Senior Administrative Analyst

Recruitment #PEX-1823-090395

Introduction

THIS POSITION IS BEING RE-OPENED FOR APPLICATION FILING TO PROVIDE MORE DETAILED INFORMATION REGARDING THE POSITION'S GRANT-WRITING SPECIALTY. INDIVIDUALS WHO APPLIED UNDER THE TERMS OF THE JANARY 2019 ANNOUNCEMENT DO NOT NEED TO RE-APPLY. ALL APPLICATIONS FROM BOTH RECRUITMENTS WILL BE EVALUATED ACCORDING TO THE TERMS OF THIS REVISED JOB ANNOUNCEMENT.

 

APPOINTMENT TYPE: Permanent Exempt (PEX).  This position is exempt from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer under San Francisco City Charter 10.104, Category 18. This position shall not exceed three years and shall not be renewable, for special projects and professional services with limited term funding, except that such positions may be filled through regular civil service procedures.

 

ABOUT THE FIRE DEPARTMENT:  The Mission of the Fire Department is to protect the lives and property of the people of San Francisco from fires, natural disasters, and hazardous material incidents; to save lives by providing emergency medical services; to prevent fires through prevention and education programs; and to provide a work environment that values health, wellness, and cultural diversity and is free of harassment and discrimination. 

BRIEF POSITION DESCRIPTION:  Under the direction of the Department’s Deputy Director of Policy and Planning in the Fire Department’s Policy and Planning Division, this position serves as the Fire Department’s grant writer and assists with grant administration.  This position is responsible for reviewing, analyzing and assessing the Department’s various programs, goals and needs; researching and identifying funding opportunities and programs to match the Department’s needs; generating proposals and all supporting documentation.  This position also assists in the administration, monitoring and management of Department Federal, State and local grants and gifts.

The Fire Department currently makes use of a number of Federal and State grant programs, mainly through the funding opportunities presented by the Federal Emergency Management Agency (FEMA).  Recently, the Department has been awarded grants through the Assistance to Firefighter Grant (AFG) program, the Fire Prevention and Safety (FP&S) Grant Program, the Urban Areas Securities Initiative (UASI) and the Port Security Grant Program (PSGP).  This position is tasked with expanding and enhancing the portfolio of grants for the Department, in addition to researching other sources of funding, including various foundations and organizations.

Given financial constraints of being a Department largely dependent upon the City’s General Fund, the Fire Department seeks grant and other funding opportunities to enhance and expand its current resources in a variety of areas, from additional staffing to much needed supplies and equipment.  In addition, the Department is anticipating making use of this position to solicit and apply for grant opportunities for funding for employee health and wellness initiatives, including cancer prevention/education efforts as well as resources to enhance the Department’s Peer Support Unit. 

EXAMPLES OF JOB DUTIES AND FUNCTIONS:

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.

1.     Solicits and writes proposals and reports for Federal, State, and private foundation grant opportunities to assist with meeting the Department’s needs. Persuasively communicates the Fire Department’s mission and programs to potential funding entities.

2.     Conducts grant research to identify potential avenues of funding for the Fire Department.  Selects and recommends best grants / projects for application.  Assembles and submits grant requests for review, including but not limited to, project proposals, scope of work, budgets, presentations and letters of support.

3.     Coordinates the planning and preparation of grant proposals across one or more Divisions within the Fire Department.  Works with Department staff in identifying and gathering information on potential grant applications.  Studies the various functions of the Department to assist in determining the related needs of the Department.

4.     Monitors and reports on active Departmental grant programs and their activities considering performance benchmarks and timelines for the grantor.  Maintains and organizes supporting documentation and grant records, as needed.

5.     Develops and maintains specialized databases and systems for tracking prospective grant projects, grant proposals and applications, awards, and related grant information.  Creates reports and analysis, as needed.

6.     Processes the formal approval of grants, through the Fire Commission and Board of Supervisors, providing additional detail and information as requested.

7.     Assists with coordinating / developing the infrastructure for a Departmental Grants Committee; Compiles and vets various project recommendations and needs for grant funding and works to align those grant projects with a corresponding funding source.

8.     Corresponds with grantors for any reporting requirements and updates them on the status of their program investments.  Prepares accurate and timely progress reports.  Regularly updates supervisors on project status and any issues with overall progress or timelines of grants.  Coordinates on-site visits for audits, as needed.

9.     Performs related duties and responsibilities, as assigned.  

Minimum Qualifications

1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university and three (3) years of 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 two (2) 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 four (4) 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 three (3) years full-time equivalent 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 1823, 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 1822 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 1823.  

 

DESIRABLE QUALIFICATIONS AND EXPERIENCE:

1.    Three to five years of relevant grant writing/grant administration experience, including experience in soliciting funding opportunities, vetting and completing grant applications, and monitoring grant programs after award.  Grant experience in the public safety sector is preferable but not required;

2.    Experience in policies, procedures, standards and systems development; Creating and evaluating policies and procedures, developing systems, and facilitating complex processes for professional-level managers and staff;

3.    Excellent Written Communication Skills for grant applications, developing project narratives, scopes, budgetary breakdowns and other professional reports and correspondence;

4.    Excellent Verbal Communication Skills to discuss grant application details and conduct relevant presentations before high level Management, Commissions, Boards and other stakeholders;

5.    Strong Analytical Skills demonstrated through rational and systematic review and interpretation of budgetary, financial, and related policy information;

6.    Strong Research Skills demonstrated through identifying viable leads for grant funding availability, including implementing sound and creative methods to obtain necessary background information for grant proposals;

7.    Excellent interpersonal skills to work cooperatively and professionally with individuals at all levels of the Department, in addition to representatives from other City agencies;

8.    Strong organizational and project management skills;

9.    Ability to work independently and be able to manage multiple projects simultaneously, accounting for varying levels of priority for the projects;

10.  Intermediate level user of Microsoft Office products, such as Word, Excel, and PowerPoint; and

11.  Ability to learn new programs, database and software, as needed, for the performance of essential job duties.

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, Jesusa Bushong, by email at jesusa.bushong@sfgov.org.

 

Selection Procedures

Application materials [CCSF application and resume] will be screened to determine that applicants meet the minimum qualifications to advance in the selection process. Each qualified applicant’s application will be reviewed by subject matter experts with regard to how well the applicant’s experience matches the requirements of the position.  Those candidates whose experience is determined to most closely match the requirements of the position will be invited to advance to an oral interview and/or performance exam.  Possession of the minimum qualifications does not guarantee advancement in the selection process, and the decision of the screening committee is final. 

 

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.

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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