Administrative Analyst

Job Description

Administrative Analysts are responsible for supporting department-specific initiatives through quantitative and qualitative data analysis in a variety of topic areas. Topic areas could focus on legislation, policy, grants, contracts, budgets, finance, and/or program evaluation and planning. As an Administrative Analyst, you may work with a manager to perform research to develop effective recommendations, identify issues and use the appropriate analytical tools and computer applications to gather and make sense of data, as well as prepare and present well-organized and accurate reports.

Current City policy requires on-site work with some flexibility for telecommute schedules.

See below for examples of the range of duties by subject matter:

Policy Analysts analyze performance data to identify operational challenges and develop policy recommendations as well as prepare materials for publication such as policy memos and hearing materials.

• Key duties include understanding department policy priorities and working with elected officials, and tracking of relevant local, state, and federal legislation and regulations that may impact the department. 
• Providing a real-world example, a Policy Analyst for the Office of the Treasurer & Tax Collector could be working to improve financial access and inclusion, with a focus on community reinvestment.

Budget Analysts develop budget proposals and financial models, track City revenues and expenditures, perform account reconciliation for budget period closing, and present analysis to stakeholders.

• Key duties include reviewing and exporting large datasets into reports, compiling budget requests, preparing budget reports and calendars, responding to budget requests and providing customer-service and thought partnership to internal and external partners.
• Providing a real-world example, a Budget Analyst may have the opportunity to learn about the Human Services Agency’s $1 Billion annual budget providing a comprehensive safety net services for individuals, families, and the elderly.

Contracts Analysts perform orassist in the management of contract processes for their department throughout the full procurement process. They will collaborate and build relationships with other key departments overseeing contract monitoring and execution like the Contract Monitoring Division (CMD) and the City Attorney’s Office.

• Key duties include supporting the facilitation of informal and formal bid processes, reviewing department compliance with new and existing contracts, assisting in the creation of important contract documents, and being a valuable thought partner on contracts to department leadership and City vendors.
• Providing a real-world example, a Contracts Analyst could assist with procurement and contract administration related to bond programs that fund construction and modernization of San Francisco public schools. 

Data Analysts conduct data and programmatic analysis using analytical programs. Using this information, analysts develop findings and actionable recommendations to inform programmatic and policy decisions.

• Key duties include conducting data queries from variety of databases and disparate spreadsheets, then performing data analysis. Additional duties could be creating data visualizations and maps for statutory reports, as well as developing streamlined dashboards using PowerBI, Tableau, or other dashboarding technologies.
• Providing a real-world example, a Data Analyst might work with the San Francisco Planning Department to update the department’s data inventory and enhance data governance protocols in key areas including housing production, racial and social equity, and COVID-19 recovery.

Finance Analysts assist with fiscal accounting, budget analysis and reporting, billing, revenue collection, and debt management.

• Key duties include analyzing the overall financial condition of a department, interpreting City contracting guidance and informing recommendations, preparing financial statements and reports to various funding agencies throughout the fiscal year, calculating debt capacity and exploring financing alternates, and using City financial systems.
• Providing a real-world example, a Finance Analyst may work with the Department of Homelessness and Supportive Housing, learning about and providing financial analysis on programs funding robust supporting housing programs to formerly homeless individuals.

Grants Analysts assist in analytical work related to grants management and compliance.

• Key duties include reviewing and analyzing internal and external budget requests, learning about grant policies and compliance standards of different grantors, assisting with application and reporting processes for grant opportunities with department program staff.
• Providing a real-world example, a Grants Analyst might assist the San Francisco Planning Department in writing grants to bring in critical funding towards the growth and development of San Francisco.

Please note that incumbents in this classification may be required to perform the full range of duties as listed in the class specification.

Qualifications

Education:
Possession of a baccalaureate degree from an accredited college or university.

Experience:
One (1) year 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 areas such as 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 the required one (1) year of 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.

Please review our articles on Employment Application and Minimum Qualifications and Verification of Experience and/or Education for further information.  

Applicants will receive a confirmation email from [email protected] 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.

Additional Information

SELECTION PROCEDURES

Administrative Analyst Core Exam (Weight: 100%)
Candidates self-certifying meeting the Minimum Qualifications will be invited to participate in the online Administrative Analyst Core Exam. Candidates will be sent a web link via email that will allow them to take the online Administrative Analyst Core Exam that is designed to measure knowledge, skills, and/or abilities in job-related areas which have been identified as critical for positions in the Administrative Analyst classification.

This computer-administered test can be taken at home or at a time and location of one’s convenience, but only within the time period specified on the test notification. Candidates must have access to a computer and reliable internet connection to participate in this exam.

Score Banking: Scores attained on the Administrative Analyst Core Exam will be 'banked' for three years, starting from the date of the examination. This means that, during this three-year time period, candidates need not take this test again. Rather, if another announcement you applied to and are deemed qualified for requires the Administrative Analyst Core Exam and is held within one year of your Administrative Analyst Core Exam date, your score will be automatically applied to that announcement. However, after one year, a candidate has the option to either (a) apply their test score to the other announcement or (b) re-take the test. Re-testing is permitted no sooner than one year from the date of the test and only in association with a candidate’s eligibility for another announcement to which the candidate has applied and is deemed qualified. If a candidate opts to re-test, the re-test score becomes the candidate’s official score since it is the most recent.

If a significant modification is made to this exam in the future, the application of “banked” scores may no longer be appropriate. In such a rare circumstance, candidates with “banked” scores would be required to re-take the exam sooner than the three-year period specified above should they apply to another job opportunity where the modified exam is used.

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.

Upon passing the exam, candidates will be placed on the eligible list for a period of 12 months.

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-2022-23.pdf.

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

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. [Note: The correction of clerical errors in an announcement may be posted on the City's Career website at https://careers.sf.gov/. The terms of this announcement may be appealed under Civil Service Rule 110.4. Such appeals must be submitted in writing to the Department of Human Resources, 1 S Van Ness Avenue, 4th Floor, San Francisco, CA 94103-5413 by close of business on the 5th business day following the issuance date of this examination announcement. Information concerning other Civil Service Commission Rules involving announcements, applications and examination policies, including applicant appeal rights, can be found on the Civil Service Commission website at http://sfgov.org/civilservice/rules.

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.