Principal Administrative Analyst- Dept. of Homelessness and Supportive Housing (1824) Multiple Divisions

  • Full-time
  • Certification Rule: Rule of 10
  • Exam Type: Position Based Test
  • Job Code and Title: 1824-Principal Administrative Analyst
  • Fill Type: Permanent Civil Service
  • Eligible List Type: Combined Promotive and Entrance

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: 12/05/2022*
  • Compensation Range: $128,050 to $155,662  
  • Recruitment ID: 128379- RTF0128378-01151993 

*Deadline extended from 11/23 to 12/05

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

The eligible list resulting from this recruitment will be used to fill current and future vacancies within HSH. Positions can be in any of the following divisions/units:

Planning and Strategy: The Principal Planning and Strategy Analyst position sits within the HSH Planning, Performance, and Strategy Division, a centralized team of analysts that provide advance planning, data and performance reporting, program and system analysis and evaluation, project management, and strategic planning support across the Department’s divisions and programs. This role directs, oversees, facilitates, and conducts strategic planning, difficult and complex research, data analysis, system and program design, and develops information about community and agency resources. This role directs and oversees the development of program-specific and community-wide strategic plans to prevent and end homelessness that HSH leads and implements. The position supervises the reports focused on homelessness trends, program and system outcomes, demographics, population impacts, equity analyses, and program evaluations. This role manages special initiatives, particularly those that necessitate the involvement of stakeholders from across the Department’s divisions and programs.

Real Estate: The Real Estate Team at HSH provides oversight and project management to all HSH acquisitions, rehabilitations and opening of new housing projects in partnership other City agencies. In addition, the team provides day-to-day project management and oversight of HSH’s diverse portfolio of housing, shelter, service, and administrative sites and is responsible for ongoing lease and asset management functions for HSH-funded sites. This role will plan, analyze and oversee complex work involving significant accountability and decision-making responsibility for HSH’s housing expansion. The principal administrative analyst exercises sound judgment, works independently and takes initiative to implement the project goals working with an interdepartmental team focused on this project as well as an internal team designing program models and service plans. 

Contracts: The Contracts Unit is a division of HSH Admin and Finance and 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 organizes, conducts important, high profile, complex, and sensitive analytical work that has a substantive impact on the Department’s clients through the procurement of services and the administration of grants and contracts. The work includes, but is not limited to, supervising analysts, managing a portfolio of agreements, conducting difficult and comprehensive process and spending analysis, and communicating clearly in all stages of agreement development with multiple stakeholders while working to continually improve the agreement processing for efficiency, clarity, accuracy, compliance and consistency. This role manages various procurement activities for the Department. 

Shelter and Navigation Centers: The Temporary Shelter Supervisor is a member of the Temporary Shelter System, which provides temporary places for people experiencing homelessness to stay while accessing other services and seeking housing solutions. The Temporary Shelter System is comprised of non-profit operated programs for adults, families, and transitional age youth (TAY) across a range of congregate and non-congregate shelters, navigation centers, resource centers, and alternative-to-shelter programs including safe sleep, cabins, RVs, and vehicle triage centers. This role is responsible for duties including but not limited to: supervising shelter program analysts in their day-to-day work overseeing a portfolio of temporary shelter programs and guest placement activities; developing and maintaining policies and procedures for HSH’s shelter system; supporting the development of new temporary shelter programs; working with City staff, non-profit partners, and other key stakeholders to implement and improve shelter services and remove system barriers to shelter; and reviewing shelter and guest placement data and leading system quality assurance efforts. 

Housing: The Supportive Housing Program Team Supervisor is a lead member of the Supportive Housing Programs team which develops and manages a portfolio of contracts and grants for permanent supportive housing (PSH) programs that provide exits from homelessness. This role is responsible for oversight of site-based PSH programs, and works closely with nonprofit partners and other City agencies to develop new supportive housing and services to meet our system’s housing stability goals through a racial equity and housing justice approach. The position supervises a team of program managers and analysts who each manage a portfolio of PSH programs and grants that provide property management and support services for PSH residents; develops and implements guidelines, policies and procedures to provide quality assurance and strengthen best practices in PSH; and plays a lead role in cross-departmental coordination of services and housing for target populations who are experiencing homelessness. 

Subsidy AdministrationThe Subsidy Expansion Program Supervisor is part of the Housing Subsidy Programs team. This position is situated in the Scattered Sites team (within the Housing Subsidy Programs team)- which is responsible for oversight, monitoring, and compliance for a portfolio of support services funds that are paired with federally funded housing subsidies administered by the San Francisco Housing Authority (SFHA). This role will directly supervise two Program Managers. The position oversees a portfolio of programs that house tenants in the private rental market through tenant-based vouchers, including the Emergency Housing Voucher and Mainstream Voucher programs. The position will also lead the collaboration between HSH, SFHA, and the VA for the HUD VASH program and will coordinate with the local Ending Veteran Homelessness Steering Committee. This position will work strategically with HSH colleagues and external partners to implement existing and new federally funded tenant-based voucher programs that require partnership between HSH and the SFHA. 

Housing Placement: The Match and Referral Lead 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 and responsibilities include, but are not limited to, holding accountability for the correct flow of people experiencing homelessness from housing referral location through housing placement; working with navigators, HSH referral and placement team, and other key stakeholders to troubleshoot referrals and reducing barriers to housing; reviewing operational dashboards and tracking progress on metrics, and resolving barriers in the process; and supervising Housing Referral Analysts. 

Job Description

What You’ll Be Doing 

HSH is looking to fill several 1824 Principal Administrative Analyst positions. Under general direction, Class 1824 Principal Administrative Analyst plans, organizes, supervises and conducts important, difficult, complex, and sensitive analytical work that has substantive impact on the operations of a City department, agency or program in areas such as: the development and administration of the annual budget; financial/fiscal and economic analysis and reporting; monitoring and administration of multiple-source capital projects and grants; development of complex contracting systems and administration of complex contractual agreements; development and evaluation of major administrative/management systems, functions, policy and procedures, including evaluation of the impact of existing, newly enacted and proposed legislation, regulations, law, court decisions and memoranda of understanding; and/or major program evaluation and planning. Class 1824 Principal Administrative Analysts typically supervises staff including lower-level administrative analysts. 

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

1. Directs, oversees and conducts difficult, sensitive, highly visible and complex analytical work that has significant impact on the functions and operations of assigned department; confers with senior management staff to discuss, evaluate and make policy recommendations on special projects and/or a variety of complex, sensitive or highly visible administrative, organizational, policy, budget, fiscal, and other issues; responds to informational requests, including those of a highly sensitive nature; typically supervises and trains clerical, technical, and professional staff; may coordinate and direct complex financial or operational activities; acts as executive assistant and provide administrative analysis to high-level managers or department head; assists management in coordinating and/or negotiating complex administrative, organizational, policy, budget, fiscal, and other issues related to important functions with outside departments, agencies and organizations; may represent the department to the Mayor's Office, Board of Supervisors, Controller's Office, other City officials, outside agencies or the general public 

2. Directs analytical staff and/or researches, analyzes and makes policy recommendations on a variety of difficult, complex special projects and highly visible budget, fiscal, policy, program, organizational and related issues; collaborates with senior managers and other individuals/experts to clarify needs, issues and parameters; directs and/or conducts the development and execution of complex and comprehensive surveys, studies and other processes to analyze data and information; directs and/or conducts research and evaluation of complex data/information, consultation with subject matter experts, development of complex evaluative processes, creation of spreadsheets, documentation of findings, analysis of alternatives and formulation of recommendations; directs and/or conducts difficult and complex analyses, such as: revenue/expense, cost/benefit, needs, trend, variance, net present value, rate and modeling, statistical, program, organizational, and legislative/policy; prepares and/or directs the preparation of clear, comprehensive management reports, including logical and coherent financial/policy recommendations and appropriate supporting documentation; presents reports, findings and recommendations to senior management staff, including formal presentations 

3. Analyzes and evaluates the effect of highly complex and sensitive existing, newly enacted and proposed legislation, regulations, law, court decisions and/or memoranda of understanding for policy and financial impact; advises management, and directs/prepares and presents formal reports with recommendations on how to comply with existing and proposed legislation, regulations, law, court decisions and/or memoranda of understanding, mitigate adverse action against the department or maximize potential revenues; develops and recommends procedures for Citywide implementation of enacted legislation, regulations, law, court decisions and/or memoranda of understanding; develops comprehensive user manuals to implement legislation, programs and administrative policy; may act as legislative liaison to other departments; assists state and federal legislative staff in drafting legislation; advocates and testifies regarding department's position to legislators, committee and staff 

4. Consults with senior managers and others to define difficult and complex administrative, management, program and organizational issues, policies and procedures that have significant impact on the organization; directs and/or conducts detailed and comprehensive studies, surveys and other evaluative processes to analyze existing and proposed administrative, management, program and organizational needs, systems, functions, policies and procedures; identifies and analyzes important issues, processes, patterns and trends, makes related projections, documents findings, and develops recommendations; presents reports to senior management, including recommendations for development of policy; coordinates implementation and evaluation of new systems, policies and procedures 

5. Directs and/or conducts difficult, complex and comprehensive analyses to evaluate existing and proposed programs; collaborates with senior management, outside experts and others; develops and analyzes performance outcome measures to evaluate new programs and related policies; develops and recommends policies, procedures and work processes for new programs; prepares and/or directs the preparation of reports for senior management outlining findings and presenting recommendations; coordinates implementation and ongoing evaluation of new programs 

6. Directs and/or conducts difficult and complex financial, fiscal and/or economic analyses to evaluate the overall fiscal/financial condition of a department/program and provide information/data for financial reporting, projection and planning; directs and/or conducts difficult and complex economic and/or financial analyses; evaluates current financial procedures, interprets governmental accounting pronouncements and technical guidance, makes recommendations, and develops and implements new policies and procedures; prepares and/or directs the preparation of financial statements and reports, with policy recommendations and appropriate documentation; directs and/or conducts difficult and complex analyses for calculation of debt capacity and evaluation of financing alternatives; directs and/or conducts difficult and complex analyses related to determination of capital requirements and capital planning; may coordinate and oversee the annual financial audit, including preparation of audit schedules, governmental accounting standards, and relevant local, state and federal regulations 

7. Directs and/or conducts difficult and complex analyses to advise management in budget development, administration, monitoring and reporting; directs and/or conducts difficult and complex revenue/expense, trend and statistical analyses for budget monitoring, projection and reporting; develops guidelines and prepares or directs the preparation of budget line-item narratives, analyses, recommendations and justifications for annual, supplemental and multi-year requests; develops, coordinates, administers and monitors a highly complex departmental budget with multiple funding sources; negotiates budget proposals within the department and with the Mayor's Office, Board of Supervisors and other agencies; prepares and/or directs the preparation of financial and statistical reports for the Mayor's Office, Board of Supervisors and/or senior department managers 

8. Establishes, administers, monitors, coordinates and acts as liaison regarding application for and management of complex, multiple-source capital projects and/or grants; directs and/or conducts monitoring for compliance with funding, legal, service and other requirements; directs and/or conducts monitoring of detailed and complex grant budgets, ensures expenditures remain within the budget, shifts funds within guidelines; prepares and/or directs preparation of status/financial/statistical reports for management, Mayor's Office, Board of Supervisors, Controller's Office and other agencies; directs and/or conducts analysis and preparation of departmental reports to funding agencies, including subvention of funds to contracting organizations; ensures provision of technical assistance and oversight to recipients of grants awarded by the department/agency; may coordinate preparation of City-wide single audit report 

9. Directs and/or conducts difficult and complex analyses for developing, processing and administering highly-complex contractual agreements with multiple funding sources; confers with senior management regarding preparation of cost estimates, specifications and terms for new and existing contractual agreements; directs and/or conducts competitive solicitation, review and selection processes, including receipt and review of bids, negotiation with potential contractors/vendors, and review/processing of approvals; directs and/or conducts negotiations with contractors with regard to additional contract terms, cost reimbursement and change order provisions; develops procedures to review and implement local/state code requirements; directs and/or conducts difficult and complex analysis for monitoring and enforcement of contractual agreements to ensure compliance; prepares and/or directs preparation of contract status reports 

10. Performs related duties as required 

Qualifications

MINIMUM QUALIFICATIONS 

1. Possession of a graduate degree (Master's degree or higher) from an accredited college or university, and five (5) years 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 four (4) 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 six (6) 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 five (5) years 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 1824, 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 1823 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 1824. 

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. Supervisory Test Battery (STB); and 

3. 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. 

Supervisory Test Battery: (Weight: 40%) 

Candidates will be invited to participate in a computer-based examination designed to measure competencies in job-related areas which may include but not be limited to: Problem Solving; Leadership; Decision Making; Interpersonal skill; Human Resources Management; Team Building; Communication & Conflict Management. For more information about this Supervisory Test (and a suggested reading list) please visit: http://www.sfdhr.org/index.aspx?page=325 

This is a standardized examination, and, therefore, test questions and answers are not available for public inspection or review. 

Scores attained on the Supervisory Test Battery 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 the Supervisory Test Battery. The Supervisory Test Battery may be used for many other classes; therefore, your test score may be applied to one or more of these classes if you choose to apply to future recruitments. If the selection process for the future announcement is held within one year of the date of this examination and it includes the Supervisory Test Battery, your score will be automatically applied to that announcement, However, after one year, you have the option to either (a) apply your test score to the other announcement or (b) re-take the Supervisory Test Battery. 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 Supervisory Test Battery is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent. 

Written Core Exam (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.

Additional Information

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: 

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.

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