Principal contract manager human services agency

Job Description

Under limited direction, the 1825 Principal Administrative Analyst II will manage the Human Services Agency’s contracts portfolio, which includes approximately 415 contracts worth over $320 million. The incumbent will supervise a team of contracts professionals by managing subordinate workload, monitoring work product, and implementing unit goals and objectives. The 1825 will actively participate in planning, directing, evaluating, and developing contracting policy and procedure protocols designed to improve working relations with Program and other Department staff and managers. The incumbent will develop, direct, and analyze highly complex and high-value contracts by processing all relevant documents and obtaining necessary approvals. The 1825 Principal Administrative Analyst II will also use specialized analytical software and complex business intelligence systems to conduct analysis of high-level reports, forecasting of expenditures, and contract underspending to inform departmental budget decisions. The 1825 will focus on high-level strategic planning, analysis, and evaluation of HSA’s Contracts unit and represent HSA before commissions and with other internal/external stakeholders.

ESSENTIAL DUTIES AND FUNCTIONS

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list; this position may include additional duties as assigned.

1. Assume the role of Director of Contracts during the Director's absence, providing effective leadership, strategic guidance, and oversight to the unit, including contracting review and approval, to ensure the smooth operation of the department and the successful management of contracts and related initiatives.
2. Provide support, guidance, and direct supervision to contracts professionals, including but not limited to, classifications 1823 and 1824 who each manage approximately 40-50 assigned contracts from initial development of scope of services and preliminary program/project budget, solicitation, and negotiation through formal contract approval and execution.
3. Supervise 1404, 1406, 1822, 1823, and 1824 staff in a broader team management role. Coach, counsel, mentor, and discipline subordinate staff (as needed). This process may include assignment of work, regular review of subordinate work product, conducting regular performance evaluations (PARs), as well as coordination of necessary tools and resources (in collaboration with the Director of Contracts and other Department managers) to ensure subordinate staff performs to Agency expectations. Conduct regular in-person supervision meetings and be available to staff for consultation.
4. Plan, supervise, and evaluate the solicitation process of all contracts staff and provide final sign-off on Requests for Proposals (RFP) before they are published. Plan, develop, and direct highly complex and high-value contracts.
5. Provide senior-level expertise by making recommendations for improvements in the areas of public contracting, including during multiple one-on-one contract negotiations.
6. Work independently to monitor contracted services and conduct contract compliance audits; prepare written reports of analyses on contractor performance including development of corrective action plans to facilitate necessary performance improvement, and contract modifications as necessary and appropriate. Manage subordinate contract monitoring to ensure timely completion. Monitoring includes both off-site and on-site activities.
7. Plan, develop, implement, and evaluate unit goals and objectives and actively participate in the development of contracting policy and procedure protocols designed to improve working relations with Program and other Department staff and managers.
8. Establish performance goals for contracts and evaluate whether they are being met in each of HSA’s two departments by analyzing data to identify areas for possible revisions to achieve better outcomes. Report findings to Budget and/or Program staff and make recommendations.
9. Provide specialized analysis of high-level reports and forecasting of expenditures and contract underspending to inform departmental budget decisions. Provide specialized analysis and forecasting to make policy recommendations on complex contracting with significant financial impact. Coordinate and expedite processing required for final contract approvals and certifications.
10. Conduct complex data analysis with the use of specialized analytical software and complex business intelligence systems, which include but are not limited to: Oracle BI, BOMS Reporting Tools, FSP-Salesforce Reports and Analytics, Contract Administration Reporting On-line (CARBON), and Procurement and Contract Tracking (PACT) systems. Work independently to perform complex quantitative and qualitative analysis of contracts data to ensure resources are being allocated optimally and overall outcomes are being met.
11. Identify and analyze highly complex existing, newly enacted, and proposed local, state, federal legislation, policies, and procedures to advise management on potential impact to HSA contracting processes and effectively present recommendations.
12. Troubleshoot and provide accurate and actionable advice to department stakeholders; identifying root cause of highly complex problems, and formulating and executing solutions.
13. Respond to public information requests from internal/external stakeholders by deadlines given. Work collaboratively with Contractors and interested stakeholders to resolve policy, contracting, and service delivery issues. Serve as a resource to both internal and external customers.
14. Present to commissions, the Board of Supervisors, and other bodies as assigned.
15. Interpret and maintain City/County Departmental standards, criteria, and policy as they relate to contracting.
16. Fully comply with the City’s Statement of Incompatible Activities as approved by the Ethics Commission. Compliance includes but is not limited to: Restrictions on Incompatible Activities; Restrictions on Use of City Resources, City Work-Product and Prestige; and Prohibition on Gifts for Assistance with City Services. For additional detail refer to:
17. Collaborate with Human Resources on staffing needs including but not limited to taking the lead on recruitments by completing the Requests to Fill (RTFs) and serving as Subject Matter Expert on exam and interview processes.

Qualifications:
Qualifications

1. Education: Possession of a Baccalaureate Degree from an accredited college or university

AND

1. Experience: 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.

Substitution for Education: 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.

Substitution for Experience: 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.

Note: Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

** Applicants must meet the Minimum Qualification requirement by the final filing date unless otherwise noted. **

** DESIRABLE QUALIFICATIONS: **

• Six years of knowledge of City and County of San Francisco Contracting Policies and Procedures
• Experience performing presentations and/or facilitating meetings
• Excellent oral and written communication skills
• Experience performing complex data analysis
• Detailed oriented

The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring.

VERIFICATION OF EXPERIENCE AND/OR EDUCATION :

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

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 :

Supplemental Questionnaire Examination (Weight: 100%):

Candidates who meet the Minimum Qualifications will be invited to complete the Supplemental Questionnaire Examination This exam is designed to measure knowledge, skills and/or abilities in job-related areas which may include but not be limited to: knowledge of contract principles and practices and ability to create professionally written contracts with service providers; skill in providing exceptional customer service; ability to operate in a fair manner with ethics & integrity; ability to analyze and report on complex contracting situations; skill in developing process improvement initiatives; skill in managing professional staff to meet department and organization’s needs.

Candidate scores on this examination may also be applied to other announcements involving other job titles, when directed by the Human Resources Director.

A passing score must be achieved on the Supplemental Questionnaire Examination in order to continue in the selection process.

Candidate exam responses will be vetted as appropriate using AI use detection software. Evidence of use of AI, plagiarized answers, or falsified information in exam responses will be addressed in accordance with Civil Service Rules related to fraud and cheating.

The above test components are considered standardized and, therefore, test questions and answers are not available for public inspection or review.

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

Minimum Qualification Supplemental Questionnaire (MQSQ): Candidates will be required to complete a MQSQ as part of the employment application. This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications (MQ) for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.

Additional Information

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 six (6) months , and may be extended with the approval of the Human Resources Director.

To find Departments which use this classification, please see

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

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 and begin the application process.

• Select the “I’m Interested” button and follow instructions on the screen

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.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Valerie Tieu, by telephone at or by email at .

All of your information will be kept confidential according to EEO guidelines.

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.