1823 Senior Administrative Analyst

Office of Contract Administration

Recruitment #PTX-1823-111573

Introduction

In line with the Official Public Health Order to slow the spread of COVID-19, “shelter-in-place” has been issued for all San Francisco residents that is expected to be in effect until further notice. As a result, Department of Human Resources (DHR)’s office (located at 1 South Van Ness Avenue, 4th Floor, San Francisco, CA 94103) is currently closed to the general public. If you have any questions, please feel free to email the Human Resources Analyst listed on this announcement.


APPOINTMENT TYPE: Reassignment or Permanent Transfer ONLY.  

In order to be considered for appointment to this position, you must hold permanent status in class 1823 Senior Administrative Analyst with the City & County of San Francisco and have served the equivalent of the probationary period.  If you do not meet this criteria, please do not apply for this position.

ABOUT US:

The Office of Contract Administration/Purchasing (OCA) is the single City department with general authority to purchase non construction products and services. OCA supports the procurement of materials, supplies, equipment, and services that are essential to providing governmental services for the citizens of San Francisco. In addition, OCA is the focal point between user departments that need products and services and the vendors that will supply them. Consequently, it is critical that OCA manage the procurement process in conformance with all applicable laws and regulations, promoting fairness, and transparency.

POSITION DESCRIPTION:

The 1823 Senior Contract Analyst will be responsible for complex and professional analytical work involving data analysis coupled with superior communication skills to identify areas of opportunity for new contracts, develop new contracts, analyze current contracts, and perform other related duties.

ESSENTIAL FUNCTIONS:

  1. Develops solicitations and term contracts for commodities and general services by researching, analyzing and writing scopes of work in accordance with department requirements. Reviews selection processes, including receipt and review of bids and proposals; Conducts negotiations with potential contractors/suppliers; Reviews and process contracts for approval.
  2. Processes term contracts, including modifications and amendments by utilizing OCA’s various contracting checklists to ensure all proper documentation is accounted for and sent to their respective departments; works with Suppliers and various Departments to ensure the capture of accurate and necessary changes.
  3. Sources requisitions to purchase orders; edits and modifies purchase orders to provide all relevant and accurate information necessary for ordering; works with Departments and Suppliers to approve, resolve budget errors, dispatch, and confirm orders and delivery.
  4. Works closely with departments to obtain important and necessary information for procuring goods and services and assists departments to better determine their needs.
  5. Provides technical guidance to departments on how to enter requisitions and contracts including what documents to upload.
  6. Performs or assists in analysis for monitoring and enforcement of legal agreements to ensure compliance. Assists in establishment/maintenance of contractual relationships.
  7. Continually enhances and maintains knowledge of systems and procurement rules including being proficient in Peoplesoft, navigating City related websites.
  8. As a representative of the City, is efficient, professional, accountable, and courteous in interactions with the public, fellow employees, and external business partners.
  9. Responds to requests for assistance and/or requests for information in a timely manner as specified by your department.
  10. Understands how to apply Chapter 21 of the Administrative Code, corresponding Rules and Regulations and other laws and ordinances impacting the procurement process.
  11. Understands and directs departments/City staff to different procurement vehicles OCA utilizes to purchase commodities or services for departments.
  12. Understands various contracting/ procurement thresholds (i.e. “Minimum Competitive Amount” for General Services vs. Commodities, CMD 14B thresholds, etc.) and the difference between formal and informal solicitations.
  13. Understands applicability of various procurements and vendor requirement waivers/exceptions, including those related to CMD 12B, CMD 14B, and OCA’s competitive solicitation waivers.
  14. Multi-tasks, prioritizes and plans activities to meet deadlines.
  15. Effectively organizes, analyzes and interprets data and present issues and problem-solving recommendations verbally and in writing.

Minimum Qualifications

Current permanent status in class 1823 Senior Administrative Analyst with the City & County of San Francisco and have served the equivalent of the probationary period.


VERIFICATION:
Applicants may be required to submit verification of qualifying education and experience at any point in 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. Written verification must be submitted on employer’s official letterhead, specifying name of employee, dates of employment, types of employment (part-time/full-time), job title(s), description of duties performed, and the verification must be signed by the employer. City employees will receive credit for the duties of the class to which they are appointed. Credit for experience obtained outside of the employee’s class will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rules. Experience claimed in self-employment must be supported by documents verifying income, earnings, business license and experience comparable to the minimum qualifications of the position. Copies of income tax papers or other documents listing occupations and total earnings must be submitted. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at
http://sfdhr.org/index.aspx?page=456.

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

Late or incomplete submissions will not be considered. Mailed, hand delivered or faxed documents/applications will not be accepted.

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 analyst at (415) 554-6000.

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://www.sfdhr.org/index.aspx?page=20 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.


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.

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