Junior Administrative Analyst - Community Challenge Grants (1820)

The Office of the City Administrator and its 25+ divisions and departments operate core internal and public-facing services in San Francisco.   

The Office of the City Administrator’s Mission and Vision 

Our vision is to lead the nation in public administration and to enable City departments to effectively deliver critical public services. We aim to help the city run better, to connect San Francisco residents and constituents to the vital public services they seek, and to create a meaningful and diverse work culture that is the place of choice for people who are invested in a career in public service.

We are committed to ensuring that the City's services are inclusive, efficient, equitable, and culturally competent for San Franciscans of all races, ethnic backgrounds, religions, and sexual orientations. This commitment requires comprehensive review and thorough analysis of existing practices and policies to remove barriers to real inclusion.   

We are also committed to ensuring that the Department is a safe, equitable, and inclusive workplace for individuals of all races. This includes creating opportunities for hiring, promotion, training, and development, for all employees, including but not limited to Black, Indigenous, and people of color (BIPOC). 

To learn more about our departments, divisions, and programs, visit: https://www.sf.gov/departments/city-administrator.

About Community Challenge Grants

The Community Challenge Grants program provides City funding for community-led, neighborhood improvements. We recognize our communities’ interdependence and collective strength and fund projects that foster resilience, safety, and belonging. You can learn more about us at sf.gov/ccg.

Appointment Type: This is a Permanent Exempt (PEX) position excluded by the Charter from the competitive Civil Service examination process, pursuant to the City and County of San Francisco, Charter Section 10.104. It is considered "at will" and shall serve at the discretion of the Appointing Officer. 

Under general supervision, the Junior Administrative Analyst will assist with community outreach, grant application coordination, contracting processes, data management, performance tracking of grantees, and external communications. The role requires strong analytical skills, attention to detail, and the ability to engage community partners with professionalism and cultural humility.

This position is critical to ensuring efficient, transparent, and equitable stewardship of public funds and the smooth functioning of the annual CCG grant cycle.

Specific duties include, but are not limited to:

Grant Solicitation, Outreach, and Application Support

1. Support outreach coordination for grant opportunities, including drafting social media content, preparing email announcements, and collaborating with other City departments to amplify reach.
2. Assist in planning and executing grant technical assistance workshops by scheduling sessions, reserving venues or virtual platforms, preparing materials, and coordinating presenters.
3. Support the application intake and evaluation process by organizing materials for review panels, preparing scoring tools, tracking panel assignments, and compiling panel results.
4. Assist in preparing, routing, and processing grant agreements, including reviewing submissions for completeness, ensuring all compliance documents and insurance requirements are complete, and coordinating with internal contracting staff.

Financial Review, Reporting, and Reimbursement Tracking

1. Conduct initial review of grantee quarterly reports and reimbursement requests to ensure completeness, eligibility of expenditures, and adherence to program requirements.
2. Work with grantees and accounting staff to resolve discrepancies and provide technical assistance for reimbursement requests.
3. Develop and maintain internal documentation, checklists, and guidance that support consistent and complete financial and program submissions.

Compliance and Monitoring Support

1. Assist with nonprofit fiscal and compliance monitoring activities, including gathering documentation, reviewing materials, scheduling site visits, and supporting Citywide Nonprofit Monitoring Program requirements.

Data Systems, Evaluation, and Process Improvement

1. Support ongoing development of the CCG grants management system (Airtable) by creating or refining tables, forms, automations, and workflows that improve efficiency and data integrity.
2. Assist in coordinating data collection and evaluation activities, including tracking grantee outcomes, compiling performance metrics, and supporting analysis of program impact.
3. Conduct routine reviews of processes and recommend enhancements to streamline solicitations, contracting, reimbursement workflows, and monitoring tools.

Community Engagement, Communications, and Public Materials

1. Increase program visibility by drafting and distributing the CCG newsletter; preparing, posting, and monitoring content on CCG’s social media platforms; and supporting website updates when applicable.
2. Prepare visual communication materials, including graphs, charts, maps, and infographics using qualitative and quantitative data for presentations, workshops, community meetings, and internal reporting.
3. Assist in developing outreach and educational materials such as fact sheets, workshop slide decks, handouts, and program guides that support applicant and grantee understanding of CCG processes.

Possession of a baccalaureate degree from an accredited college or university

Substitution: May substitute up to 2 years of the required education with qualifying full-time, professional-level experience in budget analysis, financial analysis and reporting, legislative/policy analysis, data analysis, or contract/grant administration. One year (2,000 hours) of qualifying experience will be considered equivalent to 30 semester/45 quarter units

Desired Qualifications:

• Proficiency with Airtable, including building and maintaining bases, tables, views, and workflows that support grants management.
• Experience in community engagement using cultural humility and competency, including the ability to communicate clearly and respectfully with stakeholders from historically marginalized communities.
• Experience with equity-focused grantmaking, including familiarity with funding practices that advance inclusion, reduce barriers to participation, and support community-led decision-making.
• Experience with data analysis and interpretation, including the ability to not only compile and visualize data but also contextualize trends, identify patterns, and draw meaningful insights that illuminate the story behind the numbers.

VERIFICATION:  

Applicants may be required to submit verification of qualifying education and experience at any point in the application and/or departmental selection process. Written verification (proof) of qualifying experience must verify that the applicant meets the minimum qualification stated on the announcement. Written verification must be submitted on employer’s official letterhead, specifying name of employee, dates of employment, types of employment (part-time/full-time), job title(s), description of duties performed, and the verification must be signed by the employer. City employees will receive credit for the duties of the class to which they are appointed. Credit for experience obtained outside of the employee’s class will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rules. Experience claimed in self-employment must be supported by documents verifying income, earnings, business license and experience comparable to the minimum qualification of the position. Copies of income tax papers or other documents listing occupations and total earnings must be submitted. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at the link below:

How to Verify Education Requirements

Part-time experience may also be used to meet experience requirements. One year of full-time employment is equivalent to 2000 hours. Any overtime hours worked above forty (40) hours per week are not included in the calculation to determine full-time employment.

IMPORTANT: Your application MUST include a resume.  To upload these item(s), please attach using the "additional attachments" function.

SELECTION PROCEDURES:  The selection process will include evaluation of applications in relation to minimum requirements. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluation qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.

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

Terms of Announcement:  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.sf.gov/

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

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.

• Interested candidates are encouraged to apply as soon as possible, as this job announcement will close on Sunday, December 14, 2025 at 11:59pm.
• You must complete this Supplemental Questionnaire in order to be considered interested: https://forms.office.com/g/TvddDBLZ24

• Select the "Apply Now" button and follow instructions on the screen

For questions or inquiries, please contact: Connie Poon, Sr. Human Resources Analyst at [email protected]

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. 

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.