1823 Senior Administrative Analyst

Recruitment #PBT-1823-067312

Introduction

This announcement has been amended to reflect changes to the Minimum Qualifications (Special Condition).

This recruitment may close at any time, but no sooner than Friday, June 17, 2016.

This is a Position Based Test administered in accordance with Civil Service Rule 111A.

The current position is located at San Francisco International Airport. The eligible list resulting from this examination may be utilized for future positions in this class in other City departments.

THE DEPARTMENT
San Francisco International Airport (SFO) is a world‐class, award‐winning airport that serves more than 50 million guests each year. SFO offers non‐stop flights to 46 international airports on 35 international carriers. The Bay Area's largest airport also connects non‐stop with 72 U.S. cities on 10 domestic airlines.  In 2015, the Airport, an enterprise department of the City & County of San Francisco, accounted for $6.3 billion in business activity and supported nearly 36,400 direct jobs.

SFO’s mission is to provide an exceptional airport in service to our communities and is committed to redefining air travel. SFO has embarked on the renovation of Terminal 1, the largest project in the Airport’s 10-year, $4.4 billion Capital Improvement Plan. For more information about SFO, visit www.flysfo.com.

POSITION DESCRIPTION
Under general direction, the 1823 Senior Administrative Analyst performs specialized professional-level analytical work to support the Airport’s Capital Finance section in areas such as the development and administration of federal, state, and local grants and Passenger Facility Charge (PFC) programs, implementation and application of federal program policies and procedures, and the monitoring of compliance with federal, state, and local program requirements.

The essential functions of this position include:

  • Performs analysis and coordinates activities related to the application for and management of multiple-sourced grants.
  • Meets with engineers/program managers to develop, compile, and evaluate information to prepare federal assistance applications.
  • Monitors detailed and complex grant budgets and ensures expenditures remain within budget.
  • Prepares grants for approval from Airport Commission, the Mayor's office, Controller’s office and the Board of Supervisors.
  • Prepares complex and detailed grant reimbursement packages for submittal to funding agencies.
  • Analyzes and ensures compliance with federal, state, and local policies, guidances, requirements, and terms of the award agreement.
  • Provides analysis for and prepares financial reports for submittal to funding agencies.
  • Plans and ensures federal program funds are managed properly and spent in accordance with existing applicable laws and regulations.
  • Coordinates within the department and with federal agencies to prepare grant/PFC application narratives, project costs/budgets, financial plans, and justifications and evaluates/prepares grants/PFC closing documents.
  • Establishes and maintains contact with sources of information including contractors, vendors, and governmental agencies.
  • Prepares a variety of reports and memoranda to support PFCs and grants. Performs research, organizes and analyzes information/data regarding potential grant opportunities and PFC eligible projects.
  • Performs analysis of PFC revenue collections and expenditures to ensure PFC fund balance is adequate to support projected use of PFC funds; Gathers and provides information for audits, including single-audits.
  • Performs other duties as required.

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 include two or more years of experience in conducting analysis and coordinating activities related to the application for and management of multiple-source capital projects and/or grants; analyzing and monitoring compliance with funding, legal, service and other requirements; monitoring detailed and complex grant budgets; ensuring expenditures remain within the budget, shifting funds within guidelines, and preparing financial/statistical reports for management; providing analysis for and preparing reports to funding agencies, including subvention of funds to contracting organizations; providing technical assistance and oversight to recipients of grants awarded by the department/agency; and coordinating the preparation of City-wide single audit report (SPGTAM). Any remaining required experience must be in one of 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.

 

Special Condition: Two or more years of professional work experience with the following: conducts analysis and coordinates activities related to the application for and management of multiple-source capital projects and/or grants; analyzes and monitors compliance with funding, legal, service and other requirements; monitors detailed and complex grant budgets; ensures expenditures remain within the budget, shift funds within guidelines, and prepares financial/statistical reports for management; provides analysis for and prepares reports to funding agencies, including subvention of funds to contracting organizations; provides technical assistance and oversight to recipients of grants awarded by the department/agency; may coordinate preparation of City-wide single audit report (SPGTAM).

The above listed minimum qualifications reflect special conditions associate with the position(s) to be filled.  They may differ from the standard minimum qualifications associated with this class code.

Verification of the special condition MUST be submitted at the time of filing:

Verification of qualifying experience, when requested, must be documented on the employer's business letterhead and must include the name of the applicant, job title(s), dates of employment, description of job duties performed, and signature of the employer or the employer’s authorized representative. Experience claimed in self-employment will only be accepted if supported by documents verifying income, earnings, business license and experience comparable to minimum qualifications above. Copies of income tax papers or other documents listing occupation and total earnings must be submitted. Employees of the City and County of San Francisco may submit performance evaluations showing duties performed to verify qualifying City experience. City employees will receive credit for the duties of the class to which appointed. Credit for experience obtained outside of the employee's class will be allowed only if recorded in accordance with the provisions of Civil Service Commission Rules. Verification may be waived if impossible to obtain. The applicant must submit a signed statement explaining why verification cannot be obtained. Waiver requests will be considered on a case-by-case basis. Failure to provide the required verification, or request for waiver when requested may result in rejection of application.

Desirable Qualifications:

The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring.

  • Experience with airport grants administration and finance.
  • Experience in the development and administration of federal, state, and local grants and/or Passenger Facility Charge (PFC) programs, including implementation and application of federal program policies, standards, and procedures, and ensuring compliance with federal, state, and local program requirements.
  • Experience with preparing grants for approval from City and County of San Francisco Board of Supervisors.   
  • Experience working with financial or accounting systems, such as COGNOS Business Intelligence software  and the City and County of San Francisco’s Financial Accounting Management Information Systems (FAMIS). Knowledge of the aviation industry (airport or airline).
  • Knowledge of general accounting principles, government accounting, capital planning, and capital finance.
  • Knowledge of cost principles and auditing requirements of federal awards.
  • Strong oral and written communication skills.
  • Proficiency in Microsoft Excel, Word, and PowerPoint.

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 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 analysts, Carol Yoo, by telephone at 650-821-2077, or by email at carol.yoo@flysfo.com, OR Regina Soo, by telephone at 650-821-2080, or by email at regina.soo@flysfo.com.

Verification:

Verification of qualifying experience, when requested, must be documented on the employer's business letterhead and must include the name of the applicant, job title(s), dates of employment, description of job duties performed, and signature of the employer or the employer’s authorized representative. Experience claimed in self-employment will only be accepted if supported by documents verifying income, earnings, business license and experience comparable to minimum qualifications above. Copies of income tax papers or other documents listing occupation and total earnings must be submitted. Employees of the City and County of San Francisco may submit performance evaluations showing duties performed to verify qualifying City experience. City employees will receive credit for the duties of the class to which appointed. Credit for experience obtained outside of the employee's class will be allowed only if recorded in accordance with the provisions of Civil Service Commission Rules. Verification may be waived if impossible to obtain. The applicant must submit a signed statement explaining why verification cannot be obtained. Waiver requests will be considered on a case-by-case basis. Failure to provide the required verification, or request for waiver when requested may result in rejection of application.

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

Written Core Examination (Weight: 50%)

Candidates will be invited to participate in a written, multiple-choice examination, designed to measure their relative knowledge, skills and abilities in job-related areas. The “core” multiple-choice examination component may include but not be limited to:

  • Ability to evaluate/analyze information/data and to exercise good judgment relative to that evaluation or analysis;
  • Ability to communicate written information (includes ability to proofread);
  • Knowledge of, and ability to apply, financial/fiscal principles (including the ability to use mathematical and statistical formulas);
  • Ability to comprehend and understand written information;
  • Ability to use various computer software programs;
  • Ability to conduct research;
  • Ability to establish and maintain cooperative and effective working relationships;
  • Knowledge of, and the ability to apply, principles, practices and procedures involving office operations;

This is a standardized examination and, therefore, test questions and test answers are not available for public inspection or review.

You will receive one or more scores with respect to the multiple-choice exam component. One will correspond to the core test component and, should any specialty subtests be added to that component, you may receive one or more additional “specialty” scores. Any scores attained on these components will be valid and 'banked' for three years, starting from the date of the examination. This means that, during this three-year time period, you will not be required to take any test components for which you have already attained a score. This core test is also used for 1820 Junior Administrative Analyst, 1822 Administrative Analyst and 1823 Senior Administrative Analyst therefore your test scores may be applied to one or more of these classes if you choose to apply to future recruitments. This is not the same exam that is used for 1824 Principal Administrative Analyst, as such your scores on this exam are not applied to any 1824 recruitments, and your scores from the 1824 exam cannot be applied to this recruitment. If the selection process for the future announcement is held within one year of the date of this examination and it includes any of these components [i.e., core exam or specialty subtest(s)], your score(s) for the corresponding test component(s) will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score(s) to the other announcement or (b) re-take the test component(s). Re-testing is permitted no sooner than one year from the date of the examination and only in association with your eligibility for another announcement for which the test component (core or specialty subtest) is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

A passing score must be achieved on the Multiple Choice Examination in order to continue on in the selection process.

Supplemental Questionnaire Evaluation (Weight: 50%)

Candidates will be prompted to complete a supplemental questionnaire as part of the online employment application. The Supplemental Questionnaire is designed to measure knowledge, skills and/or abilities in job-related areas which may include, but not be limited to: knowledge of the principles and processes of contracts and accounting; the practices and principles of administrative and management techniques; ability to perform routine research, collect and analyze data; interact with departmental personnel to obtain and furnish information on contracts; prepare and write reports and proposals; and skills to utilize computers for word-processing, databases, internet, e-mail and various spread sheet software.

A passing score on both the multiple choice examination and the supplemental questionnaire must be achieved in order to be placed/ranked on the Eligible List.

Certification:
The certification rule for the eligible list resulting from this examination will be Rule of Three Scores. Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

Eligible List:
The eligible list resulting from this examination is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

The duration of the eligible list resulting from this examination process will be of 6 months, and may be extended with the approval of the Human Resources Director.

Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments which use this classification, please see http://www.sfdhr.org/Modules/ShowDocument.aspx?documentID=21246. Search that document by title or job code to see which departments use the classification.

Conviction History

As a finalist 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 finalist. 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 applying 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 applying 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 selected as a finalist, 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. The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule.  Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director.  Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

Requests for an alternate test date may be considered in limited circumstances and must be submitted to the analyst listed in this announcement within five (5) calendar days of the announcement of the test date.

Reasonable Accommodations 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

Information regarding requests for Veterans Preference can be found at: http://www.sfdhr.org/index.aspx?page=20#veteranspreference

Seniority Credit in Promotional Exams:  Information regarding seniority credit can be found at: http://www.sfdhr.org/index.aspx?page=20#senioritycredit

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.

Transportation Security Administration (TSA) Security Clearance: Transportation Security Administration (TSA) Security Clearance: Candidates for employment with the San Francisco Airport Commission are required to undergo a criminal history check, including FBI fingerprints, and Security Threat Assessment in order to determine eligibility for security clearance and may be required to undergo drug/alcohol screening.  Per Civil Service Commission Rule Section 110.9.1, every applicant for an examination must possess and maintain the qualifications required by law and by the examination announcement for the examination.  Failure to obtain and maintain security clearance may be basis for termination from employment with the Airport Commission.  More information can be found at: http://www.sfdhr.org/index.aspx?page=20#transportationsecurity.

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.

Exam Type: Combined Promotive and Entrance (CPE)
Issued: May 31, 2016

Amended: June 3, 2016
Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: 067312
AIR/CY/(650)821-2077

AIR/RS/(650)821-2080

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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