1822 Administrative Analyst, Systems Project Coordinator

Recruitment #PEX-1822-090215

Introduction

PMO Systems Project Coordinator
City Job Class:  1822 Administrative Analyst

Controller’s Office -  Systems Division

 

The Controller’s Systems Division designs, develops, delivers and supports enterprise applications that are used by over 35,000 active City employees, 75,000 retirees and 25,000 city suppliers. These applications are referred to as SF Employee Portal, SF People & Pay, SF Financials, SF Procurement, SF Learning, and SF Reports and Analytics systems. Collectively, these applications deliver mission-critical services to 55 City Departments, eliminating the need for hundreds of independent legacy systems and customized applications; improving the standardization, transparency, and efficiency City’s business processes; and enhancing the City’s ability to supports its current, future and past workforce.

The Division is committed to improving user adoption and expanding application functionality to better support our users changing needs. To support this vision, we have created a new position on our Project Management Office (PMO) team for an experienced, accomplished and enthusiastic Project Coordinator with a background building and managing programs for cross functional and enterprise-level processes within an organization.

The Systems Division PMO team supports the implementation of the Division’s goals by developing and implementing projects and strategies that provide valuable insights, productivity enhancements, and transparent collaboration. Qualified candidates must be able to interact positively with stakeholders across the full spectrum of business unit owners and demonstrate ownership of deliverables. Ability to build and maintain rapport, understand and adapt to nuances of different internal customers, and adapt rapidly to dynamic business requirements is critical.

The candidate will represent the Systems Division’s PMO and will partner across functions on program delivery. The ideal candidate will enjoy working in dynamic and high-growth environments, have experience in managing complex projects in support of scalable solutions, and be interested in shaping and growing the System Division’s PMO governance and methodology. Under general direction, reporting to the PMO Manager, the incumbent is responsible for a broad range of activities:

 

Responsibilities:
Responsible for employing standard project management methods and techniques to ensure successful completion of technology related projects, including system upgrades or implementations. Projects can vary from small, short term projects through large, enterprise level projects across functional areas. Responsible for producing or managing the production of the entire portfolio of project deliverables, including project timelines, budget, task and issue tracking, etc. Engages clients and functional peer groups in information gathering/research, issue identification and management, and change management/acceptance.

 

Essential Duties:

  • Project planning: May assist in planning project kickoff meetings and perform tactical activities, under the direction of more senior project personnel, relative to project planning activities. Assesses project plan for each workstream to ensure duration, timing, sequencing and inter-dependencies are correctly identified and align to project Critical Path Timeline.

  • Project tracking: Accomplishes all work within established methodologies and standards. Actively manages/enforces project plans and applies Change Control to assess proposed changes to Plan of Record and coordinates with work stream leads to recalculate impact of any changes or delayed activities to build weekly status reports.

  • Issues management: Identifies and tracks project issues, resolving issues where possible or escalating to more senior project team members when needed. May identify risks and participate in mitigation activities. Actively manages risks/issues and escalates to Program Manager; proactively informs PMO of potential risks and gaps.

  • Change management: Partners with clients and project team members to drive communications and change management activities for each project deliverable. May be responsible for participating in the development of communications and change management materials.

  • Business and process improvement: Identifies opportunities for business or process improvement; makes associated recommendations as appropriate.

  • Customer Service: Actively engages clients through all phases of the project life cycle, ensuring client satisfaction through timely communication and consistent completion of deliverables within communicated timeframes.

 

Desired Qualifications:

  • 2-5 years of project management experience
  • Program management and support experience with matrixed team from gathering and documenting complex business requirements through testing and execution
  • Proven ability to coordinate a diverse set of business users to develop cohesive and streamlined requirements, documentation and user acceptance criteria
  • Must be a self-starter, highly motivated, able to shift directions quickly when priorities change, think through problems to come up with innovative solutions and deliver against tight deadlines
  • Demonstrated confidence and interpersonal skills to achieve effective working relationships at all levels
  • Strong influencing and negotiation skills
  • Willing to receive direction and guidance within a team environment, adopt and develop best practices and circumnavigate
  • Project Management Certification or demonstrated interest in attaining
  • Experienced use of JIRA, Bootcamp, Smartsheet, MS Project Online and similar tools
  • Strong presentation creation and delivery skills (PowerPoint, Prezi, Keynote)

 

Ideal Candidate:

  • Excellent communication skills including speaking, writing, editing and/or content organization experience.
  • At least two years of experience in the public sector or technology sector.
  • Excellent interpersonal skills, including ability to communicate with a highly diverse range of clients and coworkers.
  • Demonstrated experience managing communication projects.
  • Website management skills and experience with SharePoint.
  • Experience with Animation, Infographic and Survey tools.
  • Demonstrated experience in preparing and providing public presentations to large audiences.
  • Experience using data to monitor issues and solve problems.
  • Demonstrated ability to establish and maintain good working relations with department personnel, staff, vendors, peers, and management.

Minimum Qualifications

1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university; and one (1) year 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 coursework as described in Note B; OR

3. Possession of a baccalaureate degree from an accredited college or university, and two (2) 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 coursework as described in Note B and one (1) year full-time equivalent experience 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 1822, 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 1820 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 1822.

How To Apply

Applications for City and County of San Francisco jobs are being 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).

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, NAME, by telephone at PHONE, or by email at EMAIL.

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 analyst, Vicente Centeno, by telephone at (415) 554-7506, or by email at Vicente.Centeno@sfgov.org

 

Selection Procedures

The selection process will include evaluation of applications in relation to minimum requirements.  Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.  Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates.  If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.

Notes:  Applicants who meet the minimum qualifications are not guaranteed advancement through all of the steps in the selection procedure.

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

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.

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

Recruitment Type:  PEX
Issued:  9/10/2018
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-1822-090215
CON/VC/415-554-7605



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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