1820 Junior Administrative Analyst

Recruitment #PBT-1820-103866

Introduction

 Junior Administrative Analyst

Accounting Operations and Suppliers Division

Job Description:

As part of the Accounting Operations and Suppliers Division (AOSD) of the Controller’s Office, the 1820 Junior Administrative Analyst analyzes accounting and financial activities; prepares and maintains financial and supplier records and reports; performs accounting and financial data cleanup; updates and maintains financial data structure; updates and interprets existing policies, regulations and procedures relating to accounting and financial activities; makes regular contacts with other City departments, the general public and outside organizations in connection with accounting and financial operations; responds to inquiries and provides financial and operational information;  posts entries to financial ledgers; performs operations involving automated financial systems; may support Citywide accounting operations and financial analysis as part of the Controller’s Financial & Accounting Support Team (FAST).

 

Essential Duties:

  • Provides departmental assistance to ensure accurate and timely recording and analysis of financial information in the City’s accounting system (PeopleSoft Financials & Procurement) in compliance with Controller’s policies and procedures.
  • Performs financial and supplier data cleanup
  • Processes financial, accounting, budget, general ledger, payables, purchasing, encumbrance and other transactions using PeopleSoft
  • Records bank deposits in the financial system; reconciles bank statements and revolving fund balances 
  • Researches, analyzes and updates the financial and accounting policies & procedures for the City and AOSD 
  • Analyzes and maintains the data structure including chartfields in PeopleSoft 
  • Initiates requests to update coding, role mapping, workflow, or other system functionality for assigned departments 
  • Analyzes the City's current risk assessment, financial reporting and monitoring of grant sub-recipients 
  • Records transactions for full grant cycle from budget set up through closeout and maintain and organize records for assigned grants 
  • Runs reports and queries as needed to support tasks using Oracle Business Intelligence, PeopleSoft Query, and PeopleSoft nVision 
  • Creates and updates MOUs for interdepartmental services with AOSD as the performing department
  • Analyzes, coordinates, and maintains time entry system for FAST, Post Audit and continuous monitoring billable hours in SharePoint or other software 
  • Reconciles and prepares FAST billing, budget, and other interdepartmental services transactions. 
  • Assists with preparation of the Comprehensive Annual Financial Report, the Single Audit, and reporting to other governments 
  • Analyzes and monitors P-Card activities for continuous monitoring and audit purposes 
  • Researches and analyzes disaster and emergency procedures including accounting codes setup, financial report running &retention, and emergency purchasing & payment  
  • Researches and analyzes Citywide accounting activities during the annual Post Audit process; assists with Post Audit communication with City departments including but not limited to finding summaries, emails, memos, and audit letters 
  • Assists with all aspects of in-class and online financial systems and accounting policies training including training scheduling, preparing, delivering and evaluation
  • Analyzes, approves, and maintains supplier data and records 
  • Coordinates and manages helpdesk tickets for supplier and accounting operations related inquiries 
  • Conducts various legislative research and analysis on SF Charter, SF Admin Codes, IRS Tax Codes, Federal OMB Circular etc.  
  • Responds verbally and in writing to phone, email and in-person questions and requests for information from the public and other City departments 
  • Assumes FAST assignments as needed 
  • Performs related duties as assigned

Minimum Qualifications

1. Possession of a baccalaureate degree from an accredited college or university; AND one (1) year of professional experience in budget analysis, financial analysis and reporting, legislative/policy analysis, or contract/grant administration; OR

2. Possession of a baccalaureate degree from an accredited college or university in accounting, finance, public or business administration, economics, urban studies, public policy or a related field

SUBSTITUTION: 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 (2,000 hours) of additional qualifying experience will be considered equivalent to 30 semester/45 quarter units
 

In addition to the Minimum Qualifications listed above, this position has additional requirements. In order to qualify for any of this position, applicants must meet the following Special Condition:

One (1) year Excel finance/budget Experience.

·        Microsoft Excel experience performing complex functions of a financial and budget nature, including database development and maintenance, crafting Pivot tales utilizing massive databases from outside sources, use of lookup tables, graphing of spreadsheet data, linking spreadsheets and tables, use of complex formulas using statement logic, template development, subtotaling data, and data sorting, merging, grouping and filtering features within spreadsheets.

 

Desired Qualification:

  • Proficiency in Peoplesoft Procurement, Peoplesoft Financials, Oracle Business Intelligence, and Microsoft Office
  • Strong written and oral communication skills

Selection Plan

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.

Written Core Examination (Weight: 70%) 

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;

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 Analysttherefore 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.

Performance Exam (Weight: 30%)
Candidates who pass the Written Exam will be invited to participate in a performance/oral exam, designed to measure their relative knowledge, skills and abilities in job-related areas. The exam will focus on analytical skills, financial analysis, knowledge of spreadsheets and databases, and policy analysis.


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 six 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. 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. Search that document by title or job code to see which departments use the classification.

Certification:
The certification rule for the eligible list resulting from this examination will be Rule of Three (3) Scores.  Additional selection processes may be conducted by the hiring department prior to making final hiring 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.

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

Exam Type: Entrance   
Issued:  July 7, 2020
Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: 103866
CON/KP/ 415-554-5246

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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