Senior Administrative Analyst

Policy Analyst / Commission Secretary

Recruitment #PBT-1823-062653

Introduction

NOTE: This announcement was revised to update minimum qualifications

1823 Senior Administrative Analyst- Policy Analyst/Commission Secretary

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 (Project Manager) performs complex and professional level research and analysis on policy matters and legislation that affect small business for the Small Business Commission and the Office of Small Business; manage outreach communications to the small business community to publicize current policy matters before the Small Business Commission.   In addition provide executive assistant and administrative duties to the Director and the Small Business Commission and all meetings of the commission.

 

Specifically, the Commission Secretary/Policy Analyst will:

  • Produce and administer all Small Business Commission communications, including but not limited to public notices; agendas, minutes and supporting materials for Small Business Commission meetings; memos to the clerk of the board; emails and letters to departments, the Mayor, Board of Supervisors and business community.
  • Post all Commission public notices, meetings, minutes, legislation and any other required documents in specified timeframe to ensure compliance with both the Brown Act and the Good Government Guide.
  • Coordinate and administer existing initiatives programs and projects of the Commission.
  • Manage all filing and reporting requirements, including but not limited to,  the Mayor’s Office, the Clerk of the Board, the Ethics and Human Resource Department..
  • Maintain all records and files of the Small Business Commission and it Small Business Commissioners
  • Assist the Director with the preparation of all reports to the Small Business Commission, Board of Supervisors and the Mayor.
  • Maintain schedule of the Director and the Commission.
  • Provide daily office administrative support to the Director and the Commission.
  • Develops, maintains, and manages various office/record systems.
  • Performs related duties and responsibilities as assigned.

  • Research, analyzes and interprets existing, newly enacted and proposed local, (occasionally state and federal) legislation and regulation for policy and financial impact on small business in San Francisco and prepare recommendations with appropriate supporting documentation.
  • Monitors new and revised regulations and systems required by legislation once enacted.
  • Responds to informational requests, including those of a highly sensitive nature.
  • May represent the department to the Mayor's office, Board of Supervisors, other city agencies and officials, outside agencies and the public;
  • Monitor Board of Supervisors and Commission agendas and minutes for issues of concern to the Small Business Commission and the small business community
  • Support efforts of the Director and the Small Business Commission to advocate for policy changes.
  • Coordinate and administer outreach communications to make San Francisco small businesses aware of current policy before the Small Business Commission
  • Coordinates, manages and monitors a departmental budget; may negotiates budget proposals with OEWD and with the Mayor's Office, Board of Supervisors and other agencies; assist in preparation of budget line item narrative, analyses, recommendations, and justifications for annual and supplemental requests; assists management in the budget development process, monitoring of the budget, budget reporting, and interpretation of budget-related documents.
  • 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
  • Provide OSB business counselors with a written summary of new or amended licensing permitting, and regulatory changes that affect the delivery of client services.
  • May be called upon to provide back-up one-on-one assistance to small businesses that inquire through the SBAC and coordinate with other city departments to facilitate issuance of permits and approvals for clients.
  • Acts as executive assistant and provides administrative analysis to high-level managers or a department head.
  • Performs related duties and responsibilities as assigned.

Other Essential Duties

  • Ability to work evening meetings and occasionally on the weekends;
  • Operates a variety of generalized office machines;
  • Learn and retain new computer-related skills;
  • Attention to detail, quality of work and accurately input data to process a variety of reports;
  • Assist in processing, delivery and distribution of mail to offsite locations;
  • Post a variety of information and data to maintain office records;
  • Cross-train in other multi-tasks as assigned;

 

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.


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;

·         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 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 test.  A Supplemental Exam will be given to all those who receive a passing score on their written exam.

Selection Procedures

Written Core Examination (Weight: 60%)  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.

Supplemental Questionnaire (Weight: 40%):

Candidates will be required to complete a supplemental questionnaire.  The Supplemental Questionnaire Evaluation is designed to measure knowledge, skills, and/or abilities in job-related areas which may include but not be limited to: ability to manage complex financial transactions; knowledge of approaches to financial reconciliation; knowledge of principles and practices of department specific programs including the goals and objectives of these programs; knowledge of relevant  Federal, State, and local laws, procedures, and regulations governing the department specific programs; and ability to prepare written information in a clear, concise, and well-organized manner, using appropriate rules of grammar and composition when composing reports, correspondence, and other documents.  A passing score must be achieved on the Supplemental Questionnaire Evaluation in order to be placed on the eligibility list according to final score.

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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