Principal Administrative Analyst II – SF Municipal Transportation Agency – (1825) - (151603) - City and County of San Francisco

This is a San Francisco Municipal Transportation Agency Position-Based Test

Application Opening:  October 02, 2024
Deadline to Apply: Applicants are encouraged to apply as soon as possible as this announcement may close any time after 11:59 PM on October 16 , 2024.
Recruitment ID: PBT-1825-151603

The SFMTA, a department of the City and County of San Francisco, oversees Muni (the historic Municipal Railway), parking and traffic, bicycling, walking and taxis. Over one million people get around San Francisco and rely on us to ensure safe and reliable travel.
 

Our Vision: Excellent transportation choices for San Francisco.
Our Mission: We connect San Francisco through a safe, equitable, and sustainable transportation.

The eligible list from this job announcement will be used to fill future vacancies in this classification.

San Francisco Municipal Transportation Agency (SFMTA or Agency) has major responsibilities operating a multi-modal public transportation system, which includes the planning, design and the originating of contracts and procurement packages to meet the Agency’s ongoing needs. 

The Parking, Curb Management, Operations Shops and Contract Administration subdivision sets parking and curb regulations and manages on-street and off-street assets and related contracts, to achieve the SFMTA's strategic goals and to raise revenue to support transit and active transportation. The Contracts and Related Services group manages policy, budgeting, and contract administration for large, multimillion dollar vendor contracts that support off-street parking, the tow, and on-street metered-parking programs.

The Streets Division and Contracts and Procurement Sections of the Office of Civil Rights has openings for multiple 1825 Principal Administrative Analyst II positions. Applicants will be considered for all positions within the two Divisions. The positions are as follows:

1. Purchasing Lead:

The Purchasing Team is responsible for Chapter 21 Commodity purchases.  Under the general direction this position will plan commodity purchases with the end user divisions and lead the Purchasing Team to procure commodities by issuing purchase orders for the SFMTA.

Examples of Important and Essential Duties:

• Plans, assigns, supervises and reviews the work of purchasing staff engaged in the maintenance of inventory management records, determination of materials requirements, preparation of purchase requisitions and; prepares periodic and special reports of unit(s) activities.
• Confers with section or division managers and supervisors regarding material support operations, short- or long-range plans affecting supplies and usage; and adjusts or recommends necessary inventory, or reorder changes.
• Confers with departmental users and vendor representatives regarding service, product quality and durability, and purchase feasibility; implements systems for providing information to users on status of order; investigates and resolves user problems.
• Reviews and approves the awarding of purchase orders; reviews and recommends the award of contracts on bids; may prepare documents for major supply contracts.
• Evaluates inventory levels and reorder points; advises management of significant transactions and trends; recommends changes in established targets when indicated.
• Participates in the development and implementation of departmental policies and procedures in conformance with departmental and City and County of San Francisco purchasing and storeroom policies;
• Develops and implements internal distribution systems and security policy; regularly reviews existing systems and procedures and recommends revisions as necessary.
• Evaluates subordinates’ personnel; documents and makes recommendations on employee performance and discipline; identifies training needs and determines appropriate training programs.
• Performs related duties and responsibilities as assigned.
   

DESIRABLE QUALIFICATION: Additional skill requirement beyond MQ. Can be used as criteria to score applicants for interview selection.

• Verifiable experience in material procurement and inventory control & asset management  
• Five years (5) years verifiable working experience of contracts and procurement process and procedures of contract administration, contract management, and procurements.
• Five years (5) of verifiable working experience with San Francisco Administrative Codes on procurement, and/or the Federal Transit Administration’s Third-Party Contracting Requirements
• Verifiable supervisory experience

2. Construction Lead:

The Construction Team is responsible for Chapter 6 construction contract including Job Order Contracts (JOC) as well as professional services related to construction contracts. Under the general direction, this position will lead the construction contracts section and JOC for SFMTA.  The responsibilities of this position include the following for both construction contracts and JOC: prepares solicitations and contract documents; manages the procurement process for compliance with SFMTA policies and procedures as well as local, state, and federal rules and regulations; maintains information and documentation; collaborates with other Chapter 6 Agencies; prepares and participates in federal and local audits; collects date; and prepares a variety of reports, memoranda, and correspondences.

Examples of Important and Essential Duties:

• Prepares, Bids, and Awards construction contracts: Prepares bid/proposal documents for advertisement; facilitates all bidders discussions, questions, and protests during the bid phase; evaluates bids; and executes contracts.
• Manages JOC contract administration in areas such as: contractor solicitation and selection, contract development and production, review and processing of approvals, and contract maintenance.
• Reviews and process Contract Modifications, Task Orders, Contract Closeout, and Acceptance.
• Reviews and process requests for progress payments and retention releases.
• Ensures that all procurement and contracts comply with SFMTA policies and procedures, City and County of San Francisco Administrative Code, California law, and Federal Transit Administration (FTA) regulations.
• Enters and maintains contract information into varies databases and spreadsheets.
• Maintains files and documentations related to assigned contracts and responds to external reviews and audits by providing appropriate documents.
• Collects, compiles, and provides documents requested by other City Agencies/Departments and through the Sunshine Ordinance.
• Performs related duties and responsibilities as assigned.

DESIRABLE QUALIFICATION: Additional skill requirement beyond MQ. Can be used as criteria to score applicants for interview selection.

• Five (5) years of verifiable experience in construction and Job-Order-Contracts.
• Five (5) years of verifiable working experience with San Francisco Administrative Codes on procurement, and/or the Federal Transit Administration’s Third-Party Contracting Requirements
• Five (5) years of verifiable experience in complex and major federal, state or locally funded contracts and procurement for facilities and infrastructure capital improvement programs ($10M contract value and above)
• Verifiable supervisory experience
   

3. Professional Services and General Services Contracts lead:
The Contract Section is responsible for Professional Service, Vehicle Procurement and Equipment Rehabilitation, General Services and Commodity contracts. 
 

Under the general direction, one of the position will lead the locally funded contracts and procurement team and the other one will lead the federally funded contracts and procurement team and they and are responsible for all non-construction contracts for the SFMTA; prepares solicitations and contract documents; manages the procurement process for compliance with SFMTA policies and procedures as well as local, state, and federal rules and regulations; maintains information and documentation; collaborates with other Chapter 21 Administration the Agencies; prepares and participates in federal and local audits; collects date; and prepares a variety of reports, memoranda, and correspondences.
 

Examples of Important and Essential Duties of the position in Contracts Section:

• Works with various stakeholders to assess elements of project delivery to determine contract options best suited for each project in compliance with local, state and federal rules and guidelines.
• Prepares, develops, and administers procurement and contract documents and solicitations, including invitations for bid (IFB), requests for proposal (RFP), and requests for qualification (RFQ) with a clear understanding of the project delivery or operational scope and schedule. 
• Identifies and analyzes needs, goals, funding and other criteria in the development of contract specifications; Ensures that all procurement and contracts comply with SFMTA policies and procedures, City and County of San Francisco Administrative Code, California law, and Federal regulations.
• Provides guidance on procurement functions including contract award and administration; makes recommendations to management for resolution of contracts and procurement issues.
• Reviews and approves contracts, contract amendments, contract service orders and task orders, revisions, terminations, contract closeouts and contract assignments.
• Prepares contract status and project delivery reports; conducts competitive contract vendor selection processes including public bids and requests for proposals, distributes and places advertisement and public notices for contracts; processes moderate to highly complex contracts including advertising for bids/proposals, receipt and review of bids, contract negotiation and award, and routing through signature/documentation process to certification; provides information to staff and provides training and technical assistance to staff and contractors on departmental contracting policies, procedures and requirements.
• Maintains files and documentation related to assigned contracts, projects, and responds to external reviews and audits by providing appropriate documents.
• Performs related duties and responsibilities as assigned.

DESIRABLE QUALIFICATION: Additional skill requirement beyond MQ. Can be used as criteria to score applicants for interview selection.

• Five (5) years verifiable working experience with San Francisco Administrative Codes on procurement, and/or the Federal Transit Administration’s Third-Party Contracting Requirements.
• Five (5) years verifiable experience in complex and major federal, state or  locally funded contracts and procurement for capital improvement programs ($10M contract value and above)
• Verifiable supervisory experience

4. Streets Division - Parking and Curb Management/Contracts & Related Services Tow Program lead:

Under general administrative direction, reporting to the Senior Manager of Contracts and Related Services in the Parking & Curb Management Section, the Tow Program Lead is responsible for leading the Tow Program team, which includes a Senior Administrative Analyst. The Tow Program team is responsible for the completion of tasks covering a variety of operational and policy matters pertaining to the management of the City's tow program. This position will coordinate with the Senior Manager on matters including various procurements, operational audits, contract administration, budget development and implementation, and financial analyses of program performance. 

Examples of Important and Essential Duties of the position in Streets Division:

• Lead the Tow Program to ensure operations are compliant with relevant city laws, ordinances, rules, and regulations.
• Lead the Tow Program team that oversees the contracted tow vendor to ensure ongoing compliance by the vendor with the terms and conditions of its contract with SFMTA and to ensure efficiency of Tow Program operations.
• Research, analyze and recommend policy and procedure changes to ensure consistency with best practices in the tow industry.
• Lead the planning and development of required Request for Proposals (RFPs) and related contract-negotiation processes, including allocation of staff resources required to support these efforts.
• Lead the ongoing planning, development and implementation of the MTA's low-income and unhoused tow-fee waiver programs, including oversight of the internal IT systems that record and track waiver requests and the agency's determination of waiver eligibility.
• Develop and implement the annual operating budget for the Tow Program to optimize overall service delivery and stay within budget.
• Manage the operations of the city's two tow yards and associated customer service centers.
• Collaborate with City Attorney staff to develop and negotiate lease agreements for property occupied by tow yards.
• Collaborate with the tow vendor, MTA Parking Enforcement, MTA Special Events, SFPD and other stakeholders to support tow needs related to special events.
• Manage on-site operational audits and compliance inspections at Tow Program facilities; coordinate with staff and vendor to respond to City Controller's financial and operational audits of the Tow Program.
• Plan, develop and implement monthly management reporting of Tow Program performance, tow-yard occupancy rates, and trends in program operations.
• Other duties as assigned.

DESIRABLE QUALIFICATION: Additional skill requirement beyond MQ. Can be used as criteria to score applicants for interview selection.

• Experience in planning, analysis and interpretation of policy.
• Experience in contract administration of vendors providing ongoing services valued at $5 million or more annually.
• Ability to communicate clearly and persuasively both orally and in writing.
• Ability to make presentations to large and small groups in order to present or train staff and/or management on new policies, programs, and procedures.
• Ability to exercise independent judgment, solve problems and determine priorities.
• Ability to work in a dynamic and collaborative team environment. 
• Adaptability in working a flexible schedule: early mornings, evenings, weekends, and other hours as needed.
• Experience working with Diversity, Equity & Inclusion (DEI) & Diversity initiatives.

KNOWLEDGE, SKILLS, AND ABILITIES: applicable to all four positions

Knowledge of: principles and techniques of governmental organization and management: the principles and techniques of financial/fiscal analysis and budgeting; principles and techniques of economic and policy analysis; principles and techniques of generally accepted accounting principles and government accounting standards; applicable local, state, and federal laws and regulations affecting departmental operations; principles involved in the development and implementation of complex systems and procedures; methods, procedures, and techniques needed for negotiations of contract terms, change orders, cost estimates and modifications.

Ability or Skill to: collect, synthesize, and analyze a wide variety of information and data; conduct extremely difficult analytical studies involving complex administrative and financial systems and procedures with significant financial impact; work with complex business intelligence systems; work with authority to identify and define problems, determine methodology, and evaluate data; make recommendations with appropriate justification and develop/implement a plan of action; plan, prepare, review, and present clear and concise findings and reports; assign and direct the work of subordinates and other staff; establish and maintain effective oral communication with management, officials, representative of other agencies, contractors, and the general public; negotiate effectively; use computer and software programs.

MINIMUM QUALIFICATIONS

Possession of a baccalaureate degree from an accredited college or university and seven (7) years of 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.

VERIFICATION
Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found here.

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.

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.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application. Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

SELECTION PROCEDURE

Supervisory Test Battery (STB) (Weight: 100%):
Candidates will be invited to participate in a computer-based examination designed to measure competencies in job-related areas which may include but not be limited to: Problem Solving; Leadership; Decision Making; Interpersonal skill; Human Resource Management; Team Building; Communication, Conflict Management and Process Improvement. For more information about this Supervisory Test (and a suggested reading list) please visit Supervisory Test Battery info Please note: this examination is only held in San Francisco. A passing score must be achieved on the Supervisory Test Battery to continue in the selection process. This is a standardized examination and, therefore, test questions and answers are not available for public inspection or review. Scores attained on the Supervisory Test Battery 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 the Supervisory Test Battery. The Supervisory Test Battery may be used for many other classes; therefore, your test score may be applied to one or more of these classes if you choose to apply to future recruitments. If the selection process for the future announcement is held within one year of the date of this examination and it includes the Supervisory Test Battery, your score will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score to the other announcement or (b) re-take the Supervisory Test Battery. 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 Supervisory Test Battery is used. Please note that should you re-test, your re-test score would become your official score since it is the most recent.

The selection process will include evaluation of applications in relation to minimum requirements. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.

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

What else should I know?

Eligibility List/Score Report: 
A confidential eligible list of applicant names that have passed the civil service examination process will be created and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Director of Transportation or the Civil Service Commission.

The duration of the eligible list resulting from this examination process will be 12 months and may be extended with the approval of the Director of Transportation.

To find Departments which use this classification, please see Position-Counts-by-Job-Codes-and-Department-FY-2023-24.pdf (sfdhr.org)                                                                                           

Additional Information Regarding Employment with the San Francisco Municipal Transportation Agency:

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

How to Apply
Applications for City and County of San Francisco jobs are only accepted through an online process.

1. Visit Careers with Purpose | City and County of San Francisco (sf.gov)
2. Type "1825" in to the "Search by class or keyword" field.
3. Click the link to open the Job Announcement.
4. Select the “Apply Now” button and follow instructions on the screen.

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.

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.  [Note: The correction of clerical errors in an announcement may be posted on the Department of Human Resources website at SmartRecruiters.com/SFCITYJOBS]. The terms of this announcement may be appealed under Civil Service Rule 411A.  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 reasons(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. Information concerning other Civil Service Commission Rules involving announcements, applications and examination policies, including applicant appeal rights, can be found on the Civil Service Commission website at http://sfgov.org/civilservice/rules.

Exam Analyst Information: If you have any questions regarding the exam process, please contact the exam analyst, Pierre Aguirre at pierre.aguirre@sfmta.com - PA|PBT-1825-151603|CPE

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.