education and experience. Verification of qualifying education and experience, when requested, must be submitted on employer’s official letterhead, specifying name of the applicant, job title(s), duties performed, dates of service, and must be signed by the employer or the employer’s authorized representative.  City and County employees will receive credit for the duties of the class/position to which appointed.  Credit for experience obtained outside of the employee’s classification will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rule 110.9.1.  City employees relying upon qualifying work experience gained outside the City and County of San Francisco must submit written verification of such experience as described above.

 

Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement explaining the reason for the request for waiver.  Waiver requests will not be automatically granted, but will be considered on a case-by-case basis. 

 

Failure to submit required verification or request for waiver when requested may result in the rejection of the application.

 

Information on how to verify educational requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456

 

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.  For additional information regarding verification, refer to http://www.sfdhr.org/index.aspx?page=20#verification.

Conviction History

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

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

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.

 

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. The correction of clerical errors in an announcement may be posted on the Department of Human Resources website at https://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.

 

Reasonable Accommodation Request:   Applicants with disabilities who meet the minimum eligibility requirements of a job announcement can find information on requesting a reasonable accommodation at: https://sfdhr.org/information-about-hiring-process#applicantswithdisabilities 

 

Veteran’s Preference: Information regarding requests for veterans preference can be found at: https://sfdhr.org/information-about-hiring-process#veteranspreference

 

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 https://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.

 

Position Based Testing:  More information about position based testing can be obtained at: https://sfdhr.org/information-about-hiring-process#positionbasedtesting

 

County of San Francisco workforce are required to provide verification of authorization to work in the United States.

 

Seniority Credit in Promotional Exams:  Information regarding seniority credit can be found at: https://sfdhr.org/information-about-hiring-process#senioritycredit

 

Exam Type: COMBINED PROMOTIVE & ENTRANCE  (CPE)

 

Issued: August 23, 2018

 

Micki Callahan

 

Human Resources Director

 

Department of Human Resources

 

Recruitment ID number: PBT-1823-089460

 

ETH/WKL  (415) 551-8949

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.

 



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