1824 Principal Administrative Analyst

Recruitment #PEX-1824-097023



Location: City College of San Francisco, Human Resources Department, Ocean Campus, 50 Frida Kahlo Way, San Francisco

Contact Person: Elisa Daniels, Senior Departmental Personnel Officer, 415-452-7662, edaniels@ccsf.edu

Appointment Type: One (1) Permanent-Exempt, full-time (40 hours), full-year (260 days) position.  Exempt employees are considered “at will” and serve at the discretion of the appointing officer.

This position functions as the "chief of staff" supporting the Senior Vice Chancellor of Administrative and Student Affairs and the following functional areas:  Finance and Administration, Student Affairs, IT, Human Resources.

Position Description: Under direction of the Senior Vice Chancellor, provides direct support by managing the planning, organizing and monitoring of the activities for the operations of the various divisions, including managing the master schedule/calendar of division meetings and events, including preparation and coordination of associated materials and/or planning requirements, and monitor the activities and operations of areas as assigned by the Senior Vice Chancellor; and reports directly to the Senior Vice Chancellor on a wide variety of administrative and executive duties, special projects and initiatives involving the Senior Vice Chancellor’s office and its priorities; coordinates the execution of District-wide projects undertaken by the Senior Vice Chancellor; and addresses questions, concerns, issues, and requests on the Senior Vice Chancellor’s behalf.

Salary Range (Steps 1-5): $50.13 – $59.77/hourly; $104,278 – $124,340/annually

(Terms and Conditions for Reduced Work Week/RWW does not apply to Unrepresented Classified Management and Supervisory employees.)

Job Duties:

1. Directs, oversees and conducts difficult, sensitive, highly visible and complex analytical work that has significant impact on the functions and operations of assigned department; confers with management staff including Associate Vice Chancellor and Associate Dean Human Resources to discuss, evaluate and make policy recommendations on special projects and/or a variety of complex, sensitive or highly visible administrative, organizational, policy, budget, fiscal, and other issues related to important functions of the department; responds to informational requests, including those of a highly sensitive nature; typically supervises and trains clerical, technical, and professional staff; may coordinate and direct complex financial or operational activities; acts as executive assistant and provide administrative analysis to high-level managers or department head; assists Senior Vice Chancellor in coordinating and/or negotiating complex 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 Board of Trustees, City officials, outside agencies or the general public.

2. Researches, analyzes and makes policy recommendations on a variety of difficult, complex special projects and highly visible budget, fiscal, policy, program, organizational and related issues; collaborates with senior managers and other individuals/experts to clarify needs, issues and parameters; 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/information from internet, databases and other sources, consultation with subject matter experts, development of complex evaluative processes, creation of spreadsheets, documentation of findings, analysis of alternatives and formulation of recommendations; directs and/or conducts difficult and complex analyses, such as revenue/expense analysis, cost/benefit analysis, needs analysis, trend analysis, variance analysis, net present value analysis, rate and modeling analysis, statistical analysis, program analysis, organizational analysis and legislative/policy analysis; prepares and/or directs the preparation of clear, comprehensive management reports, including logical and coherent financial/policy recommendations and appropriate supporting documentation; presents reports, findings and recommendations to senior management staff, including formal presentations to groups.

3. Analyzes and evaluates the effect of highly complex and sensitive existing, newly enacted and proposed legislation, regulations, law, court decisions and/or memoranda of understanding for policy and financial impact on the department; advises management, and directs/prepares and presents formal reports 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 and recommends procedures for District-wide implementation of enacted legislation, regulations, law, court decisions and/or memoranda of understanding; develops comprehensive user manuals to implement legislation, programs and administrative policy; may act as legislative liaison to other departments; assists state and federal legislative staff in drafting legislation; advocates and testifies regarding department’s position to legislators, committee and staff.

4. Consults with senior managers and others to define difficult and complex administrative, management, program and organizational issues, policies and procedures that have significant impact on the organization; directs and/or conducts detailed and 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, and develops recommendations; prepares and/or directs the preparation of reports for senior management outlining findings; presents reports to senior management, including recommendations for development of policy; coordinates implementation and evaluation of new systems, policies and procedures.

5. Directs and/or conducts difficult, complex and comprehensive analyses to evaluate existing and proposed programs; collaborates with senior 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 and/or directs the preparation of reports for senior management outlining findings and presenting recommendations; coordinates implementation and ongoing evaluation of new programs.

6. Directs and/or conducts difficult and complex financial, fiscal and/or economic analyses to evaluate the overall fiscal/financial condition of a department/program and provide information/data for financial reporting, projection and planning; directs and/or conducts difficult and complex economic and/or financial analyses, including forecasting, revenue and/or expense projections, rate analysis, statistical analysis, modeling and cost/benefit analysis; evaluates current financial procedures, interprets governmental accounting pronouncements and technical guidance, makes recommendations, and develops and implements new policies and procedures; prepares and/or directs the preparation of financial statements and reports, with policy recommendations and appropriate documentation, for management, Board of Trustees and various funding agencies.

7. 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 all schedules (daily, weekly, monthly, annual); develops, coordinates, administers and monitors a highly complex departmental budget with multiple funding sources; negotiates budget proposals within the department; prepares and/or directs the preparation of financial and statistical reports for the Senior Vice Chancellor; prepares and/or directs the preparation of background information and documentation in preparation for producing reports and/or presentations.

8. Establishes, administers, monitors, coordinates and acts as liaison regarding application for and management of complex, multiple-source capital projects and/or grants; directs and/or conducts monitoring for compliance with funding, service and other requirements; directs and/or conducts monitoring of detailed and complex grant budgets, ensures expenditures remain within the budget, shifts funds within guidelines; prepares and/or directs preparation of status/financial/statistical reports for management; directs and/or conducts analysis and preparation of departmental reports to funding agencies, including subvention of funds to contracting organizations; ensures provision of technical assistance and oversight to recipients of grants awarded by the department/agency; may coordinate preparation of District-wide single audit report.

9. Reviews difficult and complex analyses for developing, processing and administering highly-complex contractual agreements with multiple funding sources; confers with senior management regarding preparation of cost estimates, 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, conducts site visits, and meets with engineers, inspectors and/or program managers; coordinates with staff from other departments and agencies, and provides technical assistance to staff and contractors on departmental contracting policies, procedures and requirements; develops procedures to review and implement local/state code requirements; assist with and/or conduct difficult and complex analysis for monitoring and enforcement of contractual agreements to ensure compliance, including development of computerized systems to track contract status; prepares and/or directs preparation of contract status reports.

10. Performs related duties as required.



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.

Note: Work experience with the District as a College Work Study student or Lab Aide (3591) Classification will not be considered or applied as qualifying experience.

Desirable Qualifications:

1. Ability to speak and write effectively, interact effectively, courteously and tactfully with faculty, staff, union organizations, and the general public.

2. Strong customer service orientation and willingness to find solutions to complex problems and answers to conventional questions.

3. Knowledge of California Education Code employment provisions.

4. Ability to work effectively across multiple functions and roles within a complex organization.

5. Strong interpersonal skills and the ability to build effective working relationships with senior level district staff and colleagues.

6. Ability to work effectively in difficult situations that involve confidential and sensitive matters.

7. Strong computer skills including Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).


New employees hired on or after October 1, 2013 will contribute 2% of salary to the San Francisco Retiree Health Care Trust Fund (RHCTF).

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 CS00079P, on City College of San Francisco's job website at: http://jobs.ccsf.edu/postings/4001 along with the following materials).

Substitution of required documents is not permitted.

To be considered for this position the following materials must be submitted by the filing deadline. Applicants filed without the required documents will be rejected.

Note: The employment history portion of the online application must be filled out.

1. Completion of online application. Start process by clicking on the “Apply for this Position” button at the top of this page; AND

2. A letter expressing interest in the position specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this announcement; AND

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

4. Educational Verification: 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 the 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 the CCSF Human Resources Department at (415) 452-7660 for evaluation sources. Failure to submit the required verification or request for waiver with the application at the time of filling 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. If requested, verification of experience needed to qualify must be submitted on the employer’s letterhead and indicate the name of the applicant, job title, dates of employment, hours/week, and duties performed, and must be signed by the supervisor and/or appropriate company representative.

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 is requested may result in the rejection of the application.


Selection Procedures

Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine applicants’ qualifications. Only those applicants who most closely meet the needs of the Department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.

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.


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: May 23, 2019
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-1824-097023


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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