Company Description

This is a Position-Based Test conducted in accordance with CSC Rule 111A.

Specific information regarding this recruitment process are listed below:

• Application Opening: 11/08/2022
• Application Deadline: 11/30/2022*
• Compensation Range: $110,630 to $134,446
• Recruitment ID: 128358- RTF0128357-01152191

*Deadline Extended from 11/23/2022 to 12/05/2022

Who We Are
Through the provision of coordinated, compassionate, and high‐quality services, the Department of Homelessness and Supportive Housing strives to make homelessness in San Francisco rare, brief, and one time. The Department provides assistance and support to homeless and at‐risk youth, adults and families to prevent imminent episodes of homelessness and end homelessness for people in San Francisco. Services including outreach, homelessness prevention, emergency shelter, drop‐in centers, transitional housing, supportive housing, short‐term rental subsidies, and support services to help people exit homelessness. For more information on the department, please visit our https://hsh.sfgov.org/ .
What We Do
San Francisco is a pioneer in homeless services and a leader in providing supportive housing as a permanent exit from homelessness. The Department of Homelessness and Supportive Housing (HSH), founded in 2016, is a national leader in the movement to end homelessness by developing a coordinated, equity-driven, client-focused system of compassionate services while piloting innovative models, and implementing best practice solutions with measurable results. HSH’s Homelessness Response System (HRS) oversees and implements a system of care that serves 14,000 people daily. Major programs include: street outreach and service connection through the Homeless Outreach Team (SFHOT); 3,000-bed shelter system for adults and families including shelters for members of the LGBT community and survivors of domestic violence; Navigation Centers that provide temporary shelter to chronically homeless individuals using a low-barrier entry model; rapid rehousing rental subsidies for families, adults, seniors and transitional aged youth; Problem Solving interventions that aim to rapidly resolve homelessness and divert people from entering shelter; and robust supportive housing programs over 10,000 units which provide permanent housing and services to formerly homeless adults, youth and families.

Positions can be in any of the following divisions/units within HSH:

Equity: The Equity Team develops comprehensive strategies to target inequities within our department, Community Based Organizations (CBOs), and the homeless response system. Internally, we focus on ensuring that hiring, promotions, and discipline are free of bias and developing DEI based trainings that enhance the cultural competency of our entire department. Externally, we develop policies, programming, and measurable goals to ensure BIPOC CBOs can fairly compete, receive contracting opportunities, and support their capacity building to serve clients better. This role will analyze departmental data to inform our strategy for setting equitable outcomes focused on promotion, retention, and disciplinary action of HSH staff; advise on strategies to improve inequities; works closely with the DEI Trainer and CEO to analyze data around our cultural competency training; review reports and data focused on our CBOs and the HRS, to propose policies, strategies, and goals that address inequities.

Legislative Affairs: The Senior Legislative Affairs Analyst sits on the Legislative Affairs Team, of the Communications and Legislative Affairs (CLA) division- responsible for managing governmental affairs, community relations and communications. The team is responsible for developing, monitoring, and complying with all local, State, and Federal legislation, managing locally required reporting, coordinating intergovernmental affairs, and serves as the department’s liaisons to elected officials. This position provides project management and analytical support to implement the department’s legislative agenda and ensure compliance with legislative requirements.

Planning & Strategy: The Planning and Strategy team of the HSH Planning, Performance, and Strategy (PPS) Unit- that provides data reporting, analysis, project management, development and tracking of system and program outcomes, process improvement, program design, equity impact analysis, strategic planning support, and program evaluation. This position provides project management and analytical support to design new and enhance existing programs and develops information about community and agency resources to increase effectiveness and efficiency. This role supports the development and implementation of program‐specific and community‐wide strategic plans to prevent and end homelessness. Position may support program design through literature reviews and quantitative and qualitative data analysis.

Real Estate: The Asset Manager and Project/Construction Managers are members of the Real Estate Team, which provides day-to-day project management, analysis and oversight of HSH’s diverse portfolio of housing, shelter, service and administrative sites. These positions assist in the planning, analysis, and oversight of complex work involving significant accountability and decision-making responsibility for real estate development, negotiation, planning and ongoing lease and asset management functions for HSH-funded housing, shelters, service and permanent supportive housing sites.

Performance & Data: This position is in the Data and Performance team within the Planning, Performance, and Strategy Division and uses a variety of analytical tools and approaches to support data-driven decision-making, performance measurement, and public reporting. Key duties and responsibilities include preparing, transforming, and analyzing data; developing dashboards and reports using business intelligence platforms; facilitating cross functional teams to identify and track performance measures; and supporting analytical and process improvement projects as needed.

Contracts: The Contracts Unit is responsible for procurement of services, agreement creation and management, including budget management and invoice review/approval, and conducting Citywide Joint Fiscal Monitoring. This role conducts important, public, analytical work that has substantive impact on the Department’s clients through grants and contracts. The work includes, but is not limited to, developing and managing a portfolio of contractual agreements and grants; participating in comprehensive process analyses; conducting spending analysis; and communicating clearly at all stages of contract development with multiple stakeholders, from internal program colleagues and leadership to community partner organizations. When assigned to procurement, this position is responsible for leading one or more procurement processes at any given time. 

Budget: The HSH Budget team is charged with the planning, development, and ongoing monitoring of the Department’s $672 million budget of federal, state, and local revenue sources. Specifically, the team supports the ongoing analyses of revenues and expenditures for reporting and budgeting purposes, provides technical support for budget development and analytical support for HSH’s grants and lease portfolio, labor projections, work orders and other ad-hoc projects to further the Department’s mission. This role will perform professional-level analytical and administrative work in the areas of budgetary, financial/fiscal, economic, legislative and administrative policy. Primary responsibilities will include recording, analyzing and reporting on budget and projecting expenditures for the Department.

Subsidy Administration: The Continuum of Care (CoC) Policy and Administrative Analyst is situated in the CoC team (within the Housing Subsidy Programs team)- responsible for oversight, monitoring, and compliance for a portfolio of programs funded by the U.S. Department of Housing and Urban Development (HUD) through over $50 million dollars in federal funds. This position will act as the lead to design processes and controls in partnership with HSH colleagues in the CoC, Contracts, and Finance teams that support effective cross-functional team collaboration. The position will implement systems and controls through various communication tools. This role will develop and improve policies and procedures to increase efficiency in processes, and will respond to other emerging policy needs.

Housing Placement: The Housing Placement Policy Analyst is a member of the Housing Placement Team, which provides day-to-day management, continuous quality improvement and strategic oversight to the process by which people experiencing homelessness are moved through a structured process that leads them from homeless to housed. Key duties include but are not limited to leading the development and implementation of pilot initiatives to support the work of the Team; draft and update housing placement policies and procedures, systems and workflows; Translate policies and procedures into collateral; and facilitate the development of performance metrics to track the effectiveness of the housing placement process.

What You’ll Be Doing

HSH is looking to fill several 1823 Senior Administrative Analyst positions throughout the organization. Under general direction, Class 1823 Senior Administrative Analysts plan, organize, lead and/or participate in complex, sensitive, and detailed analytical work in the areas of budget, financial/fiscal, economic, legislative and administrative policy and/or contract administration. Class 1823 Senior Administrative Analysts may supervise a small staff performing moderately complex analytical work. The eligible list resulting from this recruitment will be used to fill current and future vacancies within HSH.

Essential Duties and Responsibilities: May include additional duties as assigned.

1. Researches, analyzes and makes policy recommendation on special projects or highly visible public issues; may direct complex financial or operational activities; responds to informational requests, including those of a highly sensitive nature, and may represent the department to the Mayor's office, Board of Supervisors, Controller's Office, other city officials, outside agencies and the public; acts as executive assistant and provides administrative analysis to high-level managers or a department head.

2. Coordinates, develops, manages and monitors a departmental budget of moderate complexity or assists in the development and management of a departmental budget of greater complexity; negotiates budget proposals within the department and with the Mayor's Office, Board of Supervisors and other agencies; prepares 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.

3. Analyzes trends in budget expenditures and revenues, prepares financial/statistical reports for management, Mayor's Office, Board of Supervisors, Controller's Office and various funding agencies; coordinates and monitors departmental reporting to funding agencies including the subvention of funds to contracting organizations and justifies that funds are used as required.

4. Coordinates the activities related to the application for, and management of multiple source capital projects and/or grants; monitors detailed and complex budgets, ensures expenditures remain within budget, and shifts funds within guidelines; coordinates and monitors reporting to funding agencies including the subvention of funds to contracting organizations and justifies that funds are used as required; may coordinate the preparation of City-wide single audit report.

5. Plans and performs economic and/or financial analyses including forecasting, revenue and/or expense projections, analysis of capital requirements, calculation of debt capacity, evaluation of financing alternatives; rate analysis, modeling and cost/benefit analysis; prepares reports with financial/policy recommendations and appropriate supporting documentation; may assist in the preparation of audit schedules and financial statements.

6. Analyzes and interprets existing, newly enacted and proposed local, state, federal legislation and regulation for policy and financial impact on the department; advises management and prepares recommendations with appropriate supporting documentation regarding how to comply with new regulations, mitigate adverse action against the department or maximize potential revenues; develops, implements and monitors new and revised reporting systems required by legislation.

7. Analyzes existing and proposed administrative policies and procedures as well as organizational problems; conducts difficult and detailed studies; identifies administrative problems, determines methods of analysis, and identifies trends; prepares and presents reports with recommendations and appropriate justification based on studies and surveys; may coordinate the implementation of new systems and/or procedures.

8. Prepares MBE/WBE and contract status reports; conducts competitive contract vendor selection processes including public bids and requests for proposals, distributes and places advertisements and public notices for contracts; processes moderate to highly complex contracts including advertising for bids/proposals, receipt and review of bids, contract negotiation and award, and routing through signature/documentation process to certification; provides information to staff from Purchasing, Human Resources, Human Rights Commission and the Administrative Services Office; and provides training and technical assistance to staff and contractors on departmental and City contracting policies, procedures and requirements.

9. Prepares cost estimates and terms for new and existing contracts, for proposed change orders and modifications; reviews contract provisions, conducts site visits, and meets with engineers/inspectors/program managers to develop cost estimates; meets with contractors to negotiate requests for additional costs; assists in analyzing costs related to change orders and modifications; maintains data and information resources on current industry cost standards for materials, equipment and labor costs; establishes and maintains contact with sources of information including vendors, labor unions and governmental agencies.

10. Performs related duties and responsibilities as assigned.

MINIMUM QUALIFICATIONS

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.

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 https://sfdhr.org/how-verify-education-requirements

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.

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.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

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

Selection Procedures: 

This is a Position Based Test conducted in accordance with Civil Service Rule 111A.

After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

1. Minimum Qualification Supplemental Questionnaire (MQSQ); and

2. Written Core Exam

Qualified candidates will be sent the MQSQ via email for completion prior to the creation of the eligible list.  The notice will include the date by which responses must be received.  Failure to complete the document by the established deadline will result in disqualification.

Written Core Exam (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.

Certification Rule

The certification rule for the eligible list resulting from this examination will be Rule of Ten (10) scores. Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

Eligible List/Score Report:
A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process 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 12 months, and may be extended with the approval of the Human Resources Director.

To find Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Counts-by-Job-Codes-and-Department-FY-2021-22.pdf.

Terms of Announcement and Appeal Rights:  

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 https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ .

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.

Additional Information Regarding Employment with the City and County of San Francisco:

• Information About the Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Seniority Credit in Promotional Exams
• Right to Work
• Copies of Application Documents
• Diversity Statement

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.sf.gov/ and begin the application process.

• Select the “Apply Now” button and follow instructions on the screen

Official Public Health Order -Shelter in Place: In line with the Official Public Health Order to slow the spread of COVID-19, “shelter-in-place” has been issued for all San Francisco residents that is expected to be in effect until further notice. As a result, Department of Human Resources (DHR)’s office (located at 1 South Van Ness Avenue, 4th Floor, San Francisco, CA 94103) is currently closed to the general public. If you have any questions, please feel free to email the Exam Analyst listed at the end of this job ad.

Applicants may be contacted by email about this recruitment 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, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

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.

Human Resources Analyst Information: If you have any questions regarding this recruitment or application process, please send your inquires to Nikki Chew, Senior Human Resources Analyst at [email protected].

For technical Smart Recruiter account issues, please visit https://www.smartrecruiters.com/resources/job-seekers/ or contact [email protected]

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.