0931 Manager III - Contracts Manager

Recruitment #PBT-0931-105756

Introduction

This announcement was reopened to amend a clerical error in the Selection Procedures section below. This announcement's supplemental examination is included in the application process.


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

 

Applications for this recruitment process will be accepted on a continuous basis and may close at any time, but not before Monday, January 26, 2015 at 5:00 p.m. Interest candidates are encouraged to apply immediately.

 

This is a Position-Based Test conducted in accordance with Rule 111A. The eligible list resulting from this examination may be utilized for future positions in this class in other City departments.

 

The Human Services Agency's Contracts Office manages $200 million in community based organization contracts, with major workloads supporting HSA's family and children's services, welfare to work, housing/homeless, and aging and adult programs. This workload spans hundreds of contracts, with many new or replacement procurements each year. The office also establishes and manages for profit contracts, blanket purchase orders and hundreds of agreements. The majority of these contracts provide direct services to clients in its many programs. In addition, the Contracts Office manages professional support contracts that are issued to support the work of its Administration Division, and it manages many goods purchases as well.

 

The Contracts Office has an important budgetary role in two respects. (1) HSA budgets for each of its sets of contracts, and the Contracts Office has an important role in helping keep costs for contracted services within budgets. Conversely, it also has an important role in identifying situations where budget authority is inadequate to deliver necessary services. (2) HSA attempts to actively manage its budget during the fiscal year, and to the extent possible, to re-program available resources mid-year to make use of these resources.

 

Position Description  

Under general direction from the Agency's Deputy Director of Finance and Administration, the Contracts Director will direct, manage, supervise and coordinate all contracts and purchases within the Agency. This position is responsible for coordinating assigned activities with other divisions, outside agencies and the general public and providing highly responsible and complex staff assistance to the Directors of the Department of Human Services, the Department of Aging and Adults Services, and the Office of Early Childhood Education. The incumbent will manage a staff and ensure the unit meets performance standards in conducting procurements and developing and executing contracts.

 

Essential Duties:      

1. Plans, directs and monitors the work of the Contracts Division of the Human Services Agency; exercise considerable independence, discretion, and judgment in managing the day to day operations of the Division; oversees the Agency's contracting process, including compliance with legal requirements and ordinances, resolving vendor protests, and providing timely customer service.

2. Manages the work activities of staff to ensure team meets unit and organizational goals. This includes training, coaching, and selecting staff to conduct procurements, develop, execute, and monitor contracts. Provides team leadership, manages conflict, and ensures continuous improvement within the Contracts Office.

3. Develops and adheres to policies and procedures for contractual services of approximately $200 million annually. The Contracts Director develops and negotiates sound contract terms and performance outcome measures; keeps costs for contracted services  within budgets and identifies situations where budget authority is inadequate to deliver necessary services; actively tracts budgets during the fiscal year and reprograms available resources as appropriate.

4. Serves as a liaison for the Agency with the City Attorney, Controller, Civil Service Commission, Human Rights Commission, Contracts Monitoring Division and Office of Contract Administration to ensure that contracts are properly and timely certified; builds strong partnerships with directors and managers in the Agency and assists them with contracts related projects.

5. Assembles commission and board packages, presents materials for the action of commissions or the Board.

6. Responds to requests for information from the public, elected officials and other City departments relating to proposed and contracted services.

7. Confers and advises the Deputy Director of Administration on staffing and organizational issues, allocating resources, setting department priorities, hiring and training staff and resolving personnel issues.    

8.  Provides purchasing oversight that involves increased analysis of trends in commodity purchasing, revising purchasing procedures to address commodity purchasing trends, enforcing purchasing standards and providing related training to HSA staff.

9. Develops all contracts management systems, including files, databases, contract processing protocols, and contract monitoring procedures, and is responsible for on-going maintenance and refinement of those systems.

10. Partners with the Planning Division in building a system to set contract goals and measure performance in meeting those goals.    

11. Identifies opportunities for process improvement, including developing performance based contracts where appropriate and transitioning from a paper-based invoicing process to an online invoicing and reporting system.          

Minimum Qualifications

Education:

1) Possession of a Baccalaureate Degree from an accredited college or university in finance, public or business administration, social science or a closely related field; AND

 

Experience:

2) Five (5) years verifiable experience as a professional in a contract administration section of a large organization; this experience must include three (3) years of experience supervising professionals in the field. 

 

Substitution for Experience: 

Possession of a Master’s degree in Social Work, Business Administration, Public Administration or related field may substitute for one (1) year of the required experience as described above for all specialties.

Substitution for Education:

Additional experience as described above may be substituted for the required degree on a year for year basis for up to two (2) years. Thirty (30) semester units or forty-five (45) quarter units equal one (1) year.

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

 

Verification:

Applicants may be required to submit verification of qualifying education and experience at any point in the recruitment and selection process.

 

Verification of work experience must be on the employer’s letterhead, and must include the applicant’s name, job title, description of job duties, dates of service, and signature of the employer. San Francisco City and County employees do not need to submit verification of their City employment, but must submit verification of outside experience. San Francisco City and County employees will not receive credit for experience obtained outside of their classification unless recorded in accordance with the provisions of the Civil Service Rule 110.9.1.

 

Information on verification requirements for education can be found here: https://sfdhr.org/how-verify-education-requirements

 

Falsifying one's education, training, or work experience may result in disqualification of job opportunities with the City and County of San Francisco.

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 John Kraus by telephone at 415-557-5856 or by email at john.c.kraus@sfgov.org.

Selection Plan

1. Minimum Qualification Supplemental Questionnaire (Weight: Qualifying)

2. Management Test Battery: (Weight: 46%)

3. Supplemental Questionnaire: (Weight: 54%)

Selection Procedures

Minimum Qualification 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 in identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.

 

Supplemental Questionnaire: (Weight: 54%)

Candidates will be prompted to complete a supplemental questionnaire as part of the online employment application. The Supplemental Questionnaire is designed to measure an applicant’s relative knowledge, skills and abilities in job-related areas identified as critical for successful performance.  All responses to the Supplemental Questionnaire are subject to verification and should be consistent with the information provided in your application.

 

Management Test Battery (Weight: 46%)
Candidates will be invited to participate in a computer-based examination designed to measure competencies in job-related areas which may include but not be limited to: Problem Solving; Leadership; Decision Making; Interpersonal skill; Human Resources Management; Team Building; Communication; Conflict Management and Process Improvement. For more information about this Management Test (and a suggested reading list) please visit: http://www.sfdhr.org/index.aspx?page=343

 

A passing score must be achieved on the Management Test Battery to continue in the selection process. A passing score must be achieved on the Management Test Battery in order to continue in the selection process.  This is a standardized examination and, therefore, test questions and answers are not available for public inspection or review.  Scores attained on the Management Test Battery 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 the Management Test Battery. The Management Test Battery may be used for many other classes; therefore your test score may be applied to one or more of these classes if you choose to apply to future recruitments. If the selection process for the future announcement is held within one year of the date of this examination and it includes the Management Test Battery, your score will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score to the other announcement or (b) re-take the Management Test Battery. 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 Management Test Battery is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent. 

 

Candidate scores on this examination may also be applied to other announcements involving other job titles, when directed by the Human Resources Director.

 

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 purposed 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 the 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 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 Resources 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 that use this classification, please see https://sfdhr.org/sites/default/files/documents/ASO-Level-Chart.pdf?documentID21246

 

Certification:  

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

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

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.

 

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.

 

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

 

Veteran’s Preference: http://www.sfdhr.org/index.aspx?page=20#veteranspreference

 

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.  http://www.sfdhr.org/index.aspx?page=20#identification

 

Clerical Errors: Clerical errors may be corrected by the posting of the correction on the Department of Human Resources website at: http://sfdhr.org/information-about-hiring-process#announcementsdefinitions

 

Reasonable Accommodation Request: 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

 

Driver’s License Requirement: Most positions require a valid California driver’s license: http://www.sfdhr.org/index.aspx?page=20#license

 

Exam Type: Combined Promotive and Entrance (CPE)

Issued: 6/23/2020

Micki Callahan, Human Resources Director

Department of Human Resources

Recruitment ID: PBT-0931-105756

HSA/JK/415-557-5856

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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