Senior Administrative Analyst (1823) - Securing The Cities (Stc) Program

The San Francisco Department of Emergency Management (DEM) manages disaster preparation, mitigation, and response; 9-1-1 dispatch, and homeland security grant distribution for the City and County of San Francisco. DEM was created in 2006 by local legislation that reorganized the Emergency Communications Department and the Office of Emergency Services into a single agency. For more information on the Department of Emergency Management, please visit: http://www.sfdem.org/.

In parallel efforts, the Bay Area Urban Areas Security Initiative (BAUASI) bolsters regional readiness against terrorist incidents and catastrophic events. Drawing on federal homeland security grant funds, BAUASI conducts comprehensive risk assessments, identifies capability gaps, and fosters a secure, resilient region through collaborative partnerships across all government levels. The BAUASI Management Team, comprised of City and County of San Francisco (CCSF) employees guided by the Approval Authority, administers grant funds, submits performance reports, conducts assessments and procurements, and disseminates best practices to enhance public safety preparedness. Serving as a vital conduit between CCSF, the Department of Homeland Security (DHS), the State of California, and local government sub-recipients, the Management Team, through Securing the Cities (STC) San Francisco Bay Area (SFBA) Program, ensures seamless coordination and effective implementation of grant initiatives.

Role description

Appointment Type:

This is a Permanent Exempt (PEX), Category 18 position. This position is exempt from Civil Service Commission rules pursuant to the City and County of San Francisco, Charter Section 10.104, and incumbents are considered "at will" and serve at the discretion of the Appointing Officer.

Application Opening: May 30, 2024

Application Deadline: Interested applicants are encouraged to apply as soon as possible as this announcement may close at any time after 5:00pm on June 6, 2024.

Salary Range: $115,934 - $140,894

Recruitment ID: PEX-1823-EXEMPT

Under the direction of the STC Program Manager, the STC Senior Administrative Analyst will provide technical expertise and support to the Urban Areas Security Initiative (UASI) leadership in budget development and administration, including financial analysis, reporting, and monitoring of the STC Cooperative Agreement involving the Bay Area Region, as well as outer counties of Sacramento, Fresno, and Washoe, NV. The position will also provide programmatic support in outreach, marketing, and collaborative efforts with local, state, and federal partners.

Funded through the DHS Countering Weapons of Mass Destruction Office (CWMD), the San Francisco STC Bay Area program operates under a cooperative agreement aimed at building and sustaining radiological/nuclear preventive capabilities within an Area of Responsibility (AOR) that includes twelve Bay Area counties (including major cities like San Francisco, Oakland, and San Jose), as well as the counties of Sacramento, Fresno, and Washoe, NV.

The STC Senior Administrative Analyst administers grant agreements, coordinates the completion and submission of progress reports and performance reports, and reviews, revises, and edits reports, invoices, and deliverables to ensure consistency and compliance with grant obligations and reporting requirements.

Major Functions and Essential Duties

• Administer grant programs in accordance with DHS priorities and grant guidelines, ensuring compliance with grants management and accounting standards.

• Execute grant processes to ensure compliance of regional and local sites and jurisdictions.

• Implement and maintain systems and tools to monitor grant financial activities, ensuring timely achievement of financial and program deliverables.

• Implement all fiscal, accounting, and programmatic reporting requirements in grants/program management, maintaining related internal control procedures and budgetary control measures.

• Gather, analyze, and synthesize data, reports, and other information to provide data-driven guidance and direction.

• Research, analyze, and comprehend local, state, and federal ordinances, statutes, directives, and regulations for grant compliance, procurement, and programmatic requirements.

• Participate in regional trainings and exercises as needed.

• Prepare and deliver presentations using multimedia platforms to local, state, and federal leadership regarding ongoing program and fiscal developments.

• Manage multiple projects to complete grant deliverables in a timely, efficient, and effective manner.

• Monitor and coordinate the audit of grant accounting transactions, including Single Audit, Post Audit, and granting agency site reviews, ensuring findings are kept at an acceptable level and analyzed and justified appropriately.

• Participate in responding to audit inquiries and communicate audit issues to involved parties.

• Coordinate financial activities with grantors, oversight agencies, regional partners, and city officials.

• Process and reconcile grants accounting transactions, including budget, revenues, expenditures, and encumbrances within the required timeframe, ensuring fiscal compliance with appropriate rules and provisions.

• Manage accounting records and provide accurate and timely financial reports as required.

• Maintain inventory of radiological equipment in compliance with CWMD directives, including testing, maintenance, distribution, and field inquiries from stakeholders.

• Conduct surveys, analysis, and data/information processing on organizational trends to formulate recommendations for program growth and expansion, including managing marketing assets to support clear, simple outreach strategies.

• Consult with the STC Program Manager to define difficult and complex administrative, management, program, and organizational issues, policies, and procedures with significant impact on the organization.

How to qualify

Important Note:

Please make sure it is absolutely clear in your application exactly how you meet the minimum qualifications. Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process.

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e. special conditions)may apply to a particular position and will be stated on the job ad.

EDUCATION: Possession of a baccalaureate degree from an accredited college or university,

AND

EXPERIENCE: Three(3) years full-time equivalent experience performing professional-level analytical work. Qualifying professional-level analytical work includes analysis, development, administration, and reporting in major programs and functions of an organization in the areas of budgets, contracts, grants, policy, or other functional areas related to the duties of positions in the 182X Class series.

Substitution:

Possession of a graduate degree (Master's degree or higher) from an accredited college or university with major coursework 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 the Class series may be substituted for one (1) year of required experience.

Additional experience as described above may be substituted for the required degree on a year-for-year basis (up to a maximum of 2 years).

Thirty (30) semester units or forty-five (45) quarter units equal one year.

Desirable Qualifications:

The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring.

• Excellent oral and written communication skills.

• Proven ability to develop and maintain strategic partnerships with stakeholders at all levels.

• Skilled in delivering effective presentations to diverse audiences.

• Strong problem-solving skills with the ability to independently assess issues and implement solutions.

• Experienced in preparing clear, accurate, and well-organized documents and management reports, as well as creating and maintaining records

All work experience, education, training, and other information substantiating how you meet the minimum qualifications must be included in 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 cause ineligibility, disqualification or may lead to lower scores.

Resumes will not be accepted in lieu of a city and county of San Francisco completed application for this position or any position.

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

What else should I know?

SELECTION PROCEDURES

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

Application and Preliminary Questionnaire Evaluation (Qualifying): Applicants are required to complete the Application and Preliminary Questionnaire as part of the application process. The purpose of the Application and Preliminary Questionnaire is to obtain specific information regarding an applicant's education, experience, and training in relation to the Minimum Qualifications for this position. It is essential that an applicant provide complete information in identifying their education, experience, and training. After you have completed the Application, you will then be asked the questions for the Preliminary Questionnaire.

The selection process will include evaluation of applications in relation to minimum requirements. Applicants meeting the minimum qualifications are not guaranteed advancement. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates. Only those applicants whose qualifications most closely meet the needs of the Department will be invited to participate in the next stage of the selection process which may include an oral interview.

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

• Right to Work

• Copies of Application Documents

• Diversity Statement

Applicants will receive a confirmation email from notification@careers.sf.gov 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.

Questions: If you have any questions regarding this recruitment or application process, please contact the analyst, Tamara Ranney at tamara.ranney@sfgov.org

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.