1822 Administrative Analyst

Recruitment #PBT-1822-087503

Introduction

FINAL FILING DATE: FILE IMMEDIATELY.   RECEIPT OF APPLICATIONS MAY CLOSE AT ANY TIME, BUT NOT BEFORE JULY 5, 2018.

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

The current position is located at the San Francisco Recreation and Park Department (RPD). The eligible list resulting from this examination may be utilized for future positions in this class in other City departments. 

MISSION STATEMENT 

The San Francisco Recreation and Park Department’s mission is to provide enriching recreational activities, maintain beautiful parks, and preserve the environment for the well-being of everyone in our diverse community. 

ABOUT US 

The San Francisco Recreation and Park Department manages and maintains more than 220 parks, playgrounds, and open spaces in the city, including two outside of city limits: Sharp Park in Pacifica and Camp Mather in the High Sierras. Our 4,100-acre system includes 28 recreation centers, 9 swimming pools, 5 golf courses and numerous athletic facilities, including sports courts, ball diamonds, soccer fields and gymnasiums. Included in the department’s responsibilities are Golden Gate Park, Coit Tower, the Marina Yacht Harbor, the Palace of Fine Arts and Lake Merced. More than 2,000 talented individuals are part of our team, from gardeners, foresters, and recreation leaders to park patrol officers, custodians, electricians, painters and more. Our core mission, as it has been throughout our history, is to provide opportunities for San Francisco residents and visitors alike to gather, play, learn, relax, and enjoy nature in the city.

POSITION DESCRIPTIONS  

CAPITAL FINANCE: Under general direction of the Capital Finance Manager, the 1822 Administrative Analyst performs accounting operation functions; responds to inquiries and provides financial information to other units, individuals and the public regarding status of accounts and payments.   

Essential Duties and Responsibilities  

  1. Provides training and guidance to the finance staff to ensure that procedures observed in this unit are compliant with the City and departmental Policies and Procedures.
  2. Plans and prioritizes activities in the financial unit focused on meeting fiscal year-end milestones such as closing outstanding encumbrances and completing the payment of all invoices for expenses incurred in the fiscal year.
  3. May perform analysis of project budgets and capital funding sources to support Capital project managers assigned financial sources and uses; prepare accounting system financial transactions to set up project budgets and spending requisitions, and assist in the preparation of grant reimbursements and advances as needed.
  4. Process Public Works fund transfers for Recreation and Park projects that involve DPW services such as Architecture, Engineering, Construction Management, etc. 
  5. Oversees the tracking of the transaction cycle of items included in the Continuous Monitoring Data established by the Controller’s Office and recommend efficiencies that will maintain positive results or improve declining results.
  6. Assists in audit preparation; participates in developing responses to audit findings and implements action plans intended to address findings.
  7. Coordinates the implementation of new systems and/or procedures related to the responsibilities of the financial unit.
  8. Advocates for observing internal controls as well as maximizes efficiencies through collaborative efforts during the performance of functions in the Finance section.
  9. Performs research, compiles and analyzes information/data regarding a variety of administrative, management, fiscal and organizational issues; identifies issues and determines solutions in consultation with supervisor, manager, departmental personnel and other individuals/experts; gathers relevant data, information and/or documentation from a variety of sources; analyzes information and documentation and develops tentative findings; discusses and/or coordinates analysis and tentative findings with supervisor, management staff and/or other appropriate individuals; develops or assists in developing recommendations and/or course of action; gathers additional information and/or revises methodology as needed. Recommends and submits process enhancements or modifications in order to capture efficiencies in the financial unit.
  10. Performs related duties and responsibilities as assigned.

PURCHASING: Purchasing and Contract Administration for the Recreation and Park Department (RPD) consists of a small group of staff tasked with the procurement of all materials, supplies and services for RPD.  In addition, staff perform a variety of related administrative support function including uniform management and facility management related duties.  Under general direction from the manager, this position will perform detailed analytical work in a variety of functional areas such as administration, policy development, contract administration, purchasing, and storeroom management.

Essential Duties and Responsibilities  

Purchasing: Under supervision, initiates direct purchase orders for all materials and supplies, and equipment for all RPD divisions. Management of the Staples contract orders for RPD staff.

IT Equipment Purchasing Process: Under supervision, initiation of requisitions for the IT purchasing process.

Contract Administration: Under supervision, may assist in performance and development and administration of competitive bid processes and contractual agreements for personal and professional contracts and construction related services including preparation of documents for Civil Service Commission and Contract Monitoring Division review and approval, request for proposals, solicitation of bids, contract preparation and contract administration. 

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.

(Note: 2000 hours of qualifying work experience is based on a 40 hour work week.)

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.

Special Condition: Candidates must possess the following special condition:

At least one (1) year of experience in complex financial/fiscal analysis and reporting.

The above minimum qualifications reflect a special condition associated with the position to be filled.   They may differ from the standard minimum qualifications associated with this classification.

DESIRABLE QUALIFICATIONS:

The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring.

Capital Finance

  • Experience in applying the Generally Accepted Accounting Principles (GAAP) and basic knowledge of governmental accounting
  • Highly detail-oriented
  • Excellent oral & written communications
  • Advanced proficiency in Access, Excel and Power Point

Purchasing

  • Experience with City of San Francisco Supplier Compliance process including equal benefits compliance process.
  • Experience procuring vehicle and equipment, construction related services and professional services in a government setting.
  • Knowledge of: the principles, procedures and legal standards required to provide professional-level analytical assistance to administrative staff in such areas as development of management/administrative policies and procedures; analysis of existing and proposed legislation, legal standards and regulatory mandates; development and administration of contractual agreements; and/or grant monitoring and administration.
  • Ability to use work-related computer applications, including e-mail, word processing, spreadsheets, databases and the internet. Proficiency in Microsoft Office programs including Excel and Word; PeopleSoft.
  • Strong customer service skills. Interpersonal and human relations skills necessary to work with staff, contractors, consultants and suppliers.
  • Excellent written & oral communication skills
  • Ability to maintain files, contract documents, insurance certificates, and monitor validity of documents.
  • Ability to lift at least 35 pounds.
  • Possession of a valid California driver’s license.
  • Ability to exercise individual judgment and discretion to enforce applicable laws, regulations & procedures.

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 1822 Administrative Analyst job announcement (PBT-1822-087503) 
  • 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.

Resumes may be attached to the application; however, resumes will not be accepted in lieu of a completed City and County of San Francisco application.  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, Eugenia Paw, by telephone at 415-831-6824, or by email at eugenia.paw@sfgov.org.

 

VERIFICATION:

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Failure to provide the required verification when requested may result in rejection of application and/or removal from eligibility for referral and appointment in this class.  Refer to the following links for verification:  

Verification Guidelines: http://www.sfdhr.org/index.aspx?page=20#verification  

Education Verification: http://www.sfdhr.org/modules/showdocument.aspx?documentid=18441   

NOTE:  Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification from this and future job opportunities with the City and County of San Francisco.

Selection Procedures

Supplemental Questionnaire:

Applicants are required to complete a Supplemental Questionnaire as part of the online application process.  The Supplemental Questionnaire is for informational purposes only and will not be scored. The supplemental questionnaire may be used to determine candidates' experience, training and education as they relate to the job-related knowledge, skills and abilities needed to perform the essential functions of class 1822 Administrative Analyst.  Responses on this supplemental questionnaire will be evaluated to determine if you meet the minimum qualifications of this position.

Written Core Examination (Weight: 100%):

Candidates deemed eligible 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 Analyst therefore 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.

NOTE:  Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

Certification Rule: 

The certification rule for the eligible list resulting from this examination will be Rule of Ten Scores.  The hiring department may conduct additional selection processes to make final hiring decisions. 

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 twelve (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 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 http://www.sfdhr.org/Modules/ShowDocument.aspx?documentID=21246.  Search that document by title or job code to see which departments use the classification.

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

Reasonable Accommodation Request:

Applicants with disabilities who meet the minimum eligibility requirements of a job announcement can find information on requesting a reasonable accommodation at http://www.sfdhr.org/index.aspx?page=20#applicantswithdisabilities

Seniority Credit in Promotional Exams: 

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

Veterans Preference:

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

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://www.sfdhr.org/index.aspx?page=20 or hard copy at 1 South Van Ness Avenue, 4th Floor.

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.

Copies of Application Documents: Applicants are advised to keep copies of all documents submitted.  Submitted documents become a permanent part of the exam record and will not be returned.  The hiring department may require applicants to submit the same documents and/or additional documents at a later date.

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.

Additional Information: General Information concerning City and County of San Francisco Employment Policies and Procedures may be found online at: http://www.sfdhr.org/index.aspx?page=20.

Exam Type: COMBINED, PROMOTIVE & ENTRANCE
Issued: 6/21/18
Micki Callahan, Human Resources Director
Department of Human Resources
Recruitment ID #: 087503
REC/EP/(415) 831-6824

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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