1822-Administrative Analyst (Business Counselor, Asst. Proj Mgr)

Recruitment #PEX-1822-902175

Introduction

The Office of Small Business Mission Statement

The mission of the Small Business Commission and the Office of Small Business 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) functions 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:

    • Legacy Business Registry 
    • Administering the Legacy Business Historical Preservation Fund 
    • Educating on the Accessible Business Entrance Program and Public Accommodation for Disability Access 
    • Business structure and formation 
    • Obtaining City permits licensing, permitting and tax requirements 
    • How to access financial resources 
    • Obtaining City Zoning definitions and regulations 
    • Complying with government laws and regulations 
    • Adopting “green” and sustainable business practices 
    • Advising on Legislation and Policy matters to foster, promote and retain small business

Position Description
Under the direction of the Executive Director and the Small Business Commission, the Administrative Analyst performs complex and professional level organizational duties for the Office of Small Business. The position has two primary functions: Business Counselor and Assistant Project Manager.

Ordinance 051-16 requires commercial properties with public accommodation businesses to have accessible entry ways and to meet this compliance requirement between May 2017 and February 2020, this requirement is known as the Accessible Business Entrance Program. The Business Counselor/Assistant Project Manager will project manage the small business outreach and education program for the Accessible Business Entrance Program in coordination Department of Building and Inspection; assist businesses in obtaining CASp inspections; track and report on entry way compliance of soft story retrofit buildings; track and report on level of compliance achieved and any new policy issues due to the program. The position will assist the Legacy Business Program manager with the implementation of the Legacy Business Registry website; administering the Grant program; assist in the research and development of programs specifically for legacy businesses. The programs developed are to be fully operational by end of calendar year 2020. This position will also assist with the department’s general workshops and outreach campaigns; and assist in research, drafting reports and analysis for the department.

The Business Counselor/ Assistant 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/ Assistant Project Manager analyzes the business type and provides the business client with the regulatory and technical assistance information needed, this includes but not limited to, business licensing and registration information, local zoning and employment regulations, and business incentives. The Business Counselor/ Assistant Project Manager will manage complex “cases” as needed, and provide administrative duties.

The Business Counselor works under the direct supervision of the Small Business Assistance Center Supervisor and the Legacy Business Program Manager, but reports directly to the Director of the Office of Small Business. The Business Counselor/Assistant Project Manager also assists the Director of the Office of Small Business in the administrative operations of the Office of Small Business.

Areas of Responsibility and General Duties

Specifically, the Assistant Project Manager will:

1. Create and manage the small business outreach and education program for the Accessible Business Entrance Program in coordination Department of Building and Inspection;   

  • Assist businesses in obtaining CASp inspections and legal assistance.   
  • Track and report on entry way compliance of soft story retrofit buildings and the compliance achieved with Accessible Business Entrance Program.   
  • Track and report on new policy issues created from the program.

2. Assist the Legacy Business project manager with the Legacy Business Registry and Legacy Business Historical Preservation Fund Programs   

  • Conduct a survey of potential legacy businesses.   
  • Assist in the research and development of program recommendations for legacy businesses.   
  • Assist in the administering the branding and marketing program for the Legacy Business Registry.   
  • Work with public/private stakeholders to develop neighborhood continuity initiatives.

3. Assist in data collection, analysis and reporting of the department’s operations, programs, surveys, and client services.

4. Assists in the preparation of a variety of commission and management reports: compiles and evaluates information in preparation for writing report; presents background information and description of analytical standards; outlines findings and recommendations and prepares logical supporting documentation; writes or assists in writing final reports and documentation for evaluation by administrative and/or management staff; presents reports, including formal presentations to groups.

5. Assist with the ongoing 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. 

6. Assist in coordinate programmatic initiatives and campaigns such as Small Business Week.

7. Provide administrative support to the Director

  • Data entry   
  • Maintain and update contact lists   
  • Other duties as assigned

Specifically, the Business Counselor will:

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

  • Intake information and assessment.
  • Assist clients in understanding city regulations and requirements, generating customized checklists of applicable permits, providing necessary forms and applications, and informing clients of potential incentives.
  • Provide referrals to appropriate resources based on each client's specific needs and circumstances.
  • Educate clients on Federal, State and Local government programs targeted to small businesses.
  • Input data to track clients’ inquiries  and services provided into Salesforce.com

2. Track requests for assistance and follow up with businesses that seek assistance to ensure that their problems are resolved.

3. Performs research, compiles information/data and coordinate with other city agencies to facilitate the issuance of permits and approvals for clients.

4. Ensure that clients are informed about incentive and support programs and opportunities for contracting with the City.

5. Identify, report barriers that small businesses are facing in receiving permits and approvals or accessing city programs, incentives or contracts.

6. Develops or assists in developing tentative findings, recommendations and/or course of action to mitigate barriers that small businesses are facing.

7. Participation required in workshop and outreach efforts after business hours to promote the Small Business Assistant Center.

8. Create, organize and manage large libraries of electronic files on intranets/websites.

9. Updating the Office of Small Business website with current information.

Other Essential Duties

  • Perform much of their duties in Microsoft Office Professional, Salesforce.com, and Vertical Response:
  • Maintain regular, on-time and reliable attendance;
  • Work evening meetings, workshops and seminars;
  • Will be cross-train other department functions, responsibilities and programs, and perform these related duties as assigned;
  • Operates a variety of generalized office machines;
  • Ability to lift at least 50 pounds or more;
  • Attention to detail, quality of work and accurately input data to process a variety of reports.

Minimum Qualifications

1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university; and one (1) year 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 coursework as described in Note B; OR

3. Possession of a baccalaureate degree from an accredited college or university, and two (2) 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 coursework as described in Note B and one (1) year full-time equivalent experience 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 1822, 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 1820 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 1822.

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: Proficiency in MS Word, Excel, Power Point, Adobe Acrobat, CRM and social media platforms, and web editing tools such as HTML;

  • 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 deliver a high quality attention to detail and accuracy to the work product;
  • 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;
  • Possession of a current valid California Driver’s License;
  • Previous experience in retail, restaurant experience, or other intensive customer service work environment.   
  • Bi-lingual or Multilingual in Spanish or Tagalog preferred.  

    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.

    PLEASE UPLOAD A RESUME AND COVER LETTER AS ONE ATTACHMENT.  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 telephone at 415-554-6657, or by email at anabel.simonelli@sfgov.org.

     

    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

    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://sfdhr.org/information-about-hiring-process 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.

    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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