1824 Principal Administrative Analyst

Recruitment #PEX-1824-093826

Introduction

Filing deadline extended to April 17, 2019 in order to receive additional applications.

The Department of Children, Youth and Their Families (DCYF) was formed in 1989. We guide policy, serve as a source of funding for children’s services, and inform and engage the public on a wide range of issues all to improve the lives of children, youth and families in San Francisco. Our work is driven by our vision, mission, goals and values.

DCYF supports children and youth in every one of San Francisco's neighborhoods and districts with strategic funding to community-based organizations, citywide initiatives and projects addressing issues such as early care and education, out of school time, youth employment and empowerment, wellness, violence prevention and intervention, and family support services, and the development of a coordinated planning process for San Francisco’s children and youth services. Please visit our website at www.dcyf.org for more information.

This is a permanent exempt appointment.  Exempt employees are considered “at will” and serve at the discretion of the appointing officer.


Position Description:

The Operations and Organizational Development Manager position will establish and implement new policies, procedures, and programs.  The job duties are to create, execute, and apply new policies, procedures, and programs to strengthen the department’s organizational infrastructure.

The position will manage general office operations, lead organizational development, and coordinate human resources functions.  It will be DCYF’s point person for supporting the agency’s leadership within the City and County San Francisco, and internal management of key initiatives such as racial equity, trauma-informed systems, and professional development.

This position will be a strategic DCYF manager and is part of the Finance and Operations Team.  Under direction of the Director of Budget, Operations and Grant Support (Chief Financial Officer), this position performs duties requiring a high degree of independent judgment on programmatic and administrative matters, policies and procedures, and internal coordination.  This position will require flexibility, and the ability to organize and prioritize a wide range of time-sensitive projects.

Essential Job Duties and Responsibilities:

The essential job duties are to establish and implement new policies, procedures, and programs in the department’s Office Operations, Organizational Development, and Human Resources: 

Office Operations

• Formalize and document the department’s internal policies and procedures by updating the DCYF employee handbook.  Ensure consistency with Citywide polices, and coordinate with other departments.

• Coordinate building issues with staff, contractors, and building management.  Work with the City’s Real Estate Department to plan for a potential move into a different building.  Ensure that appropriate building security measures and controls are in place.

• Manage the front desk operations to ensure a welcoming, smoothly run office.  Manage incoming phone calls and referrals to assigned staff.  Collaborate with the Community Engagement team to manage regular updates of information and referral services.

• Supervise a team of staff members responsible for providing front desk and administrative support to key DCYF staff.  Coordinate with supervisors who utilize front desk staff for administrative work to ensure that work assignments are completed.  Offer professional development to front desk employees.

Organizational Development

• Lead the coordination of the department’s participation in equity initiatives such as the Government Alliance on Race and Equity and Trauma-Informed Systems. Provide leadership on DCYF’s Equity Committee.

• Develop metrics to track the Department’s organizational progress in implementing its Equity Action Plan.  Work to institutionalize best practices into the department’s policies and procedures.

• Ensure staff has access to training opportunities that support ongoing professional growth.  Work closely with other Finance and Operations staff to support seamless experiences for staff in completing administrative requirements for training and related travel.

• Manage processes for departmental interns and temporary staff to ensure positive work experiences.  Support the Youth Empowerment Allocation staff as they work on developing departmental career ladders for young people.

• Support DCYF’s organizational culture in its efforts to be a great place to work.  Promote positive office morale, and coordinate internal agency-wide events.

Human Resources

• Track key People & Pay information in the City’s F$P (Oracle PeopleSoft) system.  Perform analytical tasks related to hiring processes and salary/fringe budget projections, including annual position reconciliation process.  Assign funding sources to staff when requested.

• Manage the department’s performance planning and appraisals (PPAR) process. Track departmental progress in completed PPARs.  Ensure that managers have access to appropriate training and resources to supervise effectively.  Support supervisors in consistent application of formal disciplinary processes when needed.

• Coordinate onboarding and separation processes, including orientation and exit interviews.  Work with the Department of Human Resources (DHR) and other City departments to ensure full compliance with Disaster Service Workers and Vehicle Pool access requirements.

• Work with DHR’s Client Services to establish efficient hiring schedules and expedite hiring.  Serve as a departmental resource on hiring processes and paperwork. Track the department’s hiring plan to ensure timely hiring and clear communication to interested candidates.

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

Please submit an application, the two (2) supplemental questionnaires, cover letter, and resume.

Applications for City and County of San Francisco jobs are only accepted through an on-line 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.

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file on-line applications in the lobby of the Department of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

Applicants may be contacted by e-mail about this announcement and, therefore, it is their responsibility to ensure that their registered e-mail address is accurate and kept up-to-date.  Also, applicants must ensure that e-mail 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, and first5sf.org).

Applicants will receive a confirmation e-mail that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation e-mail for their records. Failure to receive this e-mail 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.

Your application and any attachments to the application submitted at the time of filing must be complete and accurate including the details on your 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 and/or disqualification for this recruitment, or inability to receive full credit for scoring purposes.   Resumes may be attached to the application; however, resumes will not be accepted in lieu of a completed City and County of San Francisco application.
Applicants are advised to keep copies of all documents submitted.  Submitted documents become a part of the recruitment process and will not be returned.  The department may require applicants to present additional material.

If you have any questions regarding this recruitment or application process, please contact Gilda Cassanego at Gilda.Cassanego@sfgov.org or (415) 557-4859.

Selection Plan

Selection Plan:

Please submit an application, two (2) supplemental questionnaires, cover letter, and resume.

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

Supplemental Questionnaire – Screening Questions:    Applicants will be prompted to complete the Supplemental Questionnaire during the on-line application process.  There are three (3) questions.

Screening of Application:  On-line employment applications will be screened for relevant qualifying experience and education in relation to the minimum qualifications.   Additional mechanisms may be implemented in order to determine candidate’s qualifications.

All statements made on the application and supplemental questionnaires are subject to verification.  Failure to submit a supplemental questionnaire with the application by the filing deadline may result in disqualification from the selection process. 

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

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

Verification of Experience and/or Education:

Applicants may be required to submit verification of qualifying education and experience at any point in the application, and/or departmental selection process. 

When requested, all applicants must submit verification of qualifying education and experience. Verification of qualifying education and experience, when requested, must be submitted on employer’s official letterhead, specifying name of the applicant, job title(s), duties performed, dates of service, and must be signed by the employer or the employer’s authorized representative.  City and County employees will receive credit for the duties of the class/position to which appointed.  Credit for experience obtained outside of the employee’s classification will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rule 110.9.1.  City employees relying upon qualifying work experience gained outside the City and County of San Francisco must submit written verification of such experience as described above. 
Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement explaining the reason for the request for waiver.  Waiver requests will not be automatically granted, but will be considered on a case-by-case basis.

Failure to submit required verification or request for waiver when requested may result in the rejection of the application.
Information on how to verify educational requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456
 
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.  For additional information regarding verification, refer to http://www.sfdhr.org/index.aspx?page=20#verification.

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.

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 posting the correction on the Department of Human Resources website at: http://www.sfdhr.org/index.aspx?page=20#announcementsdefinitions.

Requests:   Applicants with disabilities who meet the minimum eligibility requirements of a job announcement can find information on requesting a reasonable ADA accommodation at:  https://sfdhr.org/information-about-hiring-process#applicantswithdisabilities

Veterans Preference: Information regarding requests for Veterans Preference can be found at:
http://sfdhr.org/information-about-hiring-process#veteranspreference

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

Micki Callahan
Human Resources Director
Department of Human Resources

Recruitment ID Number: PBT-1824-093826
DHR/GC/415-557-4859

 

 

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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