1823 Senior Administrative Analyst - HSA

IT Procurement and Budget Analyst

Recruitment #PBT-1823-110952

Introduction

*ANNOUNCEMENT UPDATED 7/28/2021 TO REFLECT NEW CONDITION OF EMPLOYMENT*

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be vaccinated against COVID-19 as a condition of employment.  For details on how it is applicable to your employment, please click here.

This announcement has been amended and extended to reflect changes with the application deadline date.  Applicants who already applied under Recruitment PBT-1823-110952 during the filing period July 7, 2021, through July 20, 2021, need not reapply and will be included in the applicant pool.

 7/20/21: Extended application deadline to August 3, 2021

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

WHO WE ARE

The Human Services Agency (HSA) is a department of the City and County of San Francisco and the central resource for public assistance in the City. Our mission is to promote well-being and self-sufficiency among individuals, families and communities in San Francisco. HSA was formed in 2004 with the merger of two previously existing city departments, the Department of Benefits and Family Support (BFS), formerly known as the Department of Human Services, and the Department of Disability and Aging Services. The Agency retains two commissions and two department heads. The Agency also includes the Office of Early Care and Education. Our mission is to promote well-being and self-sufficiency among individuals, families and communities in San Francisco.

WHAT WE DO

We provide a safety net for individuals and families by offering income support, community-based living supports, and assistance getting food, housing, and health coverage. We offer programs and services that ensure the protection and safety of children, the elderly and dependent adults. We help people secure employment through training, job search, and child care assistance.

 POSITION DESCRIPTION

In San Francisco, Information Technology (IT) is making a shift in how we deliver services and utilize data – to focus on you, our residents, visitors, and the businesses in the city we love. HSA is recruiting a Senior Administrative Analyst. Under general direction of the Director of IT, the Senior Administrative Analyst will plan, organize, lead, participate in complex, sensitive, and detailed analytical work in the areas of budget, financial/fiscal, and administrative policy and contract administration. The Senior Administrative Analyst should have knowledge of governmental organization and management; principles of budgeting, economic, and policy analysis; and an understanding of the procurement process.

 THE ESSENTIAL FUNCTIONS OF THIS POSITION INCLUDE:

  1. Manages purchasing of professional services, hardware, and software. Conducts analysis of competitive bids and contractual agreements; preparing requests for proposals and bid solicitation. Makes recommendations on the appropriate procurement vehicles to pursue on projects and purchase requests.
  2. Coordinates, develops, manages and monitors a departmental budget of moderate complexity or assists in the development and management of a departmental budget of greater complexity; prepares budget line item narrative, analyses, recommendations, and justifications for annual and supplemental requests; assists management in the budget development process, monitoring of the budget, budget reporting, and interpretation of budget-related documents.
  1. Analyzes trends in budget expenditures and revenues, prepares financial/statistical reports for IT director as it relates to information technology budget.
  2. Plans and performs financial analyses including forecasting, revenue and/or expense projections, analysis of capital requirements, calculation of debt capacity, evaluation of financing alternatives; rate analysis, prepares reports with financial/policy recommendations and appropriate supporting documentation; may assist in the preparation of audit schedules and financial statements.
  3. Performs analysis for budget administration and/or fiscal/financial reporting: monitors and analyzes expenditures and accounts to ensure compliance with budget parameters; gathers information and prepares documentation related to fiscal/financial reporting; performs and/or assists in fiscal/financial analysis compiles information and documentation in preparation for producing and/or drafts fiscal/financial reports.
  4. Prepares cost estimates and terms for new and existing IT contracts for proposed change orders and modifications; reviews contract provisions, and meets with IT Managers and IT Director to develop cost estimates; meets with vendors to negotiate requests for additional costs; assists in analyzing costs related to change orders and modifications; maintains data and information resources on current industry cost standards for materials, equipment and labor costs; establishes and maintains contact with sources of information including vendors, labor unions and governmental agencies.
  5. Assists management with requests to fill, staffing analysis, and hiring needs.

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:

Note 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.

Note 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

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

  1. Experience with using Service-Now to track and manage contracts, procurements, or assets.
  2. Experience writing or reviewing technology-related Requests for Proposals.

Note: Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

** Applicants must meet the Minimum Qualification requirement by the final filing date unless otherwise noted. **

VERIFICATION OF EXPERIENCE AND/OR EDUCATION:

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Refer to the following links for verification:

Verification Guidelines: https://sfdhr.org/information-about-hiring-process

Education Verification, including verifying foreign credits or degree equivalency: https://sfdhr.org/how-verify-education-requirements%20

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 (PBT-1823-110952)
  • 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

In line with the Official Public Health Order to slow the spread of COVID-19, a “shelter-in-place” has been issued for all San Francisco residents and this order is expected to be in effect until further notice.  As a result, the 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.

Click here to view a video tutorial on how to apply for City jobs.

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, Tamara Ranney, by telephone at (415)770-4126, or by email at tamara.ranney@sfgov.org.

Selection Plan

Minimum Qualifications Supplemental Questionnaire (Weight: Qualifying) 

Written Core Examination (Weight: 50%)

Supplemental questionnaire examination – (Weight 50%)

Selection Procedures

Minimum Qualification Supplemental Questionnaire (Weight: Qualifying):

Candidates will be prompted to complete a Supplemental Questionnaire as part of the online employment application. This Minimum Qualification Supplemental Questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications for this position. Applicants must also complete the official application. It is essential that applicants provide complete information in identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.

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.

 

Supplemental Questionnaire Examination – (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 an applicant’s relative knowledge, skills and abilities in job-related areas identified as critical for successful performance. These may include but are not limited to: knowledge of the principles and techniques of financial/fiscal analysis; knowledge of modern and complex principles and practices of financial reporting; analytical, critical thinking, decision making, and interpersonal skills.

All responses to the Supplemental Questionnaire are subject to verification and should be consistent with the information provided in your application. 

A passing score must be achieved on the Written Core Exam and the Supplemental Questionnaire in order to continue in the selection process. Candidates’ scores on this examination process may also be applied to other announcements involving other job titles when directed by the Human Resources Director. 

 

Candidates who pass both the Written Core Examination and Supplemental Questionnaire Examination will have their scores combined to obtain a ranking on the eligibility list.

 

Certification Rule: The certification rule for the ranked eligible lists resulting from this examination will be Rule of Five Scores. The department may administer additional position-specific selection procedures to make final hiring decisions.

 

Eligible List/Score Report: A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process 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 six (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/score report 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 https://sfdhr.org/sites/default/files/documents/ASO-Level-Chart.pdf?documentID=21246.

 

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. 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.

NOTE ON PERSONAL PROTECTIVE EQUIPMENT (PPE):

Some positions in the Human Services Agency will require the use of personal protective equipment (PPE), including but not limited to gloves, gowns, eye and face protection, and face-fitting respirators. The requirement for the use of PPE may come on short or no notice. Facial hair or any condition that interferes with a face-fitting respirator’s seal (i.e. comes between the sealing surfaces of the respirator and the wearer’s bare skin) is not permitted when face-fitting respirators are worn, including during initial or periodic respirator fit-testing. Employees who choose not to shave and do not have either American Disabilities Act (ADA) or Equal Employment Opportunity (EEO) Accommodations do not have the right to alternate work assignments or the option of using a loose-fitting Powered Air Purifying Respirator (PAPR) in place of a face-fitting respirator.

 

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:

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. Applicants should keep copies of all documents submitted, as these will not be returned.

SENIORITY CREDIT IN PROMOTIONAL EXAMS: Information regarding seniority credit can be found at: https://sfdhr.org/information-about-hiring-process#senioritycredit

REASONABLE ACCOMMODATION REQUEST: http://www.sfdhr.org/index.aspx?page=20#reasonableaccommodation

DRIVER’S LICENSE REQUIREMENT: http://www.sfdhr.org/index.aspx?page=20#license

VETERAN’S PREFERENCE: http://www.sfdhr.org/index.aspx?page=20#veteranspreference

CLERICAL ERRORS: http://www.sfdhr.org/index.aspx?page=20#announcementsdefinitions

RIGHT TO WORK: http://www.sfdhr.org/index.aspx?page=20#identification

 

The HSA of the City and County of San Francisco shares a commitment to a diverse, inclusive, and equitable community. Each member of our organization is responsible and accountable for promoting success, being compassionate, and ensuring that everyone has a voice to make San Francisco an inclusive and equitable place to live and work by employing fair and just practices to and for all.

Exam Type: CPE (Combined Promotive and Entrance)
Issued: July 7, 2021
Carol Isen, Human Resources Director

Department of Human Resources

Recruitment ID Number: PBT-1823-110952

HSA/ TR / 415-770-4126

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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