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Contracts/Operations Support Analyst (1823 - Senior Administrative Analyst)

The City and County of San Francisco

Company Description

Under general supervision, the Contracts/Operations Support Analyst at the Mayor’s Office of Housing and Community Development performs a variety of activities related to grant management. This position will work in a highly collaborative environment and assist with the department’s efforts to move toward better outcomes and racial equity with its programs and services and to maximize the impact of program resources. This positions work will include, but is not limited to, participating in a robust procurement schedule, developing, processing and managing contractual agreements and grants; participating in comprehensive process analyses; and communicating clearly at all stages of contract development with multiple stakeholders, from internal program colleagues and leadership to community partner organizations.

Job Description

Essential Duties and Responsibilities: Essential duties and responsibilities include:

  • Manages complex contractual agreements with budgets with single and multiple funding sources.
  • Leads procurement as part of an active procurement schedule, including conducting competitive solicitations, reviews and selection processes, including receipt and review of bids/proposals, negotiation with potential contractors/vendors, and review/processing of approvals.
  • Participates in the Operations teams development of effective and efficient contracts processes that improve service delivery and customer experience.
  • Ensures compliance with the City Charter, Administrative Code, and financial policies.
  • Ensures compliance with funding sources.
  • Cultivates and maintains positive, productive working relationships with internal and external stakeholders.
  • Demonstrates outstanding level of customer service with internal and external partners.
  • Assist MOHCD grantees to problem solve and providing technical assistance.
  • Maintains quality controls for contract and grant practices.
  • Participates in the annual nonprofit monitoring program.
  • Prepares clear, comprehensive memos and reports as needed, with appropriate supporting documentation.
  • Maintains, updates and improves procurement and contract management policies and procedures, including templates, training materials and departmental webpages. Develop a knowledge base of negotiating strategies and best practices.
  • Updates the contract management databases. Maintains a repository for draft documents for access and review by Department and Division stakeholders.
  • Assists in developing and monitoring the annual budget for Community Development Division’s grants portfolio, including various funding sources, specific project funding and interdepartmental services.
  • Assists in department wide strategic planning and community engagement processes.
  • Works with senior management to prepare programmatic data reports.
  • Assist in development and implementation of major administrative/management systems.
  • Performs other duties as required.

DESIRED QUALIFICATIONS

  • Administrative/professional experience involving community development, housing and/or housing development and finance.
  • Experience in contract planning, strategic sourcing, contract negotiations and post-award contract & vendor management in a government setting;
  • Knowledge and experience working with government procurement policy, processes and systems
  • Demonstrated ability to plan and complete projects of high quality and on time, including effective use of organizational systems to regularly track and report on progress toward established goals and objectives.
  • Passion for improving government performance and solving social problems.
  • Excellence in both written and verbal communications, including policy memos, presentations, meeting facilitation, and public speaking addressing complex topics.
  • Exceptional project management capabilities and creativity in problem solving
  • Track record of adeptly navigating complex organizations, developing trust with senior leaders, and building relationships among a diverse group of stakeholders.
  • Proficiency in operating computers using Windows-based programs, including word processing, spreadsheet and database software in a standard indoor office environment.
  • Self-motivated with an orientation towards results and a track record of driving results with limited supervisory direction.
  • Willingness to learn, attention to detail, and ability to multi-task.

Qualifications

Possession of a baccalaureate degree from an accredited college or university and three(3) years full-time equivalent experience performing professional-level analytical work. Qualifying professional-level analytical work includes analysis, development, administration, and reporting in major programs and functions of an organization in the areas of budgets, contracts, grants, policy, or other functional areas related to the duties of positions in the 182X Class series.

Substitution:

Possession of a graduate degree (Master's degree or higher) from an accredited college or university with major coursework 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 the Class series may be substituted for one (1) year of required experience.

Additional experience as described above may be substituted for the required degree on a year-for-year basis (up to a maximum of 2 years). Thirty (30) semester units or forty-five (45) quarter units equal one year.

Additional Information

Important Information:

Classification - 1823 - Senior Administrative Analyst (Contracts/Operations Support Analyst) 

Status - Permanent Civil Service Position

Application Opening: Monday, March 25, 2024

Filing Deadline - Monday, April 8, 2024- 11:59 pm

Annual Salary - $115,934 - $140,894

____________________________

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process. • Select the “I’m Interested” button and follow instructions on the screen 7 Applicants may be contacted by email about this recruitment 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, @smartalerts.info, and @smartrecruiters.com).

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.

Examination: 

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;
  • Ability to communicate written information (includes ability to proofread);
  • Knowledge of, and ability to apply, financial/fiscal principles (including the ability to use mathematical and statistical formulas);
  • Ability to comprehend and understand written information;
  • Ability to use various computer software programs;
  • Ability to conduct research;
  • Ability to establish and maintain cooperative and effective working relationships;
  • Knowledge of, and the ability to apply, principles, practices and procedures involving office operations;

This is a standardized examination and, therefore, test questions and test answers are not available for public inspection or review.

Scores 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. If the selection process for the future announcement is held within one year of the date of this examination, your score 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 is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

Terms of Announcement and Appeal Rights:

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 https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ .

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis for establishing the position description, the minimum qualifications and/or the 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.

Additional Information Regarding Employment with the City and County of San Francisco:

  • Information About The Hiring Process
  • Conviction History
  • Employee Benefits Overview 
  • Equal Employment Opportunity 
  • Disaster Service Worker
  • ADA Accommodation
  • Veterans Preference
  • Right to Work
  • Copies of Application Documents
  • Diversity Statement

Exam Analyst Information: If you have any questions regarding this recruitment or application process, please contact the exam analyst at Karen Henderson - karen.henderson@sfgov.org.

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.

All your information will be kept confidential according to EEO guidelines.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.

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Confirmed 13 hours ago. Posted 2 days ago.

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