1822 - Administrative Analyst

Recruitment #PEX-1822-101691

Introduction

APPOINTMENT TYPE: Permanent Exempt (PEX), this position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer.

 

POSITION DESCRIPTION:

Under general direction of the Acting Deputy Director of Building Design and Construction (BDC), the 1822 Administrative Analyst assists with the day-to-day administrative tasks related to the duties and tasks listed below in addition to project reporting, updating internal tools to track project performance, respond to project information requests from elected officials, Public Works Director, and the Public. Create consistent procedures for routine management functions, including the roll out of project reporting, drive the implementation of internal initiatives related to the Public Works’ strategic plan. The Administrative Analyst may also assist the BDC Acting Deputy Director in preparing written reports and presentations, especially as it relates to the Public Works Strategic Plan. The BDC Acting Deputy Director oversees the projects designed by the Architecture Services Section, Landscape Architecture Section, Construction Management Section, Project Management Section, and Project Controls & Services Section. 

ESSENTIAL FUNCTIONS:

§  Assist and manage the Acting Deputy Director’s project schedules by coordinating appointments, confirming and prioritizing meetings. 

§  Manage project meeting logistics, set up conference rooms, and order lunch/beverages when appropriate. 

§  Assist project managers in office-wide regular emails and/or memos as they relate to the Public Health and Safety (PHS) Bond projects and the Earthquake Safety and Emergency Response (ESER) Bond projects. 

§  Assist in the maintenance of the BDC content on the Public Works web site as well as the BDC Portfolio, and staff resumes. 

§  Work with Director of Communications to route or answer media requests as they relate to PHS and ESER bonds and projects. 

§  Assist in updating internal procedures & standards related to Memorandum Of Understanding Templates and Lessons’ Learned; Develop standard budget & meeting minute templates and power point presentation standards. 

§  Researches information on leading professional practices as requested by Project Managers. 

§  Attend executive level meetings as requested and create action items and follow through, including the preparation of minutes for PHS and ESER bond projects. 

§  Assist in Microsoft Word or Excel formatting for project checklists for Architecture, Interior Design, Landscape Architecture & Construction Management 

§  Assist in the Division's transition to the new 49 South Van Ness building. 

§  Participate in or manage various Emergency Department Operations Center activities and training, attend and assist with various special events as they relate to Public Works throughout the calendar year, such as Public Works Week, SF Clean Sweep, etc. 

§  Assist with backup for time sheet approvals for the Division. 

§  Assist in updating Division or Bureau organizational charts. 

§  Performs related duties and responsibilities as required.

 

DESIRABLE QUALIFICATIONS:

§  Excellent writing and computer skills (Microsoft Office Suite)

§  Strong meeting and workshop organizational abilities

§  Highly organized with the ability to create and implement systems and follow-up processes with high attention to detail

§  Demonstrated ability to work in partnership with others as a team member in varied activities and projects

§  Flexibility and willingness to assist others as needed. 

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. 

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.

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


1. To submit a RESUME using the online application
:

§  Select the “Resume” tab in the online application

§  Follow instructions given on screen


2. To submit a COVER LETTER using the online application:

§  Select the “Other” tab in the online application

§  Choose “Upload” as your method of submittal

§  Click on “Upload Attachment”

§  Follow instructions given on 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.

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, Yvonne Lin, by telephone at 415-554-6051, or by email at yvonne.lin@sfgov.org.

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, Yvonne Lin, by telephone at 415-554-6051, or by email at Yvonne.lin@sfgov.org.

Selection Procedures

Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine candidates’ qualifications. Only those applicants who most closely meet the needs of the Agency will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. Qualified applicants with disabilities requiring reasonable accommodation in the selection process must contact the Agency by phone at (415) 554-6000 or, if hearing impaired at (415) 554-6015 (TTY).

THE CITY AND COUNTY OF SAN FRANCISCO IS AN EQUAL OPPORTUNITY EMPLOYER. MINORITIES, WOMEN AND PERSONS WITH DISABILITIES ARE ENCOURAGED TO APPLY.

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

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.

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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