Pr Administrative Analyst

Recruitment #PEX-1824-092990

Introduction

INTRODUCTION

LOCATION: City College of San Francisco, Student Services, Ocean Campus, 50 Frida Kahlo Way.
CONTACT: Elizabeth Coria, Associate Vice Chancellor, ecoria@ccsf.edu, 415-239-3382
APPOINTMENT TYPE: Permanent-Exempt. Exempt employees are considered "at will" and serve at the discretion of the appointment officer. This position is grant-funded and is funded on a yearly basis.
WORK SCHEDULE/LOAD: One full-time (40 hours/week). full year (260 days per year) position

Position Description

Under the direction of the Associate Vice Chancellor of Student Services, the Principal Administrative Analyst performs highly specialized administrative services requiring independent judgement on complicated and difficult administrative matters involving sensitive and confidential information. The Principal Administrative Analyst will provide detailed professional-level analytical, administrative work such as; development and administration of contractual agreements; grant administration and monitoring; budget development and administration; financial/fiscal and economic analysis and reporting; monitoring and administration of multiple-source capital projects and grants; analysis, program evaluation and planning. In addition, the incumbent will be responsible for disseminating, interpreting, enforcing existing policies and procedures in federal, state, and local guidelines to ensure compliance with regulations due to changing federal, state, and local guidelines and deadlines; review discrepancies, and reports received from the District Business Office, as well as errors in budget and expenditures. Acts as executive assistant and provides administrative analysis to Associate Vice Chancellor of Student Services.

 

EXAMPLES OF DUTIES

Essential duties for this position include, but are not limited to:

1. Provide assistance in the preparation of budget estimates and contract documents; conduct studies as a basis for making recommendations on the departments, work plans, budget requests, review and analyze budget development estimates and adhere to District Business Office, Federal and State guidelines. Advises management, and directs/prepares and presents formal reports with recommendations on how to comply with existing and proposed legislation, regulations, law to mitigate adverse action against the department.
2. Directs and/or conducts difficult and complex analyses to advise management in budget development, administration, monitoring and reporting; directs and/or conducts difficult and complex revenue/expense, trend and statistical analyses for budget monitoring, projection and reporting; develops guidelines and prepares or directs the preparation of budget line-item narratives, analyses, recommendations and justifications for annual, supplemental and multiyear requests; develops, coordinates, administers and monitors a highly complex departmental budget with multiple funding sources; and documentation in preparation for producing reports and/or presentations.
3. Directs, oversees and conducts difficult, sensitive, highly visible and complex analytical work that has significant impact on the functions and operations of assigned student services programs. Develops and analyzes performance outcome measures to evaluate new programs and related policies; develops and recommends policies, procedures and work processes for new programs; coordinates implementation and ongoing evaluation of new programs.
4. Directs and/or conducts difficult and complex analyses for developing, processing and administering highly-complex contractual agreements with multiple funding sources, specifications and terms for new and existing contractual agreements; directs and/or conducts competitive solicitation, review and selection processes, including receipt and review of bids, negotiation with potential contractors/vendors, and review/processing of approvals; directs and/or conducts negotiations with contractors with regard to additional contract terms, cost reimbursement and change order provisions; directs and/or conducts review and preparation of cost estimates and terms for proposed change orders and modifications; directs and/or reviews new and/or existing contract provisions. Process requisitions, vendor payments and reimbursement payments.
5. Collaborates with senior managers and other individuals/experts to clarify needs and; directs and/or conducts the development and execution of complex and comprehensive surveys, studies and other processes to analyze data and information from multiple sources; directs and/or conducts research and evaluation of complex data; prepares and/or directs the preparation of clear, comprehensive management reports; presents reports, findings and recommendations including formal presentations to groups.
6. Types and edits correspondence, reports, statements, memoranda; prepares agendas; transcribes minutes using computer software/systems and other material of a complex and difficult nature requiring a high degree of accuracy.
7. Provide administrative support related to Title IV and Title V Federal and State regulations compliance with categorical programs and local grants expenditures reporting, such as: Financial Aid BFAP, EOPS, CalWORKs, Equity, and SSSP.
8. Provide training and technical support, as well as prepare training material, procedures manual for the office. Responsible for verifying and processing staff leave balance forms and timesheets for students, and administrators.
9. Develops, maintains, and manages various office/records systems, and electronic files.
10. Prepares summaries of reports, memoranda and documents for executive staff review. Interprets administrative decisions and policies to staff, agencies and the public. Performs responsible office work involving the exercise of considerable independent judgment decision making.
11. Alleviate supervisor of routine administrative matters.
12. Screens telephone calls, and email correspondence; greet and direct which may require answering a variety of questions with considerable tact and judgement.
13. Communicates and follows-up on tasks assigned to senior managers.
14. Maintains and arranges appointment calendars and travel arrangements.
15. Acts as a liaison to various college departments and outside agencies. Resolve student issues which many arise in any of the functions/areas of the division.
16. Make regular contact with all levels of personnel in various departments to share information related to the department. The work requires the utilization of complex word processing, spreadsheets, graphics, and data base software, Internet and email.
17. Recommends solutions to efficiently resolve problems that may occur during the working day as it pertains to Student Services operations and handling student complaint procedures.
18. Actively participates in implementing new technology, updates procedures/training manual and evaluate outcomes.
19. Supervise assigned staff and student workers
20. Performs related duties as required.

 

DESIRABLE QUALIFICATIONS

1. Two (2) or more years of increasingly responsible executive administrative support experience.
2. Two (2) or more years of increasingly responsible administrative support experience in a higher education setting.
3. Experience in using Word, Excel, and PowerPoint.
4. Basic knowledge of Human Resources practices.
5. Two (2) or more years of experience utilizing Banner Software or similar computer software or comparable systems.
6. Experience in prioritizing and completing multiple tasks in a timely fashion
7. Effective interpersonal skills.
8. Effective experience in conflict resolution in person, email and or phone.
9. Bilingual proficiency.

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.

How To Apply

HOW TO APPLY

To be considered a candidate for this position, an online application must be submitted (go to the job announcement, job posting number CS00051P, on City College of San Francisco's job website at http://jobs.ccsf.edu/postings/3586 along with the following materials. 

Substitution of required documents is not permitted.

1. A letter expressing interest in the position specifically indicating how you meet the Minimum Qualification, as well as the Desirable Qualifications as listed in this announcement; AND

2. A current resume summarizing educational background and related work experience; AND

3.Verification of Education: Verification of qualifying education must include copies of transcripts, diplomas, or certificates posting your degree(s) and major(s). If verification cannot be obtained, the applicant must submit a signed statement with the application explaining why such verification cannot be obtained. Requests for waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization, before an application can be processed. Please contact CCSF Human Resources at (415)241-2246 for evaluation sources. Failure to submit the required verification or request for waiver with the application at the time of filing will result in rejection of the application. 

Verification of Experience: Verification of experience may be requested at any time during this recruitment and selection process. All qualifying experience must be proven by submission of letter(s) of verification on official letterhead stationary, showing the name of the applicant, job title(s), duties and dates of employment, with the title and signature of the employer. 

Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement with the application explaining why verification cannot be obtained. Waiver requests will be considered on a case-by-case basis. Failure to submit the required verification or request for a waiver at the time of verification may result in the rejection of the application.

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

Selection Procedures

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 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 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

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: December 21, 2018
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-1824-092990
SFCCD/S.Y./415-487-2440

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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