1824 Principal Administrative Analyst

Change Management Project Lead

Recruitment #PEX-1824-095393

Introduction



Appointment Type
Permanent Exempt (PEX) Appointment. This position is excluded by the Charter from the competitive civil service examination pursuant to San Francisco Charter Section 10.104 and shall serve (at will) at the discretion of the Appointing Officer. The maximum duration of this permanent exempt appointment may not exceed three (3) years.

About San Francisco Public Library
In 2018, the San Francisco Public Library (SFPL) was named the Gale/Library Journal Library of the Year, the most prestigious award given to any library system in North America. SFPL has also been recognized as a top innovator by the Urban Libraries Council in establishing forward thinking, progressive approaches to library service. SFPL embraces its role as the most democratic of institutions, providing safe and welcoming facilities for all members of the community. Through a robust array of services and programs, the Library places an emphasis on literacy and learning, digital inclusion, social justice, equity, and healthy communities. The library system includes the Main Library, an anchor institution in the City’s civic center, two administrative buildings, and 27 branch libraries that serve all neighborhoods throughout the city. With a collection of more than 3.7 million items, and circulation exceeding 10 million each year, the San Francisco Public Library serves more than 6.6 million visitors annually. For more information, please visit
www.sfpl.org.

Position Description
Under direction of the Chief Financial Officer, the Principal Administrative Analyst serves as a Change Management Project lead to oversee a reengineering of the departmental contracting policies and practices to automate and improve contracting services for Library operations. The project will focus on analyzing current business and contracting practices to identify efficiencies and improvements; implementing the PeopleSoft sourcing modules at the Library in coordination with the Controller’s Office; developing grants agreement procedures and monitoring program; providing complex and comprehensive process analyses support; developing contract assistance and advising services for departmental internal customers; codifying new policies and procedures and agreement templates; and designing and conducting new training materials for all systems changes.

The Principal Administrative Analyst will lead and conduct projects and coordinate the work with internal departmental customers and applicable City agencies. The ideal candidate will have analytic, project, and change management experience as well as strong interpersonal skills to lead the agency through process and procedure improvements and institute a continual improvement paradigm. The successful candidate shall be collaborative, personable, passionate about change management, and possess positive and outstanding communication skills.

Essential duties and responsibilities include but are not limited to:
• Develops, administers or supervises contract and grant agreements and solicitations with varying degrees of complexity and checks them for accuracy and conformance with applicable laws, regulations, policies and procedures; analyzes financial documents, including scopes of work and budgets, for review by program, technical, budget, and accounting/fiscal staff; assists with negotiations as needed;
• Directs and/or conducts competitive solicitations, proposal reviews and selection processes, including receipt and review of bids/proposals, negotiation with potential contractors/vendors/suppliers both independently and as part of an intra-office team, and recommendations/responses to protests/appeals;
• Analyzes, interprets, and ensures compliance with complex, intertwined laws, regulations, policies, procedures, and practices, including the development and administration of appropriate consistent procedures and documents; develops, recommends, and successfully implements policies and procedures as needed;
• Advises department management and fiscal staff in regards to contract and grant agreement compliance, financial and other policy and procedural matters; collaborates with senior managers and other individuals/experts to clarify needs, issues and operational parameters; responds to frequent requests for information from a wide variety of internal and external sources; analyzes budgets and modification requests;
• Provides and supervises the provision of effective technical assistance to contractors and program managers consistent with best practices and established policies and procedures;
• Resolves problems effectively, quickly, consistently, and in compliance with applicable laws, regulations, policies, procedures, and best practices;
• Prepares and/or assists with preparing requests for approval of services and contracts by the Civil Service Commission, and Board of Supervisors as needed;
• Assists in the coordination and/or negotiation of relevant issues with outside departments, agencies and organizations; may represent SFPL to the Mayor’s Office, Board of Supervisors, Controller’s Office, other City officials;
• Analyzes and evaluates the effects of highly complex and sensitive existing, newly enacted and proposed legislation, regulations, law, court decisions and/or memoranda of understanding for policy and financial impact on the Department; advises management and staff regarding implementation of legislation, including the directing of and or preparation of reports and recommendations;
• Co-supervises a Junior Administrative Assistant who assists on contracting, purchasing, budgeting, and policy and procedure matters;
• Audits in concert with fiscal and program staff contract and grant agreement deliverables in order to ensure compliance;
• Consult on purchasing/contracting methods and City compliance requirements with executive management, program staff, and fiscal staff to ensure the appropriate method is utilized and oversight can be administered at the program level;
• Creates and maintains all departmental policies and procedures for contracting and grant agreements as well as related training materials; conduct training sessions regularly and as-needed;
• Ensures proper responses to public information requests in compliance with applicable public records laws;
• Works closely with other City departments to achieve mutual goals, notably the Office of Contract Administration;
• Creates required reports to applicable City Agencies related to contracts, such as sole source contracts, or other reports as needed; and
• Performs other related duties as required.

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

• Four (4) years or more experience performing contract administration, including contractor solicitation; contract development and production; review and processing approvals; and, contract maintenance
• Experience with PeopleSoft financial accounting system
• Advanced MS Excel experience
• Contract negotiation skills
• Strong written and oral communication skills
• Service excellence focus for internal and external customers

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.

Note: One (1) year is equivalent to 2,000 hours worked. 2,000 hours of qualifying experience is based on a 40 hour work week.

Applicants must meet the minimum qualifications by the final filing date unless otherwise noted.

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 PEX-1824-095393 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.

Important: All work experience, education, training and other information substantiating how you meet the minimum qualifications MUST be included in your application by the filing deadline. Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Applicant MUST attach the following documents online through JobAps at time of application filing; however, resumes will NOT be accepted in lieu of a completed City and County of San Francisco application.

1. Resume (Upload through “Resume” tab)
2. Cover Letter (Upload through “Other” tab)
3. Verification of qualifying education - copy of diploma showing major or transcripts showing coursework completed (Upload through “Transcripts” tab)

If you have any questions regarding this recruitment or application process, please contact the analyst, Vivian Yeung at (415) 557-4581 or via e-mail at
Vivian.Yeung@sfpl.org.

Verification:
Applicants may be required to submit verification of qualifying education and experience at any point during the application and/or departmental selection process. Written verification (proof) of qualifying experience must verify that the applicant meets the minimum qualifications stated on the announcement. Verification of qualifying experience must be on the employer’s letterhead, show the applicant’s name, dates of service, types of employment (part-time/full-time), job title(s), description of duties actually performed for each position, and must be signed by the employer. If the qualifying experience was performed on a part-time or as-needed basis, the total number of hours worked or average hours worked per week must also be included. Qualifying experience may be verified by performance evaluations showing duties performed. City and County employees will receive credit for the duties of the class to which appointed. Credit for experience obtained outside of the employee's class will only be allowed if recorded in accordance with the provisions of Civil Service Commission Rules.  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.

Selection Procedures

The selection process will include evaluation of applications in relation to minimum requirements. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate qualifications of candidates. Only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview. Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

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.

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

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.

Issued: March 29, 2019
Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-1824-095393
LIB/VY/(415) 557-4581

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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