1825 Principal Administrative Analyst II, Contracts Manager

Recruitment #PBT-1825-100000

Introduction

Central Contracts Manager

City Job Classification: 1825 Principal Administrative Analyst II

Controller's Office - Administration Division 

 Please Note:  This examination announcement was amended on 10/22/2019 to update Special Condition information. 

 

Position Description

The Controller’s Office Administration Division is seeking a manager to lead its Central Contracts (CC) Unit, which oversees and manages the contracting activities of the department. The CC Unit is responsible for the end-to-end complex government contract process and administration for approximately 80 existing contracts for the Controller’s Office. The CC Manager plans and directs all phases of the contracting process in collaboration with project staff and managers, including solicitation, evaluation, negotiations, and post-award management.  Contract subject areas include: management consulting, policy and organizational analysis, auditing, information technology services, as well as software license and maintenance agreements. The CC Manager researches, analyzes and makes recommendations to senior management on unique special projects to inform Citywide procurement and reporting systems, policies, procedures, and requirements. The selected CC Manager will report to the Director of Finance and Administration and will supervise up to two direct reports, will have to maintain smooth, effective and efficient contract operations for the department.

Essential Duties include, but are not limited to:

MANAGEMENT

  • Oversee and manage up to two professional staff; train, support, set goals and evaluate staff; promote good work environment; ensure training to support individual professional growth and career development, as well as team development.
  • Manage operations of the Central Contracts Unit; ensure that all department contracting needs are supported and met in a timely manner
  • Develop, issue and update CC Unit policies and procedures that follow and support the City’s rules and guidelines; ensure timely implementation and enforcement; develop desk procedures for CC Unit.
  • Ensure successful resolution to issues in all areas of management, oversight; ensure timely communication with affected staff, other departments/departmental staff, bidders/suppliers, etc.
  • Serve on the Administration Managers team; attend meetings; develop, lead and manage activities as assigned and needed.

CONTRACTS

  • Develop and evaluate department contracting policies and procedures to ensure compliance with legal requirements, to mitigate risk, and to provide awareness of ethical and best practice contracting standards.
  • Create and evaluate policies and procedures, develop systems, and facilitate complex processes for professional-level managers and staff.
  • Direct and/or review department’s compliance with new and existing contract templates, forms, rules, regulations, laws, policies and procedures.
  • Plan and direct difficult and detailed staff work involving complex contracting processes from planning, development, and implementation to monitoring and reporting for multiple stakeholders including delivery of all phases in compliance with City requirements:  competitive solicitation, evaluation and selection, negotiations, contract development, and post-award process management.
  • Lead extremely complex contract negotiations by developing negotiation strategies in collaboration with multiple stakeholders for complex professional service scopes of work, including tasks, budget, deliverables, timeline, and performance criteria to assure the best deal for the City.
  • Lead, advise and train bidders/suppliers, staff and management on government contracting compliance requirements and processes.
  • Collaborate with a variety of staff and senior managers to implement contracting processes including: Office of Contract Administration, City Attorney, Contract Monitoring Division and the Civil Service Commission to ensure City policies and procedures are appropriately followed.
  • Represent the Controller’s Office on contracting matters and in communications with bidders/suppliers, approval agencies, project teams, stakeholders, and the public regarding contracting processes and decisions (e.g. RFP invitation, pre-proposal conferences, bidder/supplier questions/answers, evaluation panel process, notice of intent to award, bidder/supplier protests, and other presentations).
  • Provide subject matter expertise, assistance and periodic presentations or trainings on contracting requirements to bidders/suppliers, staff and management.
  • Plan, develop, perform and supervise staff in preparing contract data for status reports and responses to various agencies, including the Civil Service Commission, unions, Contract Monitoring Division, the Mayor’s Budget Office, and the Board of Supervisors Budget Analyst.
  • Develop effective relationships and credibility with bidders/suppliers, staff, managers, stakeholders, clients, and attorneys.
  • Work with the Controller’s Central Finance Unit to ensure timely creation of Purchase Orders and payments.
  • Evaluate, advise on and monitor annual budget requirements for Controller’s Office contracts.

SPECIAL PROJECTS

  • Research and analyze citywide system procurement and reporting to make recommendations on possible improvements to workflows, processes, job aids, policies and procedures and requirements to enhance the efficiency and effectiveness of the City’s contracting process.

CITYWIDE REPRESENTATION

  • Represent the Controller’s Office at the Citywide Procurement Advisory Board and at various Citywide Procurement Committees

 

Other duties as assigned.

Minimum Qualifications

These minimum qualifications are to be used as a guide for establishing the education, training, experience, special skills and/or license which may be required for employment in the class. Although these minimum qualifications are typical of the class, additional minimum qualifications and special conditions may apply to a particular position and will be stated on the job announcement.

1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university AND seven (7) 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 six (6) 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 eight (8) years of 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 seven (7) 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 1825, 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 1824 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 1825.

 

Special Condition:

Three (3) years of Governmental Contracts Administration experience. 
Recent verifiable experience in governmental contracts administration in compliance with the City and County requirements, legal authority policies and regulations that govern contracting activities in the following areas:  contractor solicitation and selection; contract development and production; evaluation; review and processing of approvals; negotiations and post-award management; contract maintenance and reporting. 

The above minimum qualifications reflect special conditions associated with the position(s) to be filled. They may differ from the standard minimum qualifications associated with this classification. 

 

Desirable Qualifications: 

  1. Two (2) years full-time experience working with Oracle PeopleSoft modules including Financials, Procurement, Reports and Analytics.
  2. Four (4) years full-time experience working on Citywide procurement and reporting systems, policies, procedures, and requirements.
  3. Four (4) years full-time equivalent supervisory experience.

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

 

Verification:

Applicants will 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, 4thFloor, 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, @famsf.org, @ccsf.edu).

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, Karena Phung by telephone (415) 554-7524, or by e-mail at Karena.Phung@sfgov.org

Selection Procedures

Minimum Qualification Supplemental Questionnaire (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 or this position. Applicants must also complete the official application. It is essential that applicants provide complete information in identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.

 

Supplemental Examination (Weight: 100%):

Candidates who meet the minimum qualifications and special conditions will be sent a Supplemental Questionnaire via electronic mail after the closing of this filing period.  The Supplemental Questionnaire Evaluation serves at the examination for this position and is designed to measure knowledge, skills and/or abilities in job-related areas. A passing score must be achieved on the Supplemental Questionnaire Evaluation in order to continue in the selection process.  A Supplemental Questionnaire will be emailed after the closing of this filing period. Applicants will be given a deadline to return the Supplemental Questionnaire.  Those who do not respond by the established deadline will not be eligible to continue in the examination process and will not be added to eligibility list resulting from this process.

 

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

 

Eligible List/Score Report:
A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification 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 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/ASO-Level-Chart.pdf?documentID=21246.

 

Certification Rule:  

The certification rule will be Rule of Ten Scores. The Controller's Office may administer additional position-specific selection procedures to make 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. 

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

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: CPE
Issued: 10/15/2019
Amended:  10/22/2019

Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PBT-1825-100000
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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