Senior Administrative Analyst - Facilities Division - SFO - 1823 TPV - City and County of San Francisco

Appointment Type: This is a Temporary Provisional (TPV) position excluded by the Charter from the competitive Civil Service examination process. It is considered "at will" and shall serve at the discretion of the Department Head. A provisional appointee must participate and be successful in a Civil Service Examination process for this classification and be selected through an open competitive process in order to be considered for a permanent appointment. Provisional appointments may not exceed three (3) years.

Specific information regarding this recruitment process are listed below:

• Application Opening: Friday, October 4, 2024
• Application Deadline: Apply immediately. Please be advised that interested applicants are encouraged to apply as soon as possible as this announcement may close at any time after 5:00 PM (PST) on Tuesday, October 8, 2024.
• Annual Compensation Range: $117,676 - $143,000
• Recruitment ID: TPV-1823-151709

San Francisco International Airport (SFO), an enterprise department of the City and County of San Francisco (CCSF), has approximately 1,700 CCSF employees and strives to be a diverse, equitable, and inclusive employer.

SFO’s mission is delivering an airport experience where people and our planet come first and our core values are Safety and Security, Teamwork, Excellence, Care, and Equity. Learn more about careers at SFO.

For more information about SFO, visit www.flysfo.com. Follow us on Twitter and Facebook.

Under direction, the Senior Administrative Analyst performs difficult and detailed professional-level analytical work and supports the procurement needs of the Facilities Division, which is comprised of more than 1,000 employees and has an annual budget of $200 million.

The essential functions of this position include, but are not limited to, the following:

• Serve as the Lead Analyst providing training and oversight for the procurement team.
• Serve as the main liaison representing the Facilities Division in collaboration with the SFO Accounting Department, the Office of Contract Administration (OCA), with regard to procurement of materials and services. 
• Represent the Facilities Procurement team in collaboration with the Airport Contracts Administration Unit (CAU), and the Procurement & Contracts Section (PCS) with regard to as-needed contracts. 
• Attend all meetings related to procurement and disseminate important information to team members. 
• Review any complex requisitions from the facility shops and work with staff to determine the best methodology (i.e., Bid, Chapter 6, Sole Source, Term Contract) for procuring the required commodities and services. 
• Perform complex review, research and analysis to ensure that all requisitions and associated documentation are compliant with City procurement rules and regulations. 
• Consult with OCA and CAU on any large bids, Term Contracts, or large service contracts. 
• Review and process complex contracts and monitor progress through the contract certification process. 
• Oversee the input of procurement data into the Maximo and/or PeopleSoft system and generate reports to track progress and payments. 
• Ensure that sufficient funding is available to support all procurement requests prior to process. 
• Work with Financial Operations & Administrative Manager to identify funding for unplanned or emergency purchases. 
• Provide analysis and information regarding actual and planned expenditures to assist with budget development, budget monitoring, and expenditure projections. 
• Work with Scheduling and Warehouse Supervisors to analyze procurement requisitions in order to ensure that inventory levels remain at appropriate minimum levels to meet the needs of the organization. 
• Assist in analyzing bid information to help establish contracts that will enhance Facilities maintenance work. 
• Work with suppliers to resolve invoice discrepancies. Work with Airport Finance, OCA, Airport Accounting, and Facilities staff as necessary to resolve more complex payment issues. 
   

Minimum Qualifications
Education and Experience:
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.

Desirable Qualifications:
The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring. 

• Two or more years of experience using PeopleSoft Financials and processing procurement transactions to include but not limited to: receipt of invoices, preparing purchase requisitions and entering purchase requests into Maximo or directly into PeopleSoft. 
• Demonstrate a solid understanding of the City of San Francisco purchasing processes as they relate directly to Prop Q, Sole Source, Bids and Term-Contract release transactions. 
• Experience working with a computerized maintenance management system (CMMS) such as Mainsaver, Maximo or Infor working with work order and materials management information, preferably in a facilities maintenance environment. 
• A general understanding of and familiarity with maintenance work; and experience working with multiple maintenance crews across various shifts to help gather required information for procurement purposes. 
• Experience in contract planning, strategic sourcing, contract negotiations, and post-award contract and vendor management in a government setting. 
• Excellent written and verbal communication skills.

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 at https://sfdhr.org/how-verify-education-requirements.

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 PROCEDURES
The selection process will include evaluation of applications in relation to minimum requirements.  Applicants meeting the minimum qualifications are not guaranteed advancement to interview. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the 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.

NOTE:  Applicants who meet the minimum qualifications are not guaranteed advancement through all of the steps in the selection procedure.

Transportation Security Administration (TSA) Security Clearance: Candidates for employment with the San Francisco Airport Commission are required to undergo a criminal history record check, including FBI fingerprints, and Security Threat Assessment in order to determine eligibility for security clearance and may be required to undergo drug/alcohol screening. Per Civil Service Commission Rule Section 110.9.1, every applicant for an examination must possess and maintain the qualifications required by law and by the examination announcement for the examination. Failure to obtain and maintain security clearance may be basis for termination from employment with the Airport Commission.

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
• Right to Work
• Copies of Application Documents
• Diversity Statement

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

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.

Recruitment Analyst Information: If you have any questions regarding this recruitment or application process, please contact recruitment analyst Jumy Dang at jumy.dang@flysfo.com.

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.