Budget & Operations Analyst- Ethics Commission (1824) - City and County of San Francisco

NOTE: *10/28/2024 - This posting has been republished to collect additional applications. If you have already applied, there is no need to submit another application. This posting may be taken down at any time but no sooner than 11/12/2024. Applicants are encouraged to apply ASAP.

Category 18:

Temporary Exempt position, special project-based position limited to no more than 3 years in duration. This position is excluded by the Charter from the competitive Civil Service examination process, is considered "at will" and shall serve at the discretion of the Department Head.

Application Opening: August 5, 2024

Application Deadline: August 26, 2024 (original end date)

Compensation Range: $136,214-$165,594

Recruitment ID: RTF0149863-01149092

About the Commission: The San Francisco Ethics Commission was created by the City’s voters with the passage of Proposition K in November 1993. Our mission is to practice and promote the highest standards of integrity in government. We achieve that by shaping and promoting compliance with the laws and by delivering impactful programs that promote fair, transparent, and accountable governmental decision making for the benefit of all San Franciscans. The Ethics Commission is responsible for the independent and impartial administration and enforcement of laws related to campaign finance, public financing of candidates, governmental ethics, conflicts of interest, and registration and reporting by lobbyists, campaign consultants, permit consultants, and major developers.

The successful candidate should expect to perform their duties in a hybrid work environment with at least three days onsite per week per current City policy. Additionally, any City employee may be called in for Disaster Service Work duty or to work onsite with 24-hours’ notice.

ABOUT THE ROLE

Reporting to the Deputy Director, the Budget and Operations Analyst will be responsible for leading strategic projects to support organizational planning and departmental operations. This role will plan and conduct complex, sensitive, and detailed projects and tasks related to budget, financial accounting, performance reporting, procurement, contracting, human resources, recruitment, and other departmental functions. This role will establish and implement standard operating procedures to strengthen departmental business processes and help the Commission achieve its strategic goals.

The Budget and Operations Analyst must be willing to forego involvement in all local political activity while a member of the Commission staff and publicly file an annual Statement of Economic Interests (Form 700). 

ESSENTIAL DUTIES

Essential duties of the position include, but are not limited to the following:

• Design and implement standardized workflows, procedures, documents, and tools for the Commission’s budget development and approval process. Collaborate with the technology team to automate business processes and create data models and tools using various data sources to perform quantitative and qualitative analysis for budgeting functions.
• Support the department’s annual budget development process by working with Commission staff and City stakeholders to get necessary funding approved through the City’s budgeting process. This includes analyzing business needs, developing budget proposals, facilitating public budget hearings, producing budget submission documents, entering budget data in the City’s systems, responding to budget related inquiries, and negotiating with City leaders to get the budget approved.
• Manage the department’s contracting needs and establish internal procedures and documentation for related business processes. Coordinate with staff to manage vendor-related work, including defining terms for contractual agreements, developing estimates, conducting solicitation, negotiating with potential contractors, and securing necessary approvals per the City’s contracting policies.
• Manage procurement, budget tracking, financial approvals, and accounting functions in collaboration with other staff and City departments. Evaluate business processes to improve efficiency and implement new processes by incorporating automation where necessary. Develop standard operating procedures and documentation for related functions.
• Track ongoing spending using the City’s financial systems and produce reports to present the department’s budget status to the Controller’s Office. Develop standardized processes, systems, resources, and financial templates to easily conduct analysis on a regular basis.
• Manage vendor contracts and work orders with other departments. Ensure that necessary services are delivered, and payments are processed timely.
• Prepare information and documentation to support accounting audits conducted by the Controller’s Office. Implement operational improvements to address recommendations and gaps identified from the audits.
• Support the leadership team with executing the department’s three-year hiring plan including tracking vacancies, assisting with producing hiring-related documents, coordinating recruitment functions in collaboration with DHR, supporting onboarding activities, and refining related business processes.
• Maintain and update departmental policies and plans, including the Continuity of Operations Plan and the Racial Equity Action Plan. Efficiently organize and maintain related documents in a centralized manner.
• Assist with departmental administrative functions as a back-up for payroll, HR support, staff onboarding, Commissioner support, expense reimbursements, office management, and standardization of related business processes.
• Track and publicly report on the department’s performance metrics in collaboration with Commission staff, including assisting with preparing the department’s annual report. Establish effective metrics that inform the department’s programmatic work in a data-driven manner. Develop processes to generate and track performance measures broadly across functions for leadership and staff, using automated tools in collaboration with the technology division.
• Serve as a liaison to other departments to respond to various inquiries about the Commission and departmental operations, including to the Controller’s Office, Office of Contract Administration, Mayor’s Office, DHR, and the Clerk of the Board.
• Assist with enhancing and posting content on the Commission’s website, including budget information, operational reports, Commission meeting materials, and other updates, in compliance with the City’s language access and digital inclusion standards.

• Prepare management reports, annual reports, agency publications, and financial reports to provide regular progress updates regarding departmental goals and operations. Provide presentations at Commission meetings as appropriate.
• Assist with facilitating the Commission’s public meetings by backing up staff responsible for handling agenda preparation, publishing meeting materials, facilitating meeting logistics, coordinating communications, and serving as the meeting clerk for public meetings.
• Provide training to staff members regarding various departmental processes, policies, procedures, and systems.
• Maintain absolute confidentiality of sensitive information obtained through the course of completing assignments while working comfortably in an open government environment.
• Maintain and retrieve documents, records, and correspondence in accordance with established procedures for data retention and records requests.
• Establish and maintain effective professional relationships that foster an inclusive work environment and constructive problem-solving.

• Demonstrate sound independent judgment and the highest standards of integrity in carrying out duties.
• May manage other staff as assigned.
• Perform other related duties and responsibilities as assigned.

Minimum Qualifications:

Possession of a baccalaureate degree from an accredited college or university,

and

Five (5) 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:

• A Master's degree in public administration, business administration, or a closely related field of study.
• Two years of demonstrated experience with public sector budgeting, financial accounting, procurement, contracting, and/or recruitment functions.
• Proficiency with computers and software applications, including with Microsoft Office tools, electronic filings systems, collaboration tools (SharePoint, MS Teams or similar), financial & accounting systems, digital signature tools (DocuSign or similar), and content management systems (WordPress or similar).
• Proficiency with data analysis skills including advanced Excel, PowerBI, Tableau, or other statistical/analytics tools. Comfortable working with complex datasets and databases.
• Experience working objectively, efficiently, and effectively under strict deadlines and highly visible, sensitive, or politicized settings.
• Ability to operate as an effective tactical and strategic thinker.
• Exceptional written and verbal communication skills with excellent presentation and organizational skills.
• Adaptability and flexibility in handling changing circumstances in dynamic work environments.
• Ability to plan, prioritize, exercise initiative, and complete multiple competing projects within established timeframes while also ensuring accurate, high-quality work products.

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.

The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring.

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 the 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 to participate in the next stage of the selection process. 

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

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.sf.gov/ and begin the application process.

• Select the “Apply Now” button and follow instructions on the screen
• A cover letter that details your interest in this position and the work of the Ethics Commission and describes your relevant skills and experience. Please also address any prior experience or exposure to governmental accountability and oversight work.
• Current resume

Applications that do not contain the requested information will not be considered.

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.

Human Resources Analyst Information: If you have any questions regarding this recruitment or application process, please send your inquires to Nikki Chew, Sr. HR Consultant at nikki.chew@sfgov.org

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.