1824 Principal Administrative Analyst

Recruitment #PBT-1824-104364

Introduction

1824 Principal Administrative Analyst

Audits Business & Data Manager
City Performance Business Manager

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

The Office of the Controller’s vision is to be a model for good government and to make the City a better place. The City Services Auditor (CSA) division, created by a voter-approved City Charter amendment, seeks to improve public service delivery and promote efficient, effective, and accountable government. Charter Appendix F grants CSA broad authority to:

• Report on the level and effectiveness of San Francisco’s public services and benchmark the City to other public agencies and jurisdictions.
• Ensure the financial integrity and improve the overall performance and efficiency of city government.
• Conduct financial and performance audits of city departments, contractors, and functions to assess efficiency and effectiveness of processes and services.
• Operate a whistleblower hotline and website and investigate reports of waste, fraud, and abuse of city resources.

CSA performs many important services for city government and is comprised of two divisions:

Audits: provides an independent, risk-based assessment of the City’s $12 billion budget for its host of major public service offerings, infrastructure, suppliers, contractors and community-based organizations. Audits staff has expertise in capital project and contractor auditing, data analytics, investigations, evaluating network and system security, and auditing compliance with financial and operational requirements and leading practices.
City Performance: provides financial and operational analysis, process improvement, performance reporting, program evaluation, and other work to help city agencies improve public services. City performance procures expert professional services where needed and manages technical and consultant contracts efficiently on behalf of other city departments.

To learn more, view CSA’s fiscal year 2019-20 work plan.

TWO POSITIONS ARE AVAILABLE: Audits Business & Data Manager and City Performance Business Manager

Overall Position Description:
Under general administrative direction, the Principal Administrative Analyst (Business Manager) plans, organizes, leads and coordinates operational processes and supervises staff engaged in complex, sensitive, and detailed analytical work to manage each Division’s annual work plan, budget, resource planning, organizational performance reporting, and other duties as assigned.

AUDITS BUSINESS & DATA MANAGER

About Audits
CSA’s Audits division has actively and successfully assisted the Controller in fulfilling its mission by providing best in class audit services that assist City leadership in making strategic decisions to improve the economy, efficiency, and effectiveness of government services. In the past six years, the audit organization has:

• Received three national awards from the Association of Local Government Auditors recognizing the quality of audits and the impacts of how the audits have shaped city policies.
• Passed (without deficiencies) the triennial peer review required by Generally Accepted Government Auditing Standards in 2011 and 2014.
• Issued a total of 898 recommendations in the past two fiscal years, with a citywide recommendation implementation rate of 97 percent after two years.
• Developed and successfully implemented mission-critical audit programs, including those related to construction and capital programs, IT and cybersecurity auditing, and various citywide key business processes.
• Successfully managed a highly-regarded Whistleblower Program that receives, investigates, and/or refers more than 300 complaints per year, and, on an average, sustains about 20 to 30 percent of those complaints.
• Received the 2016 David M. Walker award from the National Intergovernmental Audit Forum for excellence in government performance and accountability, through the Director of City Audits’ leadership.

About the Position
Under the general direction of the Director of Audits and Deputy Director of City Audits, the 1824 Principal Administrative Analyst will perform difficult, complex and sensitive analytical work that has a substantive impact on the operations, activities and deliverables of the Controller’s Audits division. This will include, but is not limited to:

Audits Organizational Management
• Lead organizational initiatives by working with Audits leadership and staff to identify, track and improve organizational processes;
• Manage organizational performance measurement and reporting for Audits staff, Controller’s Office leadership, and other stakeholders as identified;
• Oversee the operational needs of Audits, including managing policies and procedures, coordinating business systems administration and implementing improvements, and overseeing processes to manage logistics and technology needs;
• Administer contract development for and managing outside experts and contractors used by the Audits Unit;
• Directly supervise junior analysts, and effectively collaborate with CSA staff at all levels;
• Make informed, effective decisions and take responsibility for project/task completion;
• Coordinate with City Performance to develop CSA’s quarterly bills, monitor expenses, and provide budget and work order updates to CSA and Controller’s Office leadership; and,
• Other duties as assigned.

Audits Project Portfolio and Staff Resource Management
• Coordinate Audits’ annual work planning process in collaboration with City Performance, setting timelines, developing common tools and resources, developing draft work plans and ensuring they meet divisional goals and budget allocations, and developing the annual work plan report;
• Track, analyze and report on the work plan projects, staff resources and portfolios, and progress against key performance measure on an ongoing basis and provide recommendations to improve effectiveness and efficiency of resource deployment and use;
• Facilitate ongoing resource planning and allocation, oversee implementation of staff assignments into CSA’s systems, and manage resource reporting and tracking processes;
• Provide recommendations to improve effectiveness and efficiency of audit resources' deployment and use;
• Manage the Audits staffing plan, including forecasting staff hours, tracking positions, coordinating with Controller’s Office human resources on recruitment and hiring processes, and overseeing new employee orientation activities; and
• Manage the Audits training plan, including identifying staff training needs, coordinating processes to develop and administer trainings, acting as central contact on training opportunities, reimbursements, and tracking.

Audits Project Management and Consulting
• Lead and administer the unit's audit recommendation follow-up program to assess, monitor and document recommendation implementation and report to City leadership and oversight committees;
• Coordinate development and implementation of various aspects of the Unit’s citywide emergency and disaster cost recovery functions;
• Assist in developing and implementing critical aspects of the citywide enterprise risk management program;
• Provide input on the scope and nature of audit projects and read and edit audit products to ensure clarity and impact; and
• Lead the unit’s data analysis efforts, conduct complex analytical tasks and lead other projects supporting the Audits Unit, including survey and research methods, qualitative and quantitative data analyses, public policy analysis, root cause analysis, staffing analysis, statistical methods, and benchmarking and leading practices research.


CITY PERFORMANCE BUSINESS MANAGER

About City Performance
CSA’s City Performance team works with all City departments across a range of subject areas, including transportation, public health, human services, justice, and public safety. Our areas of work include data analysis and visualization, facilitation and inter-departmental collaboration, project management, process improvement, performance measurement and management, and contracting.

City Performance goals:

• Support City departments in making transparent, data-driven decisions.
• Guide City departments in aligning programming with resources for greater efficiency and impact.
• Provide City departments with the tools they need to innovate, test, and learn.

The City Performance 35-person team includes analysts, data experts and project managers. Our team comes from different professional backgrounds and works collaboratively on projects to improve local government.

About the Position
The City Performance Business Manager coordinates CSA’s annual budget and oversees City Performance’s business and operational processes. Duties for this position include but are not limited to:

CSA Budget Management
CSA is funded through a commitment of two-tenths of one percent of the City’s annual budget. In fiscal year 2019-20, approximately $20 million is budgeted for CSA’s functions under this Charter requirement, plus an additional $3 million from bond sales linked to multiyear capital programs. CSA’s budget is shared by the Audits and City Performance divisions.

• Monitor and manage the City Services Auditor (CSA) annual budget in coordination with Audits and City Performance leadership. Oversee work order tracking and quarterly billing, develop CSA’s billing rates, and monitor CSA’s expenses. Provide budget and work order updates to CSA and Controller’s Office leadership.
• Coordinate CSA’s annual work planning process with Audits and City Performance, setting timelines, developing common tools and resources, confirming draft work plans meet budget allocations, and developing and issuing the annual work plan report.

City Performance Organizational Management
• Lead organizational initiatives by working with City Performance leadership and staff to identify, track and improve organizational processes;
• Manage organizational performance measurement and reporting for City Performance staff, Controller’s Office leadership, and other stakeholders as identified;
• Oversee the operational needs of City Performance, including managing policies and procedures, coordinating business systems administration, and overseeing processes to manage logistics, office materials, facilities and technology needs;
• Directly supervise operations staff, and effectively collaborate with CSA staff at all levels;
• Make informed, effective decisions and take responsibility for project/task completion; and,
• Other duties as assigned.

City Performance Staff Resource Management
• Facilitate quarterly resource planning and allocation, oversee implementation of staff assignments into CSA’s systems, and manage resource reporting and tracking processes;
• Manage the City Performance staffing plan, including forecasting staff hours, tracking positions, coordinating with Controller’s Office human resources on recruitment and hiring processes, and overseeing new employee orientation activities;
• Manage the City Performance training plan, including identifying staff training and professional development needs, coordinating processes to develop and administer trainings, acting as central contact on training opportunities, reimbursements, and tracking;

Minimum Qualifications

1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university, and five (5) years 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 college coursework as described in Note B, and four (4) years full-time equivalent experience performing professional-level analytical work as described in Note A; OR

3. Possession of a baccalaureate degree from an accredited college or university, and six (6) 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 college coursework as described in Note B, and five (5) years 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 1824, 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 1823 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 1824.

Desirable Qualifications:  

- Professional-level experience working in the Public sector (Government or Non-Profit);
- Basic knowledge of operations, project, and portfolio management principles within a professional services/consulting environment
- Extensive experience and proficient skill with spreadsheet and database software;
- Basic knowledge of OpenAir and Peoplesoft HCM (human capital management) software
- Experience providing oral presentations to a wide variety of audiences;
- Experience preparing quantitative analytical reports for a wide audience including management and executives;  

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

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 during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at https://sfdhr.org/how-verify-education-requirements

Note: 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.

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 the exam analyst, Carlos Benitez, by telephone at (415) 554-7530, or by email at carlos.benitez@sfgov.org.

 

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 Multiple-Choice Examination - (Weight:  30%)
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
• Knowledge of, and ability to apply, financial/fiscal principles (including the ability to use mathematical and statistical formulas)
• Ability to use various computer software programs.

Supervisory Test Battery - (Weight:  40%) 
Candidates who attain a minimum passing score on the written examination component 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.  For more information about this Supervisory Test (and a suggested reading list) please visit: http://www.sfdhr.org/Modules/ShowDocument.aspx?documentid=11676

A passing score must be achieved on the Written Multiple-Choice Examination and the Supervisory Test Battery in order to continue in the selection process.

The above test components are considered standardized and, therefore, test questions and answers are not available for public inspection or review.

Candidates may receive two or more scores in association with the above selection components. One or more will correspond to the core component of the multiple-choice exam component (i.e., core examination and/or one or more specialty areas).  Those candidates who participate in the Supervisory Test Battery, will attain an additional score.  Any scores attained on each of 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. Your score on the Core Exam is not valid for any other classifications in the Admin Analyst Series. You cannot apply a score from the Core exam used for 1820, 1822, or 1823, as it is a different test.

The Supervisory Test Battery may be used for many other classes, therefore your test score may be applied to other 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 any of these components (i.e., core exam, specialty subtest(s) and/or supervisory test battery), 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, specialty subtest or supervisory 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.

Oral/Performance Examination (Weight 30%)
Candidates who attain a minimum passing score on both the written examination component and the supervisory test battery will be invited to participate in an oral/performance examination designed to measure knowledge, skills and/or abilities in job-related areas which may include: Analytical Ability; Knowledge of software programs and information systems; Interpersonal Skills; Knowledge of principles and procedures of modern government budgeting, budget analysis, system analysis, laws and regulations effecting budget planning and preparation; Ability to communicate effectively and professionally in writing; Oral Communication Skills; Time Management and Multi-tasking Ability.

 

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 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.

 

Certification:
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.

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

 

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

 

Exam Type:  CPE
Issued:  2/26/2020
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: 104364
CON/CB/415-554-7530

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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