Junior Administrative Analyst - Community Challenge Grants (1820)

Company Description

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. 

Job Description

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