Senior Administrative Analyst

Recruitment #PEX-1823-106761

Introduction

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. 

 

POSITION DESCRIPTION: Under the direction of the Department’s Deputy Director of Finance and Planning in the Fire Department’s Finance Division, this position serves as the Fire Department’s Contracts and Procurement Analyst.  This position will be the main point for all Departmental contract development, administration and monitoring.  The Fire Department has a number of professional service contracts that are mandated by various entities or are crucial to support the operational work of the Department. The work of this position includes, but is not limited to: participating and helping to develop a robust scope of work for various contracts; conducting various request for proposal (RFP) processes, including formal and transparent evaluation procedures in accordance with City guidelines; developing, processing and administering contractual agreements; leading some components of comprehensive process analyses and improvement; and communicating clearly at all stages of contract development with multiple stakeholders, including Department leadership.


EXAMPLES OF JOB DUTIES AND FUNCTIONS:

1. Assists Department managers in the preparation and development of Requests for Proposals (RFPs) and Request for Qualifications (RFQs), including all required City approvals; analyzes information provided in proposals, qualifications and bids.

 

2. Conduct competitive solicitation review and selection processes, including receipt and review of bids/proposals, negotiation with potential contractors/vendors, and review/processing of approvals.

 

3. Conducting difficult and complex analyses for developing, processing and administering highly-complex contractual agreements; conferring with senior management regarding preparation and specifications and terms for new and existing contractual agreements.

 

4. Research and prepare documents as necessary for internal City approval of contracts, including Professional Service Contract (PSC) information for the review of the Civil Service Commission (CSC), and attend and represent the Fire Department at CSC meetings for contract approval.

 

5. Develops contract profile in the City’s Financial and Procurement System and maintaining the contract files and associated documentation for each contract in the system as needed.

 

6. Provides information and technical assistance to Department staff and suppliers on City and Department contract policies and procedures.

 

7. Work with suppliers to obtain current insurance information and other compliance documentation as needed for contract execution in the City’s Financial and Procurement System.

 

8. Confers with management to prepare cost estimates, projections, specifications and terms for new and existing contractual agreements.

 

9. Conducts analysis for monitoring and enforcement contractual agreements to ensure compliance, track contract status, and prepares contract status reports to upper management.

 

10. Assist with the development and coordination of specifications for commodity bidding by the Office of Contract Administration as needed for Fire Department procurement.


11. Perform related duties 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:

· Demonstrated experience with professional service and/or construction service contracts

· Demonstrated experience in public speaking and/or making public presentations to groups of 10 or more

· Experience in the following areas of contract administration: contractor solicitation; contract development, review and approval; and/or contract maintenance

· Experience utilizing word processing programs, spreadsheet, and communication software.

· Knowledge of and experience within the City’s contract process

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

· Strong organizational, project management and research skills

· Analytical skills that allow for interpretation of budgetary, financial, and related policy information

· Excellent written and verbal communications skills to draft professional reports and correspondence as well as make presentations

· Excellent interpersonal skills to work cooperatively and professionally with individuals at all levels of the Department, in addition to representatives from other City agencies as well as the public


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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