1824 Principal Administrative Analyst

Contracts & Vendor Management

Recruitment #PBT-1824-110668

Introduction

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

The San Francisco Health Service System
The San Francisco Health Service System (SFHSS) provides health benefits for SFHSS members - employees and retirees - of the City and County of San Francisco, the San Francisco Unified School District, San Francisco City College and the San Francisco Superior Court, and their dependents. Staff must know and administer benefits for 136,000 lives with over 29 benefit plans from 10 different vendors. These benefit plans include Medicare and Non-Medicare medical, dental, vision benefits, as well as life insurance, long-term disability benefits, flexible spending accounts for health and dependent care and COBRA.

Position Description
Under general direction, from the Chief Financial Officer, Chief Operating Officer and Contracts Manager, the Principal Administrative Analyst for Contracts & Vendor Management, organizes, supervises and conducts difficult, complex, and sensitive analytical work that has substantive impact on the operations of the Health Service System in areas such as: financial/fiscal and economic analysis; healthcare statistical analysis, planning and reporting; development of complex contracting systems and administration of complex health benefits contractual agreements; development and evaluation of important  administrative/management systems, policy and procedures, including evaluation of the impact of legislation, regulations, law, court decisions and memoranda of understanding; and/or major program development and evaluation. 

This Principal Administrative Analyst 1824 position applies subject-matter expertise to the development and administration of the competitive RFP processes and annual member benefit service provider contract renewals. The position is accountable for developing the needs assessments from the business owners to facilitate the RFP, selections and contracts negotiations (if selected). For renewals, the position facilitates the development of the annual renewal specifications for vendors and monitors the timely completion of agreements. Lastly, the position applies subject-matter expertise and vendor management relationships to research and develop resolutions on the member grievance and appeals cases with the applicable service provider.

Typical duties include:

1.      Directs, oversees, develops and administers RFPs, RFQs and RFIs for multiple new benefit providers concurrent with the Health Service System Strategic Plan, as well as Departmental operational and financial needs. The benefit providers include, but are not limited to, Health Plans, Life and LTD, Voluntary Benefits Administration, in-house and external well-being services and EAP services, non-core services currently contracted out by health plans, technology and data analytics vendors.
2.      Directs and or conducts annual and periodic review, modification, negotiation and acceptance of contractual agreements and regulated plan materials for all SFHSS benefit providers and contract compliance.
3.      Provides assistance to senior management in interpreting contractual benefit information and leading certain member services processes such as appeal and grievance resolution.
4.      Provides assistance to senior management in monitoring the compliance of vendors to contractually agreed upon performance standards and/or guarantees.
5.      Assists as needed in the preparation of the annual “10 county survey” and additional data collection and analysis, analysis of benefit changes and impact to department and member population, meeting regularly with major health care vendors for status updates, performing vendor rate analysis and validation and revenue/expense projections.  
6.      Reviews financial, budgetary, contractual and regulatory contract compliance (including at the federal, state and City-level) and implements changes to contracts, including processes, procedures, and oversight to ensure continued compliance and transparency.
7.      Directs, oversees and conducts complex and detailed analytical work to support the functions and operations of the Health Service System; confers with managers, departmental personnel and other individuals and experts to discuss, evaluate and make recommendations on a variety of complex administrative, organizational, policy,  budget, fiscal, and other issues related to important functions of the department; responds to informational requests, including those of a sensitive nature; may supervise clerical, technical and subordinate professional staff; may coordinate and/or direct complex financial or operational activities; may act as executive assistant and provide administrative analysis to high-level managers or a department head; may assist management in coordinating and/or negotiating complex contractual, administrative, organizational, policy, budget, fiscal, and other issues related to important functions of assigned department with outside departments, agencies and organizations; may represent the department to the Mayor’s Office, Board of Supervisors, Controller’s Office, other City officials, outside agencies or the general public.  
8.      Researches, analyzes and formulates policy recommendations on a variety of difficult and complex management-level budget, fiscal, policy, program, organizational and related issues; confers with managers, departmental personnel, consultants and others to clarify needs, issues and parameters; develops, conducts and documents findings from detailed and comprehensive surveys, studies, and other processes to analyze data and information from multiple sources; researches and evaluates complex data/information from internet, databases and other sources, consults with subject-matter experts, develops complex evaluative processes, creates spreadsheets, documents findings, analyzes alternatives and formulates recommendations; conducts complex analyses, such as revenue/expense analysis, cost/benefit analysis, needs analysis, financial and health utilization trend analysis, variance analysis, rate and modeling analysis, statistical analysis, program analysis, organizational analysis and legislative/policy analysis; prepares clear, comprehensive management reports, including logical and coherent financial/policy recommendations and appropriate supporting documentation; presents reports, including formal presentations to groups.  
9.      Analyzes and evaluates the effect of existing, newly-enacted and proposed legislation, regulations, law, court decisions and/or memoranda of understanding for policy and financial impact on the department; prepares and presents report to management with recommendations on how to comply with existing and proposed legislation, regulations, law, court decisions and/or memoranda of understanding, mitigate adverse action against the department or maximize potential revenues; develops, implements and monitors new and revised reporting systems required by legislation.  These activities include but are not limited to: HIPAA compliance, compliance with local, state and federal regulations, and contract document retention compliance, as it related to health plans and contracts with the City and County of San Francisco.  
10.      Develops and conducts comprehensive studies, surveys and other evaluative processes to analyze existing and proposed administrative, management, program and organizational needs, systems, functions, policies and procedures; identifies and analyzes important issues, processes, patterns and trends, makes related projections, documents findings, develops recommendations; prepares and presents reports for senior management outlining findings and presenting recommendations for development and implementation of systems, policies and procedures; may coordinate implementation and evaluation of new systems, policies and procedures. These activities include reviewing vendor performance and reporting requirements and working with vendors to facilitate improvements and working with vendors to implement audit finding corrections.  
11.      Conducts complex and comprehensive analyses to evaluate existing and proposed programs; works with management, outside experts and others to clarify overall mission, goals, problems and issues; develops and analyzes performance outcome measures to evaluate new programs and related policies; develops and recommends policies, procedures and work processes for new programs; prepares reports for senior management outlining findings and presenting recommendations; assists management  in the implementation and/or ongoing evaluation of new programs.  These activities include monitoring and coordinating Vendor performance guarantees and facilitation of performance guarantee payments where appropriate, assisting with annual renewal of health plans and Open Enrollment.  
12.      Conducts analysis and coordinates activities related to the application for and management of multiple-source projects and/or grants; analyzes and monitors compliance with funding, legal, service and other requirements; monitors detailed and complex grant and award budgets, ensures expenditures remain within the budget, shifts 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.  These activities include  serving as resource to operations member services to resolve Vendor related issues.
13.      Directs, oversees and conducts analysis for development, processing and administration of moderately- to highly-complex contractual agreements with multiple funding sources; confers with management to prepare cost estimates, specifications and terms for new and existing contractual agreements; conducts competitive solicitation, review and selection processes, including receipt and review of bids, negotiation with potential contractor/vendors, and review/processing of approvals; meets with vendors to negotiate requests for additional costs and assists in analyzing costs related to change orders and modifications; reviews, analyzes and prepares cost estimates and terms for proposed change orders and modifications; reviews new and/or existing contract provisions, conducts site visits, and meets with engineers, inspectors and/or program managers; provides information and technical assistance to staff and vendors on departmental contracting policies, procedures and requirements; develops procedures to review and implement local/state code requirements; conducts analysis for monitoring and enforcement of contractual agreements to ensure compliance, including development of computerized systems to track contract status; prepares contract status reports. These include all SFHSS existing vendor contracts as well as new contracts and contracts held by other City departments for the benefit of SFHSS.  
14.      Directs and oversees Senior Contracts Analyst(s) in procurement, contracting contracts analysis and compliance tasks.                                                                                     
15      Performs related duties as assigned.

 

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.

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:

  • Experience drafting scopes of work for professional services agreements
  • Transactional contracts or paralegal experience
  • Experience reviewing plan materials for HMO, PPO, or EPO plans (Evidences of Coverage, Summaries of Plan Descriptions, Summaries of Benefits and Coverage)
  • Strong writing and research abilities

VERIFICATION:
Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process, prior to being appointed into the position. 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. Employment verification letters should be in the company letterhead, stating the inclusive dates of service and positions held as it relates to the qualifying experience required to be considered for the position.

NOTES:
**Applicants must meet the Minimum Qualification requirements by the final filing date unless otherwise noted.
** The selected applicant will need to verify qualifying education and/or experience prior to being appointed into the position. 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

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.

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, Christine Salam, by telephone at 415-557-4881, or by email at christine.salam@sfgov.org.

 

Selection Procedures

Minimum Qualification Supplemental Questionnaire (Weight: Qualifying)
Candidates will be prompted to complete a Minimum Qualification Supplemental Questionnaire (MQSQ) as part of the online employment application. This MQSQ 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 MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.

Written Multiple-Choice Examination (Weight:  30%)
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
• Knowledge of, and ability to apply, financial/fiscal principles (including the ability to use mathematical and statistical formulas)
• Ability to use various computer software programs.

Supervisory Test Battery (Weight:  40%
Candidates who attain a minimum passing score on the written examination component will be invited to participate in a computer-based examination designed to measure competencies in job-related areas which may include but not be limited to: Problem Solving; Leadership; Decision Making; Interpersonal skill; Human Resources Management; Team Building; Communication & Conflict Management.  For more information about this Supervisory Test (and a suggested reading list) please visit: http://www.sfdhr.org/Modules/ShowDocument.aspx?documentid=11676

A passing score must be achieved on the Written Multiple-Choice Examination and the Supervisory Test Battery in order to continue in the selection process.

The above test components are considered standardized and, therefore, test questions and answers are not available for public inspection or review.

Candidates may receive two or more scores in association with the above selection components. One or more will correspond to the core component of the multiple-choice exam component (i.e., core examination and/or one or more specialty areas).  Those candidates who participate in the Supervisory Test Battery, will attain an additional score.  Any scores attained on each of 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. Your score on the Core Exam is not valid for any other classifications in the Admin Analyst Series. You cannot apply a score from the Core exam used for 1820, 1822, or 1823, as it is a different test.

The Supervisory Test Battery may be used for many other classes, therefore your test score may be applied to other classes if you choose to apply to future recruitments.  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, specialty subtest(s) and/or supervisory test battery), 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, specialty subtest or supervisory test battery) 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 Evaluation (Weight: 30%)
Candidates who pass the weighted multiple choice exam and Supervisory Test Battery will be invited to complete an additional supplemental questionnaire. This supplemental questionnaire is designed to evaluate candidates' relative knowledge, skills and abilities in job-related areas. This may include but not be limited to knowledge of contracts, management skills, and analytical and problem solving skills. All relevant experience, education and training must be on the application in order to be reviewed in the rating process. Candidates will be placed on the eligible list in rank order according to their final score. Candidates must receive a passing score to be ranked on the eligible list.

Notes:
Make sure your application and any attachments to the application submitted at the time of filing are complete and accurate and include details on all experience, education, training and other information that qualifies you for this recruitment. Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment or inability to receive full credit for scoring purposes. Any new information concerning work experience, education, training and other information that is submitted after the filing deadline may not be used for scoring or considered to determine whether you meet the minimum qualifications.

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 12 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.

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.

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

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

VETERANS PREFERENCE AND SENIORITY CREDITS

Information regarding requests for veteran's preference can be found at: http://sfdhr.org/information-about-hiring-process#veteranspreference.
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.

COPIES OF APPLICATION DOCUMENTS

Applicants are encouraged to keep copies of all documents submitted. Submitted documents become a permanent part of the exam records and will not be returned. The hiring department may require applicants to submit the same documents and/or additional documents at a later date.

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.

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 of review for appeals is 'abuse of discretion' in establishing the position description, the minimum qualifications and/or 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.

Exam Type: CPE
Issued: XXXX
Carol Isen
Interim Human Resources Director
Department of Human Resources
Recruitment ID Number: PBT-1824-110668
HSS/CS/415-557-4881

Benefits:

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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