Senior Administrative Analyst

Project Manager/Business Counselor

Recruitment #PBT-1823-062652

Introduction

 

 

NOTE: This announcement was revised to update minimum qualifications

1823 Senior Administrative Analyst- Project Manager/Business Counselor

This is a Position-Based Test

The current Position located at the Department of Economic and Workforce Development, Small Business Division.  The eligible list resulting from this examination may be utilized for future positions in this class in other City Departments.

 

The Office of Small Business Mission Statement


The mission of the Small Business Commission, the Office of Small Business, and the Small Business Assistance Center is to foster, promote, and retain small businesses in the City and County of San Francisco. 

Directed by the Small Business Commission, the Office of Small Business (OSB) and its Small Business Assistance Center (SBAC) function as the City's central point of information and referral for entrepreneurs and small businesses located in the City and County of San Francisco. By championing "business-friendly" policies, marketing the contributions of the small business sector, and developing appropriate assistance programs, the Small Business Commission and Office of Small Business work to support and enhance an environment where small businesses can succeed and flourish.  The Office of Small Business supports the full diversity of San Francisco’s small businesses and provides resources and support on the following key topics:

  • Business structure and formation
  • Licensing requirements and obtaining necessary licenses
  • How to access financial resources
  • Obtaining City permits
  • Zoning definitions and regulations
  • Complying with government laws and regulations
  • Adopting “green” and sustainable business practices
  • Educating on Public Accommodation for Disability Access

Position Description: Under the direction of the Executive Director and the Small Business Commission, the Senior Administrative Analyst will perform complex and professional level organizations duties for the Office of Small Business.  The position has two primary functions: 

 

The Business Counselor/ Project Manager will interface with the public and is responsible for providing excellent customer service to the public and staff the public information counter of the Office of Small Business.  The Business Counselor/ Project Manager analyzes the business type and provides the business client with the regulatory and technical assistance information needed, this includes but is not limited to, business licensing and registration information, local zoning and employment regulations, and business incentives.  The Business Counselor/ Project Manager will manage complex “cases” as needed, and complete administrative duties.  

 

The Business Counselor/ Project Manager manages the department’s programs and reports; technology communication and data collection tools, such as a Customer Relations Management tool (CRM), quarterly reporting dashboards, email marketing, social media, and online surveys; educational and communication materials to enable the Office of Small Business to effectively provide technical assistance to businesses, and report on the activities and performance of the department. The Business Counselor/ Project Manager will assist the director in various special programs such as the annual San Francisco Small Business Week and Small Business Saturday.

Specifically, the Business Counselor will:

Provide one-on-one business assistance (by email, phone, and in person) to San Francisco businesses, including:

*Intake information and assessment;

*Assist businesses in understanding city regulations and requirements and generating customized   checklists of applicable permits, approvals, requirements and potential incentives for clients;

*Provide referrals to appropriate outside resources based on each client's specific needs and circumstances;

*Educate businesses on Federal, State and Local government programs targeted to small businesses;

*Input data on services requested and services provided into Salesforce.com

    • Track requests for assistance and follow up with businesses that seek assistance to ensure that their problems are resolved.
      • Perform research, compile information/data and coordinate with other city agencies to facilitate the issuance of permits and approvals for clients.
      • Ensure that clients are informed about incentive and support programs and opportunities for contracting with the City.
      • Identify and report barriers that small businesses are facing in receiving permits and approvals or accessing city programs, incentives or contracts.
      • Develop or assist in developing tentative findings, recommendations and/or course of action to mitigate barriers that small businesses are facing.
      • Ensures all City Department materials that pertain to small business are proximately displayed and made readily available.
      • Assist Assistant Center Supervisor in maintaining the inventory of Assistant Center material.

Specifically, the Project Manager will:

      • Coordinate the work of consultants and information systems vendors to identify cost-effective and best applicable information systems and web-based programs necessary for the effective operations of the Office of Small Business.
      •  Maintain and develop marketing and communications for Office of Small Business. This includes but is not limited to marketing and educational materials and social media, monthly newsletter, website, and client relations management tool. 
      • Collect information from outside agencies and organizations that provide services to small businesses and compile this information into a resource database for referrals by business counselors.
  • Be responsible for data collection, analysis and reporting of the department’s programs and client services.
  • Coordinate and produce the semi-annual reports and annual reports to the Small Business Commission, Mayor and Board of Supervisors.
  • Identify strategies for improving City services to small businesses, and/or streamlining existing systems to improve customer service and simplify the City’s policies and procedures.
  • Coordinate programmatic initiatives and campaigns such as Small Business Week and Small Business Saturday.
  • Work with Director to develop a complex flow chart identifying the key requirements of all city permitting and approval agencies and selected city incentive programs.
  • Assist the Director with the preparation of reports on the overall system of laws, regulations and permits impacting small businesses with recommendations for future efforts to streamline and consolidate these systems.

Minimum Qualifications

MINIMUM QUALIFICATIONS: These minimum qualifications are to be used as a guide for establishing the education, training, experience, special skills and/or license which may be required for employment in the class. Although these minimum qualifications are typical of the class, additional minimum qualifications and special conditions may apply to a particular position and will be stated on the job announcement.

1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university and three (3) years of full-time equivalent experience performing professional level analytical work as described in Note A: OR

2. Possession of a graduate degree (Master's degree or higher) from an accredited college or university with major college coursework as described in Note B and two (2) years full-time equivalent experience performing professional level analytical work as described in Note A; OR

3. Possession of a baccalaureate degree from an accredited college or university and four (4) years full-time equivalent experience performing professional level analytical work as described in Note A; OR

4. Possession of a baccalaureate degree from an accredited college or university with major college coursework as described in Note B and three (3) years full-time equivalent performing professional level analytical work as described in Note A

SUBSTITUTION: Applicants 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 (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.

Notes on Qualifying Experience and Education:

A. Qualifying professional-level analytical experience must be in one or more of the following functional areas: complex budget analysis, development and administration; complex financial/fiscal analysis and reporting; development of complex contracting systems and administration of competitive bid processes and complex contractual agreements; development and evaluation of complex management/administrative policy; complex grant administration and monitoring; complex program evaluation and planning; complex legislative analysis; complex economic analysis; or other functional areas related to the duties of positions in Class 1823, where the primary focus of the job is complex professional-level analysis for evaluation, recommendation, development and implementation of major programs and functions of department/organization. Analytical experience equivalent to the duties of Class 1822 is considered qualifying.

B. Coursework applicable to a baccalaureate or higher degree 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 Class 1823.

Desirable Qualifications:

  1. Interest in, commitment to, and track record of providing excellent customer service and technical assistance to small business or other types of clients.
  2. Excellent listening, communication (verbal and written) and interpersonal skills
  3. Computer skills including excellent data entry and proficiency in working with basic software programs e.g., word processing, spreadsheets, presentation, CRM and social media platforms, and web editing tools such as HTML.
  4. Bi-lingual or Multilingual Required.

NOTE: Language Requirement of this position: Ability to speak Cantonese (Mandarin secondary), read and write in Chinese with business language proficiency. This position requires providing client services to the Chinese business community in San Francisco.  The predominate Chinese dialect spoken in San Francisco is Cantonese. 

Ability to speak additional languages, especially Spanish, is highly desired.

Other Desirable Knowledge, Skills and Abilities:

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

  • Ability to handle a fast-paced work environment with daily deadlines is needed;
  • Ability to interact cordially with co-workers and the public is needed;
  • Ability to maintain regular and reliable attendance;
  • Ability to synthesize ideas and factual information into clear and logical statements;
  • Ability to multitask and prioritize efficiently;
  • Ability to clearly explain complex regulations and policy issues to the business community;
  • Ability to handle sensitive cases with discretion and tact and respect the right of privacy and maintain confidentiality;
  • Ability to use good judgment in making routine decisions in accordance with existing laws, ordinances, regulations and departmental policies and procedures;
  • Ability to lift at least 50 pounds or more;
  • Possession of a current valid California Drivers License;
  • Previous experience in retail, restaurant experience, or other intensive customer service work environment. 

 

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online 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
  • 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 online applications in the lobby of the Dept. 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, @dcyf.org, @first5sf.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.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Anabel Simonelli Kupelian, by email at anabel.simonelli@sfgov.org or via phone 415-554-6657

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 http://sfdhr.org/index.aspx?page=456

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.

 

Selection Plan

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 of six (6) months, and may be extended with the approval of the Human Resources Director.

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://www.sfdhr.org/Modules/ShowDocument.aspx?documentID=13693. Search that document by title or job code to see which departments use the classification.

Certification: The certification rule for the eligible list resulting from this examination will be Rule of 3 Scores.  Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

Note: Applicants who meet the minimum qualifications will be invited to take a written exam. 

Selection Procedures

 Written Core Examination (Weight: 100%)  Candidates 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.

SPECIAL CONDITION: This position requires bilingual fluency in Cantonese (Mandarin secondary), read and write in Chinese with business language proficiency. This position requires providing client services to the Chinese business community in San Francisco.  The predominate Chinese dialect spoken in San Francisco is Cantonese. Only those eligible candidates who pass the bilingual proficiency test will be considered for this bilingual position. Applicants must indicate on the application form the language(s) in which they claim proficiency.

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.

 

Conclusion

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


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.

 

Exam Type:  PBT- Issued: December 20, 2013; Micki  Callahan, Human Resources Director
Department of Human Resources;  Recruitment ID Number: PBT-1823-062652; Department of Economic and Workforce Development/ ASK / anabel.simonelli@sfgov.org/ 554-6657

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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