1823 - Senior Administrative Analyst

Payroll Division

Recruitment #PBT-1823-103889



Please note that the filing deadline on this job announcement has been extended for additional recruitment.

Interested applicants are encouraged to apply as soon as possible as this job announcement may close at any time but not before 4:00PM on Friday, February 28, 2020. 

Applicants that already submitted an online application for this recruitment do not need to re-apply.


Note: We strongly recommend all interested applicants to read the entire announcement to make sure that you meet/comply with all the requirements listed in this recruitment by the filing deadline.


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

The Eligible List/Score Report is being established for the San Francisco Community College District  (SFCCD).


Appointment Type: Civil Service (PCS) appointment. Only those candidates that meet the minimum qualifications for class 1823 Senior Administrative Analyst may be invited to participate in the Position Based Testing (PBT) Examination process for this class conducted by the Community College District *For additional details about the Examination process for this position, please refer to the Selection Plan on this announcement.


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


Work Schedule/Load:  One (1) Permanent Civil Service, Full-time (40 hrs/week), Full year (260 days/year) position. 


Job Duties:

•Prepare/File Employer Quarterly and Annual Tax Returns. Following established schedules, loading wage and deduction data from payroll system - balance/reconcile each earnings/deduction code after each Payroll process. Become expert in Affordable Care Act taxing forms and responsibilities, AB 1522 and New Overtime legislation.

•Analyze trends in payroll budget expenditures and revenues, prepares benchmarks and statistical data/charts; coordinates and monitors departmental reporting to US Census, National Child Support Database, and taxing agencies.

•Stay up to date with tax and wage regulations, limits and requirements. Develop method of tracking for CCSF. Train Payroll staff on updates.

•Utilize reports within Banner or create new ones to ensure compliance with Federal tax deposits, reconciling tax accounts and gross to net. Ensure VISA information and corresponding/appropriate taxing requirements are audited.

•Review business rules within Banner. Make sure the business rules are set up correctly to ensure proper programming of earnings and deduction codes have occurred. Make sure payroll data is interfacing properly with retirement reporting to ensure proper service credit is transferred over to SFERS, STRS and PERS.

•Continuously create, update and review various ARGOS reports preferable with regard to exceptions. When an exception is identified, immediately place the exception of a Payroll Exceptions list for proper tracking and ultimate resolution. Develop matrix for Payroll operations as a performance management tool.

•Independently carry out complex financial and payroll work; assist with developing, installing and maintaining new and revised reporting regulations/procedures.

•Analyze and interpret existing, newly enacted and proposed local, state, federal legislation and regulation for policy and financial impact for CCSF; advise management and prepare recommendations with appropriate supporting documentation regarding how to comply with new regulations, Banner implications if relative, and implement and monitor new and revised reporting systems required by legislation.

•Analyze need for administrative policies and procedures related to the department, conduct difficult and detailed studies, identify administrative problems, determine methods of analysis, and identify trends; prepare and present reports with recommendations and appropriate justification and coordinate implementation of approved systems and/or procedures.

•Perform other duties as assigned.

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 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: Work experience with the District as a College Work Study (CWS) student or Lab Aide (3591 Classification) will not be considered or applied as qualifying


Desirable Qualifications

1. Advanced Excel and Word skills.

2. Excellent written and verbal communication skills.

3. Prior tax return and tax remitting experience.

4. Prior experience with analyzing statistical data and benchmarking processes.


Verification of Experience and Education:

Applicants will 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


How To Apply

Application Process: Applications for City and County of San Francisco jobs are ONLY accepted through an online process. To be considered a candidate for this position, an online application must be completed in full (Note: Employment History section MUST be completed) on the City and County of San Francisco’s job website at www.jobaps.com/sf where applicants will be prompted to register or login into your existing account 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


    -Follow instructions on the screen

*You can also watch this video for further assistance with our online application system:



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 (@ ccsf.edu, @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.


The Employment History and Education Portion of the online application must be completed entirely. DO NOT copy and paste your resume, indicate “see resume” or take a poorly similar approach to complete these portions since any of those actions may be considered a reason for immediate disqualification. Applications filled out incompletely; submitted online without all the required materials, and/or that do not meet the specific application requirements listed in this announcement will be marked as “Unsatisfactory” on the element(s) missing and may be cause for ineligibility, DISQUALIFICATION or may lead to lower scores.


Legible copies of letter of interest, resume, academic transcripts/diplomas and any additional documents required in this job announcement may be attached to the online application; however, resumes WILL NOT be accepted in lieu of a completed City and County of San Francisco application.


If you have any questions regarding this recruitment or application process, please contact the exam analyst, Eddie Aguirre, at eaguirre@ccsf.edu


Note: Falsifying one’s academic education, training, or work experience or attempted deception on the application or during any part of the recruitment/selection process may result in DISQUALIFICATION for this and future job opportunities with the City and County of San Francisco.


Application Procedure:

To be considered for this position the following materials must be submitted by the filing deadline. Applicants filed without the required documents will be rejected; Note the employment portion must be filled out entirely.

1. Completion of online application. Start process by clicking on the “Apply for this Position” button at the bottom of this page; AND

2. A letter expressing interest in the position specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this announcement and identifying the department above; AND

3. A current resume summarizing educational background and related work experience; AND

4. Educational verification (normally known as transcripts) or Foreign Degree Evaluation


Verification of Education:

Verification of qualifying education must include copies of transcripts, diplomas and/or certificates to corroborate that the applicant possess the degree and/or courses necessary to meet the education requirements for this position. If a candidate specify that he/she has earned a specific degree, copies of transcript including the degree conferred date, description of degree, major, and all classes and units completed must be submitted with the application at the time of filing. If verification cannot be obtained, the applicant must submit a signed statement (Waiver) with the application explaining why such verification cannot be obtained. Request for waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization, before an application can be processed. Please contact the CCSF Human Resources Department at eaguirre@ccsf.edu for evaluation sources. Failure to submit the required verification or request for waiver with the application at the time of filing will result in rejection of the application.


Verification of Experience:

Verification may be requested at any time during this recruitment and selection process. If requested, verification of experience needed to qualify must be submitted on the employer’s letterhead and indicate the name of the applicant, job title, dates of employment, hours/week, and duties performed and must be signed by the supervisor and/or appropriate company representative. Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement (waiver) with the application explaining why verification cannot be obtained. Waiver requests will be considered on a case-by-case basis. Failure to submit the required verification or request for a waiver with the application at the time of filing will result in the rejection of the application.


Important notes regarding the Required Documents/Application Process:

-It is the sole responsibility of the applicant to ensure that all attachments required in this job announcement have been received by the analyst after submission and prior to the expiration of the deadline date and time stated on this announcement. Applicants will NOT be contacted about missing documentation or attachments.

-Any substitution of the required documents is NOT permitted.

-Applicants meeting the minimum qualification are NOT guaranteed advancement to any of the stages of the examination process.

Selection Plan

  • Application screening for Minimum Qualifications
  • Minimum Qualifications Supplemental Questionnaire (Qualifying only)
  • Written Core Examination (Weight: 50%)
    • Core A Exam (Weight: 35%)
    • Budget Subtest (Weight: 15%)
  • Behavioral Consistency Questionnaire or BCQ (weight: 50%)

Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine applicants’ qualifications. Only those applicants who most closely meet the needs of the Department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.


Selection Procedures

MINIMUM QUALIFICATIONS SUPPLEMENTAL QUESTIONNAIRE (QUALIFYING ONLY): Applicants will be prompted to entirely complete and submit a Supplemental Questionnaire as part of the online employment application process by the final filing deadline. Applicant responses to the Supplemental Questionnaire will assist with determining if the minimum qualifications required to perform essential tasks for the position are met. The information provided must be consistent with the applicant’s information on the application, resume and/or academic records. Once submitted, applicant responses on the Supplemental Questionnaire cannot be changed. Every element is subject to verification.


WRITTEN 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 following is the breakdown of each exam component included in the total weight of the Written Examination:


- Core A Exam (Weight 35%) 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.


- Budget Subtest (Weight 15%) As part of this multiple-choice examination, candidates shall receive a separate test score for the following subtest area:

     Budget Subtest: Ability to monitor budget/expenditures, develop and/or assist in the development of budgets.

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 a specialty subtest be added to that component, you also would receive one additional "specialty" score. 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. 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), 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 retest score would become your official score since it is the most recent.


Date of the Written Examination: Qualified applicants will be notified by email of the exact time, date and location of the examination.


BEHAVIORAL CONSISTENCY QUESTIONNAIRE (Weight 50%): Only qualified applicants that achieved a passing score in the Written Examination (Core A Exam and Budget subset) will be sent additional instructions to complete and submit a Behavioral Consistency Questionnaire by a new deadline established by CCD. This questionnaire will be used to determine the candidate’s relative knowledge and skill levels in job related areas. These areas may include, but are not limited to:

Ability to perform complex analytical work

Ability to identify operational issues and establish internal controls

Ability to gather, manage and analyze complex statistical data

Ability to process institutional/government tax return and tax remitting

Knowledge and abilities to perform forecasting and benchmarking

Knowledge of finance/payroll tools and software

Knowledge of Payroll, accounting, budget, wage and hour regulations, employment Law and tax legislation principles

Knowledge and ability to create ad hoc reports


The information provided must be consistent with the applicant’s information on the application, resume and/or academic records. Once submitted, applicant responses on the Behavioral Consistency Questionnaire cannot be changed. Every element is subject to verification.


Note: Candidates must achieve a passing score on both the Written Core Examination (including all sub-components) AND in the Behavioral Consistency Questionnaire in order to be ranked on the Eligible List/Score Report.


Eligible List/Score Report: The passing score achieved by the qualified candidate on every examination component listed in this job announcement will be counted together to obtain a final score and rank for each candidate on the eligible list.


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.


Duration of the Eligible List: The duration of the eligible list resulting from this examination process will be 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/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/ASO-Level-Chart.pdf?documentID=212466


Certification Rule: The certification rule for the ranked eligible lists resulting from this examination will be Rule of Ten (10) Scores.


IMPORTANT: The department may administer additional position-specific selection procedures to make final hiring decisions.


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.


Reasonable Accommodation Request (ADA): Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can require a reasonable accommodation to participate in this hiring process by contacting the Title 5/EEO/ADA Compliance Officer at 415/452-5053 to make the necessary arrangements. Please be aware that verification of a covered disability under the ADA may be required.  Applicants can find more information on requesting a reasonable ADA Accommodation at:



Veteran’s Preference: Information regarding requests for Veterans Preference can be found at:



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


Terms of the 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-processs 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.


EEO Statement

It is the policy of the City College of San Francisco to provide all persons with equal employment and educational opportunities regardless of race, color, ancestry, national origin, ethnic group identification, religion, age, gender, marital status, domestic partner status, sexual orientation, disability or AIDS/HIV status, medical conditions, gender identity, or status as a Vietnam-Era veteran. These categories specifically include status as a lesbian, gay, bisexual, transgender, or questioning person in any District program or activity. For further information, contact the CCSF Title 5/EEO/ADA Compliance Office at (415) 452-5053.


Exam Type: PBT (Position Based Testing)

Issued:  02/03/2020

Micki Callahan

Human Resources Director

Department of Human Resources

Recruitment ID Number: PBT-1823-103889

CCD / EA / (415) 452-7666 or eaguirre@ccsf.edu


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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