1823 Senior Administrative Analyst (Public Records)

Recruitment #TEX-1823-904098



Temporary Exempt (TEX): This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer. The duration of the appointment shall not exceed 36 months.

San Francisco Public Utilities Commission (SFPUC)
Headquartered in San Francisco, we have 2,300 employees working in seven counties with a combined annual operating budget of over $900 million.

Our Mission: To provide our customers with high quality, efficient, and reliable water, power, and wastewater services in a manner that values environmental and community interests and sustains the resources entrusted to our care.

Our Vision: We are an innovative utility leader, recognized for excellent results in service, safety, stewardship, and inclusiveness. 

We are an award-winning and industry-leading utilities organization committed to our customers, community interests, and the environment. To learn more about our organization, please visit our website at www.sfwater.org.

 We are proud of our infrastructure and programs, but most importantly, we value our highly qualified and dedicated workforce which ensures that this vision becomes a reality. As you explore career opportunities with us, download our career guide and learn about what you can expect during the hiring process.


Next Request Implementation for Enhanced Public Records Management & Transparency: The San Francisco Public Utilities Commission has identified "Enhanced Public Records Management & Transparency" as a priority goal for the next few years. The agency will implement the software system "Next Request" and involve a system mapping analysis across the agency to improve coordination across enterprises and bureaus. The new policies and procedures identified in the initial phase will be implemented. The Key Performance Indicators baselined and developed will be used to evaluate the performance improvements to maintain a consistent level of service for our constituents.


The SFPUC’s External Affairs department is seeking a Public Records Analyst to join our dynamic team. The incumbent will be responsible for overseeing, coordinating, analyzing, processing, evaluating, and responding to public records requests for the SFPUC, including implementing Next Request software for enhanced public records management and transparency. The incumbent must be detail oriented and have the ability to manage voluminous request with rigor, professionalism and timeliness. The incumbent will frequently deal with complex, confidential, and sensitive information and must be able to do so with tact and discretion.

 Essential Duties:

  • Head the implementation of the software system "Next Request" and manage the development and evaluation of a system mapping analysis across the agency to improve coordination across enterprises and bureaus
  • Ensure implementation of new policies and procedures identified during the initial phase of “Next Request” software system project
  • Evaluate and provide recommendations of system’s performance improvements based on established “Key Performance Indicators”
  • Oversee, coordinate, analyze, process, evaluate, and respond to public records requests for the SFPUC, using the new Next Request software system to ensure enhancement of public records management and transparency
  • Serve as the subject matter expert and address all issues arising from public record requests
  • Manager voluminous request with rigor, professionalism and timeliness
  • Ensure that complex, confidential, and sensitive information is handle with tact and discretion
  • Track and respond to all public records requests, in compliance with California Public Records Act and the San Francisco Sunshine Ordinance
  • Communicate effectively with requestors, and collaborate with necessary parties to coordinate timely and appropriate responses
  • Liaise with the City Attorney’s office prior to release of information to determine whether any exemptions are necessary, redact records, and prepare appropriate redaction and exemption logs
  • Act as the main point of contact for the Sunshine Ordinance Task Force
  • Serve as the SFPUC representative at any scheduled Sunshine Ordinance Task Force and Committee proceedings
  • Analyze existing policies and procedures, identify problems, and provide recommendations related to Sunshine request
  • Develop and implement policies and practices to ensure timely responses of Sunshine requests and adherence to transparency best practices
  • Works with technical staff to access records in electronic file formats
  • Submits SFPUC input in a timely manner in response to any complaints filed for review by the Task Force and its sub-committees
  • Promotes a culture of data and transparency excellence within the Agency.

Note: May require attendance at Sunshine Ordinance Task Force proceedings, which are held during weekday evening hours in the City of San Francisco

 Equal Employment Opportunity: The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.

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.

Core Competencies

The Agency’s Communications Division’s Competency Model illustrates what it means to be successful for any staff-member at the Communications Division of the SFPUC, supporting our commitment to organizational excellence. The candidate will have a demonstrated track record and ability to exercise the following competencies which are the most critical to the Public Relations Officer role:

Detail Oriented Ability to track and manage voluminous data and sensitive information in an organized, professional manner.

Client Focus - Assess needs, provide information or assistance, strives to anticipate and resolve problems, and commits to providing quality products and services to clients and stakeholders in a professional and courteous manner.

Accountability - Acts with integrity, honesty and fairness; inspires trust; clearly defines roles and responsibilities for self and others; holds others to their roles and responsibilities; complies with legal and ethical guidelines; acts as a responsible steward of the resources entrusted to the SFPUC.

AdaptabilityAdjusts, perseveres and succeeds in meeting objectives despite rapidly shifting environment, demands, and resources; reacts appropriately to changing conditions or priorities; alters approaches to most effectively address different situations and people; responds positively to tasks and situations outside of comfort zone.

Desired Qualifications

  • Three years of verifiable professional experience related to paralegal, records management and/or information management
  • Proficiency in Next Request, MS Office (Word, Excel, PowerPoint, Outlook, SharePoint) and Google suite
  • Ability to develop and deliver training to department staff on public records compliance and records retention
  • Ability to conduct research, formulate recommendations for and implement adopted policies and procedures, related to the retention and destruction of records.
  • Excellent communications skills, both oral and written, and an ability to interact respectfully with diverse individuals
  • Excellent organizational and administrative skills, and a demonstrated ability to balance competing priorities, accomplish objectives, and meet deadlines
  • Ability to maintain strict confidentiality and exercise discretion and sound decision making when handling sensitive documents
  • Strong interpersonal skills, and an ability to collaborate and build partnerships with other offices in support of shared objectives

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 analyst, Michelle Chee by email at mchee@sfwater.org

Selection Procedures

Minimum Qualifications Supplemental Questionnaire (MQSQ - Qualifying)

All applicants must complete and the Supplemental Questionnaire along with the application by the filing deadline. The information provided on the Supplemental Questionnaire must be consistent with the information on the application and is subject to verification. Applicant responses to the Supplemental Questionnaire will be used to assist in determining if applicants meet the minimum qualifications for the position.

Only those candidates who most closely meet the needs of the Department will be invited to continue in the selection process. 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.


Reasonable Accommodation Request: Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at: http://www.sfdhr.org/index.aspx?page=20#applicantswithdisabilities

General Information concerning City and County of San Francisco Employment Policies and Procedures: http://www.sfdhr.org/index.aspx?page=20

Copies of Application Documents: http://www.sfdhr.org/index.aspx?page=20#copies  

Right to Work: http://www.sfdhr.org/index.aspx?page=20#identification. All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

Annc. Extended on 6/12/2020
Issued: June 1, 2020
Micki Callahan, Human Resources Director
Department of Human Resources
Recruitment ID: TEX-1823-904908 | 01138227
PUC | MC | mchee@sfwater.org


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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