1820 Junior Administrative Analyst

Contracts and Compliance Coordinator

Recruitment #PBT-1820-080538

Introduction

The Department of Children, Youth and Their Families (DCYF) was formed in 1989. We guide policy, serve as a source of funding for children’s services, and inform and engage the public on a wide range of issues all to improve the lives of children, youth and families in San Francisco. Our work is driven by our vision, mission, goals and values.

DCYF supports children and youth in every one of San Francisco's neighborhoods and districts with strategic funding to community-based organizations, citywide initiatives and projects addressing issues such as early care and education, out of school time, youth employment and empowerment, wellness, violence prevention and intervention, and family support services, and the development of a coordinated planning process for San Francisco’s children and youth services. Please visit our website at www.dcyf.org for more information.

Position Description:

The Contracts and Compliance Coordinator provides general administrative support to the Contracts and Compliance Team. The primary responsibility is to manage the high volume of grant agreements and professional service contracts created by DCYF each funding cycle.

Essential Job Duties and Responsibilities:

Under the general supervision of the Grants Manager, the Contracts and Compliance Coordinator will perform the following duties:
o Creates grant agreements and professional service contracts utilizing the City’s new Financial System Project (F$P).
o Fulfills the approval process from document creation to purchase order assignment for all contracts.
o Has oversight of document management, including filing and storage.
o Sends communications to department grantees, including award letters, and grant updates.
o Tracks insurance certificates and other grantee compliance information.
o Enter data into department databases and Contract Management System.
o Acts as a liaison with grantees on technical issues surrounding contract approval.
o Conducts basic research projects.  Assists the Senior Contracts and Compliance Analyst with more complex projects.
o Creates and maintains the Contracts and Compliance Team project calendars and grantee compliance deadlines.  Coordinates with other DCYF teams on internal project logistics.  Records minutes at team and department meetings.  Schedules meetings for DCYF staff.  Coordinates logistics such as location, hospitality, as needed.

Minimum Qualifications

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, contract/grant administration, or program monitoring;  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, contract/grant administration, or program monitoring. 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:
1. Outstanding attention to detail.
2. Experience with nonprofit organizations, especially youth services.
3. Experience in nonprofit grant making.
4. Experience interacting effectively with San Francisco's diverse communities.
5. Excellent writing and communication skills.

How To Apply

Applications for City and County of San Francisco jobs are being accepted through an on-line process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.
• Select the desired job announcement (PBT-1820-080538)
• Select “Apply” and read and acknowledge the information
• Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
• Follow instructions on the screen

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file on-line applications in the lobby of the Department of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

Applicants may be contacted by email about this announcement 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).

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.

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.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

Your application and any attachments to the application submitted at the time of filing must be complete and accurate including the details on your experience, education, training, and other information that qualifies you for this recruitment.   Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment, or inability to receive full credit for scoring purposes.   Resumes may be attached to the application; however, resumes will not be accepted in lieu of a completed City and County of San Francisco application.

If you have any questions regarding this recruitment or application process, please contact Gilda Cassanego at Gilda.Cassanego@sfgov.org

Selection Procedures

Supplemental Questionnaire (Qualifying)

Candidates will be prompted to complete a Supplemental Questionnaire which must be submitted during the online application process.  The purpose of this Supplemental Questionnaire is to obtain specific information regarding an applicant’s education, training, and experience in relation to the Minimum Qualifications for this position.  The supplemental questionnaire will be used to determine each candidate’s experience, training and education as they relate to the job-related knowledge, skills and abilities needed to perform the essential functions of this position.  The information in the Supplemental Questionnaire will not be scored and is collected for informational purposes only. Applicants must also complete the official application.

Written Examination (Weight: 100%)
Candidates who meet the minimum qualifications 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.

You will receive one or more scores with respect to the multiple-choice exam component. One will correspond to the core test component and, should any specialty subtests be added to that component, you may receive one or more additional “specialty” scores. Any scores attained on these components 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. This core test is also used for 1820 Junior Administrative Analyst, 1822 Administrative Analyst and 1823 Senior Administrative Analyst therefore your test scores may be applied to one or more of these classes if you choose to apply to future recruitments.

This is not the same exam that is used for 1824 Principal Administrative Analyst, as such your scores on this exam are not applied to any 1824 recruitments, and your scores from the 1824 exam cannot be applied to this recruitment.

If the selection process for the future announcement is held within one year of the date of this examination and it includes any of these components [i.e., core exam or specialty subtest(s)], your score(s) for the corresponding test component(s) 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 (core or specialty subtest) is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

Qualified applicants will be notified by email of the exact time, date, and location of the examination.
A passing score must be achieved on the Written Core Examination in order to continue in the selection process.

Candidates will be placed on the eligible list in rank order according to their final score. The department may administer additional position-specific selection procedures to make final hiring decisions.  Computer usage ability will be evaluated during the probationary period.

Candidate scores on this examination may also be applied to other announcements involving other job titles, when directed by the Human Resources Director.

Verification:

Applicants will be required to submit verification of qualifying education and experience at any point in the application, examination and/or departmental selection process.

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.
When requested, all applicants must submit verification of qualifying education and experience. Verification of qualifying education and experience, when requested, must be submitted on employer’s official letterhead, specifying name of the applicant, job title(s), duties performed, dates of service, and must be signed by the employer or the employer’s authorized representative. Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement explaining the reason for the request for waiver. Waiver requests will be considered on a case-by-case basis. Failure to submit all required verification or request for waiver when requested may result in the rejection of the application.

Conviction History

As a finalist for a job, you will be fingerprinted, and your fingerprints will be 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) conflicts with the specific duties and responsibilities of the job for which you are a finalist. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • 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.

Having a conviction history does not automatically preclude you from a job with the City.

If you are selected as a finalist, the hiring department will contact you to schedule a fingerprinting appointment.

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.

Conclusion

Certification:

The certification rule for the eligible list resulting from this examination will be Rule of Ten Scores. The hiring department may conduct additional selection processes prior to making final hiring decisions.

Eligible List:

The eligible list resulting from this examination is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director 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 Human Resources Director. http://www.sfdhr.org/index.aspx?page=20#eligiblelists
Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments which use this classification, please see http://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Count-by-Job-Codes.pdf Search that document by title or job code to see which departments use the classification.

Notes:
Make sure your application and any attachments to the application submitted at the time of filing are complete and accurate and include details on all experience, education, training and other information that qualifies you for this recruitment. Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment or inability to receive full credit for scoring purposes. Any new information concerning work experience, education, training and other information that is submitted after the filing deadline may not be used for scoring or considered to determine whether you meet the minimum qualifications.

Reasonable Accommodation Request:   Applicants with disabilities who meet the minimum eligibility requirements of a job announcement can find information on requesting a reasonable accommodation at: http://www.sfdhr.org/index.aspx?page=20#applicantswithdisabilities

Seniority Credit in Promotional Exams:   Information regarding seniority credit can be found at: http://www.sfdhr.org/index.aspx?page=20#senioritycredit

Veteran’s Preference: Information regarding requests for veterans preference can be found at: http://www.sfdhr.org/index.aspx?page=20#veteranspreference

General Information concerning City and County of San Francisco Employment Policies and Procedures: Important Employment Information for the City and County of San Francisco can be obtained at http://www.sfdhr.org/index.aspx?page=20 or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents: Applicants should keep copies of all documents submitted, as these will not be returned.

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.

Terms of 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 .

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.

ENTRANCE – Class 1820
Issued: September 13, 2017

Micki Callahan
Human Resources Director
Department of Human Resources

Recruitment No.: PBT-1820-080538
Telephone Number (415) 557-4859 (GC)

Benefits

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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