1823 Senior Administrative Analyst

Grants Administrator

Recruitment #PEX-1823-107785

Introduction

Overview of Public Works:

San Francisco Public Works is the City department that cares for and builds the City’s infrastructure, public buildings, and public right-of-way, keeping the City beautiful, safe, and accessible for residents, merchants, and visitors. Public Works staff include inspectors, architects, community liaisons, engineers, permit checkers, construction managers, surveyors, administrative analysts, construction tradespeople for buildings, plazas, streets and sewers, arborists and gardeners, landscape architects, project managers, and budget, IT and finance experts. Please see our website at http://www.sfpublicworks.org for more information.

The Position:

San Francisco Public Works is seeking an experienced Grants Administrator responsible for providing direct planning, direction, coordination and execution for all functions and activities related to non-profit (grant) contractual services for Public Works. This position also is responsible for assisting with budget and fiscal management of all of the department’s grant operations ensuring grant and non-profit agreements comply with all City-wide regulations and Administrative Code requirements in support of support Public Works programs and operations. The position works closely with the various bureaus within Public Works Operations, other city departments, and provides professional level contractual fiscal analysis, and contract administration.

The essential duties of the position, the Public Works Grant Administrator, include:

  • Leads the implementation and ongoing oversight of procurement for all non-profit contractual agreements.
  • Leads in the oversight, facilitation and administration of the non-profit contractual procurement processes, which may include Request for Information (RFI), Request for Proposals (RFP), Request for Qualifications (RFQ), for all grant related programs.
  • Manage non-profit (grant) contract agreement administration including coordinating the creation of project specification documents, advertising the project, managing electronic workflow approvals, assisting with evaluation processes, score tabulations, fielding and assisting in resolving protests, awarding the contracts, and processing the certification of the contract and encumbering funds.
  • Coordinates with the Public Works Contract Administration unit to draft grant contract specifications; and ensure successful delivery of contracted services.
  • Develop procurement plans and policies to implement strategic purchasing of non-profit related services.
  • Ensuring that invoices and payments are made in accordance to the payment provisions of the non-profit contract, and City regulations, such as the requirements of the Office of the Labor Standards Enforcement (OLSE).
  • Monitor and track complex City regulations governing non-profit contract compliance and ensuring compliance with City policy for grants and commodity procurement.
  • Work closely with management staff and supervisors from divisions across Public Works to ensure non-profit services are being provided in an effective and efficient manner.

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.

Desirable qualifications:

  • Possession of a bachelor's degree in pubic or business administration, finance, public policy, or a related field.
  • Experience monitoring commodity procurement, contract and grant invoicing, and reporting.
  • Experience facilitating the payment of invoices and related documents for the agency contractors/grantees, and suppliers.
  • Experience developing and executing grant and contract agreements that comply with federal, state, and local funding requirements.
  • Experience providing technical assistance to grantees, contractors, and vendors on funding requirements and compliance specifically focused on fiscal operations and budgeting that is consistent with federal, state, and local labor requirements.
  • Familiarity with the City and County of San Francisco procurement process.
  • Advanced proficiency in computer programs such as Microsoft Office Suite, electronic databases, and approval systems.

NOTE:

  1. SECURITY CLEARANCE AND BACKGROUND INVESTIGATIONS: Positions in this classification may require that successful candidates who become eligible for appointment may be required to go through a background investigation to determine the candidate’s suitability for employment in this classification. Factors considered in the investigation may include employment history, use of illegal/controlled substances. Reasons for rejection based on this investigation may include, but not limited to: applicable convictions, repeated or serious violations of the law, inability to accept supervision, inability to follow rules and regulations, falsification of application materials and/or other relevant factors. Failure to obtain and maintain security clearance may be basis for termination.
  2. Prospective and current employees may be subject to drug and/or alcohol testing in accordance with Federal rules and regulations. 

    The City and County of San Francisco’s Substance Abuse Policy, in compliance with the Department of Transportation Omnibus Transportation Employer Testing Act of 1991 employing the Federal Motor Carrier Safety Administration (FMCSA) and Federal Transit Administration (FTA) regulations, requires drug and alcohol testing for employees in “safety-sensitive” positions. The selected applicants for “safety-sensitive” positions will be required to pass a Pre-Employment drug test prior to appointment and shall be subject to Random, Post-Accident, Reasonable Suspicion, Return-To-Duty, and Follow-Up testing during employment. Prior to appointment to an FMCSA “safety-sensitive position, each applicant who has participated in a DOT drug and alcohol testing program within the immediately preceding two years will be required to sign a consent form authorizing the City to contact his/her prior employers concerning his/her drug and alcohol test history.”

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, @famsf.org, @ccsf.edu).

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, Raquel Knighten, by telephone at 415-554-6000, or by email at raquel.knighten@sfdpw.org.

Selection Procedures

Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine candidates’ qualifications. Only those applicants who most closely meet the needs of the Agency will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. The application procedure is in compliance with the Americans with Disabilities Act, if you need assistance to participate in this recruitment, contact Jacqueline Sanders (415) 554-6000. Notification in advance will enable the department and County to evaluate arrangements to reasonably accommodate your need.

THE CITY AND COUNTY OF SAN FRANCISCO IS AN EQUAL OPPORTUNITY EMPLOYER. MINORITIES, WOMEN AND PERSONS WITH DISABILITIES ARE ENCOURAGED TO APPLY

Conviction History

As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Conclusion

General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at http://sfdhr.org/information-about-hiring-process or hard copy at 1 South Van Ness Avenue, 4th Floor.

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

Right to Work:
All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

Issued: June 10, 2021
Carol Isen
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-1823-107785
DPW/RK 415.554.6000

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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