1822 Administrative Analyst

Recruitment #PBT-1822-059712

Introduction

This is a Position-Based Test administered in accordance with Civil Services Rule 111A.  

The current position is located in the Department of Finance and Administration at the San Francisco Human Services Agency in the Revenue Management program which is charged with claiming for and receiving all of the state and federal revenues due to HSA.  The eligible list resulting from this examination may be utilized for future positions in this class.  

Who We Are

The Human Services Agency (HSA) is a department of the City and County of San Francisco and the central resource for public assistance in the City. Our mission is to promote well-being and self-sufficiency among individuals, families and communities in San Francisco.  

HSA was formed in 2004 with the merger of two previously existing city departments, the Department of Human Services and the Department of Disability and Aging Services. The Agency retains two commissions and two department heads. The Agency also includes the Office of Early Care and Education.  Our mission is to promote well-being and self-sufficiency among individuals, families and communities in San Francisco.  

What We Do

We provide a safety net for individuals and families by offering income support, community-based living supports, and assistance getting food, housing, and health coverage. We offer programs and services that ensure the protection and safety of children, the elderly and dependent adults. We help people secure employment through training, job search and child care assistance.    

Position Overview

Under direction, the Administrative Analyst performs difficult and detailed professional-level analytical work in a variety of functional areas, such as; development and administration of competitive bid processes and contractual agreements; grant administration and monitoring; budget development and administration; legislative analysis; development and evaluation of management/administrative policy; program evaluation and planning; or complex financial/fiscal analysis and reporting.

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list.

The essential functions of this position include, but are not limited to the following processes which are essential parts of the agency’s ability to submit accurate and timely claims to our funders:

1. Managing the monthly CalWIN/CalACES/CalSAWS Claim process. This includes but is not limited to: creating accurate work papers and gathering additional necessary backup needed for claim submission; filing claims with high degree of accuracy with established deadlines; entering claim into an internal database; ; analyzing actuals to allocations to recommend line item shifts and additional funding requests; communicating with IT personnel and management to identify relevant expenditures; completing any adjustment claims within seven days of receipt of new data and/or new allocations; completing the Single Audit Summary and transaction listing; and completing work papers that support how the CalWIN/CalACES/CalSAWS Claims interact with the quarterly County Expense Claims.  

2. Managing and maintaining the monthly Foster Care Special Payments Analysis process. This includes working with the Assistance Claims unit, maintaining the template, performing the analysis, reporting the results, and ensuring that the financial document is processed in PeopleSoft.  

3. Maintaining staff information in Time Study Buddy, the department’s online tool for staff time studies. Communicating directly with management and payroll to obtain correct information for staff. Entering changes in Time Study Buddy such as time study code changes, unit changes, job class changes, worker classification changes and sets up new employees who time study in Time Study Buddy.  

4. Managing day to day operations of Time Study Buddy. Responding to technical questions from staff within 24 hours by either in person, on the phone, via email, and/or via Skype. Monitoring Time Study Buddy inbox to ensure that all matters are handled or escalated to the Administrative Claims Supervisor.  

5. Assisting with aspects of the quarterly welfare administrative costs claim, the County Expense Claim. Completing various worksheets which may include obtaining data from a variety of sources both internal and external, complex analysis, planning and research, including but not limited to the IT costs portion of the County Expense Claim. This includes gathering and reporting time studies, ensuring that the correct claiming codes are used, and that the supporting work papers are completed on time. This also includes working with the IT department to ensure that the Annual Generic APD is submitted in a timely manner by helping to categorize contracts and calculate ratios.  

6. Working on Special Projects as assigned. This may include project management including research, analysis, written communications, planning and implementation.  

7. Coordinating documentation and responds to initial questions from auditors for various audit processes throughout the fiscal year.  

8. Maintaining and reviewing documents related to the County Expense Claim. This includes obtaining original, audited, adjusted, and audited adjusted reports from the claim system as well as downloading documents from CDSS, analyzing claim notices for economic impacts to the County, and presenting findings to the Administrative Claims Supervisor and Revenue Manager.

Minimum Qualifications

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification.  Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.          

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.

 Applicants must meet the minimum qualification requirements at the time of filing unless otherwise noted  

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 (PBT-1822-059712)
  • 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

Computer kiosks are located in the lobby of the Department of Human Resources, One South Van Ness Avenue, 4th Floor, San Francisco, for use by the public. The hours of operation are from 8:00 a.m. to 5:00 p.m. Monday through Friday.

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

http://www.youtube.com/watch?v=4-kUFHXhBjQ&feature=youtu.be

* Please note: In line with the Official Public Health Order to slow the spread of COVID-19, “shelter-in-place” has been issued for all San Francisco residents that is expected to be in effect until further notice.  As a result, the Department of Human Resources (DHR)’s office (located at 1 South Van Ness Avenue, 4th Floor, San Francisco, CA 94103) is currently closed to the general public. If you have any questions, please feel free to email the Human Resources Analyst listed on this announcement.

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.

Incomplete applications and applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

Resumes may be attached to the application; however, resumes will NOT be accepted in lieu of a complete City and County of San Francisco application. City and County of San Francisco official applications MUST be completed.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Carmen K. Lewis at 415.557.5241 or email at: hsaexams@sfgov.org or Carmen.Lewis@sfgov.org

Verification (proof) of Education

Applicants may be required to provide a copy of diploma or official transcript to verify qualifying education at any time in the application, examination and/or departmental selection process to show that the minimum qualifications have been met. For more information, please visit: http://sfdhr.org/index.aspx?page=456

Applicants who have obtained education form a foreign college or university must provide a Foreign Transcript Evaluation letter from a National Association of Credential Evaluation Service (NACES) approved agency. A list of approved agencies can be found at: http://www.naces.org

Verification (proof) of Experience

Applicants may be required to provide written verification (proof) of qualifying work experience at any time in the application, examination and/or departmental selection process to show that the minimum qualifications have been met. Verification of qualifying experience must be signed by the employer’s authorized representative on the employer's business letterhead, and specify the name of the applicant, dates of employment, job title(s), dates of service and duties performed.

City and County of San Francisco employees do not need to submit verification of their City employment, but must submit verification of outside experience. City employment will be verified by the employee’s record. City and County of San Francisco 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. For more information, please visit: http://www.sfdhr.org/index.aspx?page=20#verification

Notes

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.

Applicants meeting the minimum qualifications are not guaranteed advancement through all of the steps in the selection process.

Selection Plan

Minimum Qualification Supplemental Questionnaire (Weight: Qualifying)

Written CORE Exam - Weight 100%

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.

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.

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;
  • 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.

Notes  

Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.  The department may administer additional selection procedures to make final hiring decisions.  

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

Department Selection Procedure  

The Human Services Agency may administer additional position-specific selection procedures to make final hiring decisions for position(s) in class 1822 Administrative Analyst.  Candidate scores on this examination may also be applied to other announcements involving other job titles, when directed by the Human Resources Director. 

Only those candidates deems best qualified will continue in the departmental selection process, which may consist of an oral interview and/or performance examination.

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

Certification Rule  

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

Score Report/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.

The duration of the eligible list resulting from this examination process will be six (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.

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. Copies of Application Documents   Information can be found at: http://www.sfdhr.org/index.aspx?page=20#copies    

Reasonable Accommodation Request  

Applicants with disabilities requiring reasonable accommodation for this examination must contact the Personnel Analyst at (415) 557-5241 or, if hearing impaired at (415) 775-9484 (TDD).  Information on requesting reasonable accommodation for persons with disabilities can be found at: http://www.sfdhr.org/index.aspx?page=20#reasonableaccommodation     

Clerical Errors  

May be corrected by the posting of the correction on the Department of Human Resources website at: http://www.sfdhr.org/index.aspx?page=20#announcementsdefinitions

General Information Concerning City and County of San Francisco Employment Policies and Procedures

 Mat be found at: http://www.sfdhr.org/index.aspx?page=20    

Driver’s License requirement  

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

Veteran’s Preference  

Information can be found at: http://www.sfdhr.org/index.aspx?page=20#veteranspreference  

Seniority Credit in Promotional Exams  

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

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  

Note on Personal Protective Equipment (PPE) 

Some positions in the Human Services Agency will require the use of personal protective equipment (PPE), including but not limited to gloves, gowns, eye and face protection, and face-fitting respirators. The requirement for the use of PPE may come on short or no notice. Facial hair or any condition that interferes with a face-fitting respirator’s seal (i.e. comes between the sealing surfaces of the respirator and the wearer’s bare skin) is not permitted when face-fitting respirators are worn, including during initial or periodic respirator fit-testing. Employees who choose not to shave and do not have either American Disabilities Act (ADA) or Equal Employment Opportunity (EEO) Accommodations do not have the right to alternate work assignments or the option of using a loose-fitting Powered Air Purifying Respirator (PAPR) in place of a face-fitting respirator.

The Human Services Agency of the City and County of San Francisco shares a commitment to a diverse, inclusive, and equitable community. Each member of our organization is responsible and accountable for promoting success, being compassionate, and ensuring that everyone has a voice to make San Francisco an inclusive and equitable place to live and work by employing fair and just practices to and for all.  

Exam Type:  Combined, Promotive, Entrance-CPE

Issued: October 23, 2020

Carol Isen Acting Human Resources Director

Department of Human Resources

Recruitment ID Number: PBT-1822-059712    

HSA/CKL /415.557.5241   

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, typically a 7.5% 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.



Powered by JobAps