1823 Senior Administrative Analyst

Senior Contract Analyst

Recruitment #PBT-1823-098714

Introduction



AMENDED TO EXTEND FILING DEADLINE 

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

The Office of Contract Administration/Purchasing (OCA) is the single City department with general authority to purchase products and services for City government (except construction). As such, OCA is the focal point between user departments that need products and services and the vendors that will supply them. It is critical that OCA manage the procurement process in conformance with all applicable laws and regulations, promoting fairness and transparency.

Position Definition: Under general direction, plans, organizes, leads and/or participates in complex, sensitive, and detailed analytical work in the areas of contract administration, project management, legislative analysis, and economic and financial/fiscal policy.

Examples of Important and Essential Duties: 
1. Conducts competitive contract vendor solicitation and selection processes via public bids and requests for proposals; with minimal oversight, processes moderate to highly complex contracts including advertising for bids/proposals, receipt and review of bids, contract negotiation and award, and supports supplier compliance; provides contract information and coordinates with internal staff and external stakeholders including Civil Service Commission, City Attorney's Office, Contract Monitoring Division, Controller's Office, departmental contract managers, buyers, and suppliers/bidders; provides training and technical assistance to staff and contractors on departmental and City contracting policies, procedures and requirements; and prepares contract status reports.

2. In coordination with departmental buyers and contract managers, prepares cost estimates, scope and/or specifications, and terms for new contracts; assists in analysis of costs related to contract change orders and modifications; reviews and analyzes contract provisions; maintains data and information resources on current industry cost standards and city regulations related to procurement of materials, equipment, and labor services; establishes and maintains contact with sources of information including vendors, labor unions and governmental agencies.
 
3. Assists senior managers with the definition, research, and analysis of existing and proposed administrative policies and procedures, as well as organizational and program management issues; conducts difficult and detailed studies; prepares and presents recommendation reports with appropriate justification based on studies, surveys and other research methods; and may coordinate the implementation of new systems and/or procedures.
 
4. Assists senior managers with the analysis and interpretation of existing and newly enacted and proposed local, state, and federal legislation and regulation for policy, procedural, and financial impact on the department; advises management and prepares recommendations with appropriate support documentation regarding how to comply with the new regulations and/or mitigate adverse action against the department; and may assist in the development, implementation and monitoring of new and revised reporting systems required by legislation.
 
5. Assists in the research, analysis and policy recommendations for special projects or highly visible public issues; may direct complex contract and procurement activities; responds to informational requests, including those of a highly sensitive nature; may represent the department to the City Administrator's Office, Board of Supervisors, Controller's Office, Mayor's Office, other city officials, outside agencies and the public; and provides administrative analysis to high-level management and department head.

Minimum Qualifications

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 include at least one (1) year of experience in the development of complex contracting systems and administration of competitive proposal and/or bid processes and complex contractual agreements. Any remaining required experience must be in one or more of the following areas: development and evaluation of complex management/administrative policy; complex budget analysis, development and administration; complex financial/fiscal analysis and reporting; 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 contract law, public or business administration, management, business 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. 

General Notes:
1.One-year full-time employment is considered 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 employment.

2. The above minimum qualifications reflect special conditions associated with the position to be filled. They may differ from the standard minimum qualifications associated with this class code 1823.

Desirable Qualifications:
The stated desirable qualifications maybe used to identify job finalists at the end of the selection process when candidates are referred for hiring.

1. Verifiable experience in contract administration including the procurement, contract management, oversight, analysis, and reporting of citywide and departmental contracts.

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 PBT-1823-098714
  • 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. Resumes will not be accepted in lieu of a completed City and County of San Francisco Employment Application.

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.

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.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Breonna Santiago, by telephone at 415-554-6022, or by email at Breonna.Santiago@sfgov.org.

Selection Procedures

Minimum Qualifications Supplemental Questionnaire (Weight: Qualifying):
Candidates 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 to identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.
 
Written Core Examination (Weight: 100%):
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; and  
  • 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 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.

Qualified candidates will be notified of the exact date, time and location of the examination. A passing score must be achieved on all recruitment components in order to continue in the selection process and be placed on the eligible list.

Certification Rule:
The certification rule for the eligible list resulting from this examination will be Rule of Ten Scores. 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 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/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

Requests: Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at: http://sfdhr.org/information-about-hiring-process#applicantswithdisabilities

Information regarding requests for Veterans Preference can be found at: http://sfdhr.org/information-about-hiring-process#veteranspreference

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

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.

Exam Type: CPE
Issued:  February 12, 2020
Amended: February 26, 2020 to extend filing deadline

Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PBT-1823-098714
ADM/ BDS/ 415-554-6022

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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