1820 - Junior Administrative Analyst

Recruitment #pex-1820-062189


Appointment Type:  Permanent-Exempt.
The General Services Agency Department of Public Works has an opening for an exempt appointment in San Francisco. The position is excluded by the Charter from competitive civil service examination process. The successful candidate shall serve at the discretion of the appointing officer. This position has an anticipated duration of up to three (3) years.

General Description:
Under general supervision, the Junior Administrative Analyst performs preliminary and final review of contract documents before advertisement; preparing bidding and contracting documents using Department’s proprietary software called AutoDocs; coordinating project review with Project Managers and Project Leads; implementing Department’s Quality Assurance/Quality Control (QA/QC) program; working with Contract Administration to ensure bid packages are complete and all required procedures are followed; preparing and reviewing addenda; maintaining and updating contract document templates; coordinating with other City Agencies to ensure that contract documents comply with latest regulations and codes; developing and implementing contract documents and QA/QC review procedures.

In addition, the Junior Administrative Analyst assists in analyzing operations of the Division in the preparation of the annual budget; carries out research in connection with the budget, performs analysis of actual expenditures compared to the budget; prepares, generates, and updates budget documents; assists with the preparation and submittal of supplemental budget requests; performs related duties as assigned.

Required Knowledge, Skills and Abilities:
Ability to analyze & prepare detailed and complex operational records for the Division; verbal communication skills to effectively interact with all levels of personnel including Project Controls and Services management; written communication skills to produce reports, internal correspondence, and correspondence to other agencies and be able to write or update policy and procedures; computer literate (Microsoft Office) Excel, Word, PowerPoint, and Access.


  1. Possession of a baccalaureate degree from an accredited college or university; AND one (1) year of professional experience in budget analysis, financial analysis and reporting, legislative/policy analysis, or contract/grant administration; OR .
  2. Possession of a baccalaureate degree from an accredited college or university in accounting, finance, public or business administration, economics, urban studies, public policy or a related field.

SUBSTITUTION: 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 (2,000 hours) of additional qualifying experience will be considered equivalent to 30 semester/45 quarter units

Desirable Qualifications: These desirable qualifications may be used to identify job finalists at the end of the selection process:
• At least one (1) year of qualifying experience in budget development and/or reviewing and preparing contract documents.
• Knowledge of using Department’s proprietary software, AutoDocs, for preparing contract/bid packages.
• Knowledge of City & County of San Francisco’s Financial Records Systems including but not limited to FAMIS, ADPICS, CMMS and RAS.
• Ability to multi-task and meet deadlines in a timely manner.
• Excellent Written and Verbal Communication Skills.

In order to be considered for this position, you must submit a CCSF application online, cover letter, resume, and verification of qualifying experience.  Mailed or emailed materials must be received by the closing deadline.  Postmarks will not be accepted.

Applications for City and County of San Francisco jobs are being accepted through an online process only.  Visit: http://www.jobaps.com/sf to begin the application process.
•         Click and select PEX-1820-062189  
•         Click on “Apply”, read the instructions and "agree to the terms of use".
•         Click on “I am a New User” if you have not previously registered, or on “I have Registered Previously”.
•         Follow the instructions given on the screen.
All applicants must submit verification of their qualifying education and experience at the time of application.  If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456.

Verification of qualifying work experience must be signed by the employer or the employer’s authorized representative on the employer's business letterhead and must include the name of the applicant, job title(s), dates of employment, description of job duties performed.  City employees who qualify based solely on City employment or a combination of City employment and outside experience may submit performance evaluations as proof of qualifying City experience in lieu of other verification, but must verify outside qualifying experience as stated above.  Self-employment requires evidence of total earnings (copies of income tax returns or other official documents); occupation and duties performed which demonstrate that the applicant meets the qualification requirements.  Verification 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 waiver with the application may result in rejection of the application.  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.  Failure to submit the required verification or request for waiver with your online application may result in the rejection of the application.

Verification documentation may be submitted by:

  1. Uploading as .pdf file documents through JobAps;       OR
  2. Scanning the documents and send as .pdf attachment, with recruitment number in subject line;  OR
  3. Hand delivering or sending the documents via U.S. Postal mail to:

                General Services Agency, Human Resources 
                1155 Market Street, 4th Floor
                San Francisco, CA  94103
                Attention: 1820 

SELECTION PROCEDURE:  Applications will be screened for relevant qualifying experience. Applicants meeting the minimum qualifications are not guaranteed advancement in the selection process.  Only those applicants who most closely meet the needs of the Department will be invited to participate in the interview process. 

If you have any questions regarding this recruitment or application process, please contact (415) 554-6000 or via email:  Marlo Thomas at marlo.thomas@sfdpw.org  or Siobhan Kelly at siobhan.kelly@sfdpw.org .

General Information concerning City and County of San Francisco Employment Policies and Procedures:

Terms of the Announcement:
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 www.jobaps.com/sf.

Copies of Application Documents:

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


Conviction History

As part of the selection process an image of your fingerprints will be captured and 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) history will disqualify you as a candidate based on the specific requirements of the position to which you are applying. If selected for fingerprinting, the hiring department will contact you to schedule an appointment.

Candidates applying 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 applying 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.

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.


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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