Full-Time Document Analyst - San Francisco, CA, United States - City and County of San Francisco

Description

San Francisco Municipal Transportation Agency (SFMTA or Agency) has major responsibilities operating a multi-modal public transportation system, which includes the planning, design and the originating of contracts and procurement packages to meet the Agency's ongoing needs.

The SFMTA Contracts and Procurement (CP) section oversees the implementation of the Agency's contracts and procurement of capital improvements, fleet vehicle procurement and rehabilitation, operations, and maintenance services contracts.

The Principal Administrative Analyst II will play a key role on the Contracts & Procurement team that manages the contracts and procurement processes providing direct and indirect divisional support of project delivery, programs and operational functions throughout SFMTA.

Leads, allocates the resources, monitors and evaluates the activities of team members, take appropriate steps to improve performance, including coaching and training.

Monitors the efficiency and effectiveness of staff assignments, service levels and implement process improvement.
Plans, monitors, evaluates and supervises the operation of different sections in the SFMTA Contracts & Procurement Section.
meets with appropriate staff to identify and resolve problems or conflicts.
Develops and implements operational policies and procedures to ensure the efficient operation of the expanded unit.

Develops, implements, and maintains procedures, administrative monitoring practices and controls in order to obtains smooth and effective operation of contracts & procurement.

Evaluates job performance of staff which also includes the professional development of staff assigned.
Assists in the determination of resource allocation and levels of service according to established policies.
Makes recommendations on policies and procedures as needed to ensure the success and compliance of all procurement-related activities.

The Contracts and Procurement Section of the Finance and Information Technology Division has openings for multiple 1825 Principal Administrative Analyst II positions.

Plans, assigns, supervises and reviews the work of purchasing staff engaged in the maintenance of inventory management records, determination of materials requirements, preparation of purchase requisitions and; prepares periodic and special reports of unit(s) activities.

Confers with section or division managers and supervisors regarding material support operations, short- or long-range plans affecting supplies and usage; and adjusts or recommends necessary inventory, or reorder changes.

Confers with departmental users and vendor representatives regarding service, product quality and durability, and purchase feasibility; may prepare documents for major supply contracts.

Evaluates inventory levels and reorder points; Participates in the development and implementation of departmental policies and procedures in conformance with departmental and City and County of San Francisco purchasing and storeroom policies;

Develops and implements internal distribution systems and security policy; documents and makes recommendations on employee performance and discipline; identifies training needs and determines appropriate training programs.

Verifiable experience in material procurement and inventory control & asset management

Five years (5) years verifiable working experience of contracts and procurement process and procedures of contract administration, contract management, and procurements.

Five years (5) of verifiable working experience with San Francisco Administrative Codes on procurement, and/or the Federal Transit Administration's Third-Party Contracting Requirements

The Construction Team is responsible for Chapter 6 construction contract including Job Order Contracts (JOC) as well as professional services related to construction contracts.

The responsibilities of this position include the following for both construction contracts and JOC:

prepares solicitations and contract documents; manages the procurement process for compliance with SFMTA policies and procedures as well as local, state, and federal rules and regulations; prepares and participates in federal and local audits; Prepares bid/proposal documents for advertisement; Manages JOC contract administration in areas such as: contractor solicitation and selection, contract development and production, review and processing of approvals, and contract maintenance.

Reviews and process Contract Modifications, Task Orders, Contract Closeout, and Acceptance.

Ensures that all procurement and contracts comply with SFMTA policies and procedures, City and County of San Francisco Administrative Code, California law, and Federal Transit Administration (FTA) regulations.

Enter and maintain contract information into varies databases and spreadsheets.

Maintains files and documentations related to assigned contracts and responds to external reviews and audits by providing appropriate documents.

Collects, compiles, and provides documents requested by other City Agencies/Departments and through the Sunshine Ordinance.
Five (5) years of verifiable working experience with San Francisco Administrative Codes on procurement, and/or the Federal Transit Administration's Third-Party Contracting Requirements
Five (5) years of verifiable experience in complex and major federal, state or locally funded contracts and procurement for facilities and infrastructure capital improvement programs ($10M contract value and above)
The Contract Section is responsible for Professional Service, Vehicle Procurement and Equipment Rehabilitation, General Services and Commodity contracts.

prepares solicitations and contract documents; manages the procurement process for compliance with SFMTA policies and procedures as well as local, state, and federal rules and regulations; prepares and participates in federal and local audits; Works with various stakeholders to assess elements of project delivery to determine contract options best suited for each project in compliance with local, state and federal rules and guidelines.

Prepares, develops, and administers procurement and contract documents and solicitations, including invitations for bid (IFB), requests for proposal (RFP), and requests for qualification (RFQ) with a clear understanding of the project delivery or operational scope and schedule.

Identifies and analyzes needs, goals, funding and other criteria in the development of contract specifications; Ensures that all procurement and contracts comply with SFMTA policies and procedures, City and County of San Francisco Administrative Code, California law, and Federal regulations.

Provides guidance on procurement functions including contract award and administration; Reviews and approves contracts, contract amendments, contract service orders and task orders, revisions, terminations, contract closeouts and contract assignments.

Prepares contract status and project delivery reports; conducts competitive contract vendor selection processes including public bids and requests for proposals, distributes and places advertisement 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 and provides training and technical assistance to staff and contractors on departmental contracting policies, procedures and requirements.

Maintains files and documentation related to assigned contracts, projects, and responds to external reviews and audits by providing appropriate documents.

Five (5) years verifiable working experience with San Francisco Administrative Codes on procurement, and/or the Federal Transit Administration's Third-Party Contracting Requirements.

Five (5) years verifiable experience in complex and major federal, state or locally funded contracts and procurement for capital improvement programs ($10M contract value and above)


Knowledge of:

principles and techniques of governmental organization and management: the principles and techniques of financial/fiscal analysis and budgeting; principles and techniques of economic and policy analysis; applicable local, state, and federal laws and regulations affecting departmental operations; principles involved in the development and implementation of complex systems and procedures; methods, procedures, and techniques needed for negotiations of contract terms, change orders, cost estimates and modifications.

Ability or Skill to:

collect, synthesize, and analyze a wide variety of information and data; conduct extremely difficult analytical studies involving complex administrative and financial systems and procedures with significant financial impact; work with complex business intelligence systems; work with authority to identify and define problems, determine methodology, and evaluate data; assign and direct the work of subordinates and other staff; establish and maintain effective oral communication with management, officials, representative of other agencies, contractors, and the general public; use computer and software programs.

Possession of a baccalaureate degree from an accredited college or university and seven (7) years of 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.

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.

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

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.

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.
The selection process will include evaluation of applications in relation to minimum requirements.

Additional Information Regarding Employment with the San Francisco Municipal Transportation Agency:

Applications for City and County of San Francisco jobs are only accepted through an online process.
# Type "1825" in to the "Search by class or keyword" field.
# Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter.

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file.

Failure to receive this email means that the online application was not submitted or received.
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.

Knowledge of:
**

principles and techniques of governmental organization and management: the principles and techniques of financial/fiscal analysis and budgeting; principles and techniques of economic and policy analysis; applicable local, state, and federal laws and regulations affecting departmental operations; principles involved in the development and implementation of complex systems and procedures; methods, procedures, and techniques needed for negotiations of contract terms, change orders, cost estimates and modifications.

Ability or Skill to:

collect, synthesize, and analyze a wide variety of information and data; conduct extremely difficult analytical studies involving complex administrative and financial systems and procedures with significant financial impact; work with complex business intelligence systems; work with authority to identify and define problems, determine methodology, and evaluate data; assign and direct the work of subordinates and other staff; establish and maintain effective oral communication with management, officials, representative of other agencies, contractors, and the general public; use computer and software programs.

**Possession of a baccalaureate degree from an accredited college or university and seven (7) years of 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.

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.

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

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.

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.
The selection process will include evaluation of applications in relation to minimum requirements.

Additional Information Regarding Employment with the San Francisco Municipal Transportation Agency:
** * [Copies of Application Documents](
* [Diversity Statement](
* [Applications for City and County of San Francisco jobs are only accepted through an online process.
Type "1825" in to the "Search by class or keyword" field.
Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter.

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file.

Failure to receive this email means that the online application was not submitted or received.** **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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