1842 - Management Assistant

Recruitment #PEX-1842-086891

Introduction

APPOINTMENT TYPE:  The General Services Agency Department of Public Works has one opening for exempt appointment in San Francisco.  The position is excluded by the Charter from competitive civil service examination process.  The successful candidates shall serve at the discretion of the appointing officer, with an anticipated duration of up to three (3) years.

 

JOB DESCRIPTION:  Under direction, the 1842 Management Assistant performs professional-level administrative and management duties in a variety of functional areas, specifically: personnel administration; office/operations management; development and administration of contractual agreements; and evaluation and development of management policies and procedures.   

Position is responsible to perform Essential Functions which include, but are not limited to:  1842 Management Assistant will assist in compiling information, planning, organizing and budgeting for staffing requirements. Research policies, MOU requirements, etc. to make policy recommendations.  Advise and explain hiring procedures and other policies to managers and staff.   Coordinate recordkeeping.  

Manages or assists in management of the resources and staffing of an office, section, operation or program; Monitors available budget and maximizes use of existing staff and resources for office, program or section.  Coordinates or assists in coordinating work and/or planning functions with other offices, programs or sections to meet established goals and objectives. Act as liaison and promote good working relationships with other offices, programs, sections and departments. Addresses or assists in addressing issues relevant to assigned office, program or section with departmental personnel, representatives of other departments and outside agencies, and members of the public.  Arranges meetings and assists in development of agenda; participates in department meetings, including making presentations; may represent department at meetings and hearings on specific issues.   ·      

Performs and/or assists management in a variety of research and reporting functions.   Identifies issues; consults with departmental personnel and other individuals/experts; Evaluates proposals, information and documentation from a wide variety of sources; Conducts surveys and needs assessment.  

Writes reports and prepares documentation for evaluation by management and/or administrative staff; presents report data, including formal presentations to groups. Assists in development of policies, procedures and work practices of an office, program, operation or section; Reviews and evaluates existing policies, procedures and work practices.  Assists in development and implementation of changes to policies and procedures in compliance with overall City/departmental policies and goals.

Minimum Qualifications

  1. Possession of a Baccalaureate Degree from an accredited college or university with major coursework in public or business administration, accounting, finance, economics, social sciences, education or related fields, or other subject areas closely related to a specific departmental program or function;  AND
  2. One (1) year full-time equivalent experience performing professional-level management and/or administrative duties in functional areas such as: program/office/operations management, budget development and/or administration, development and administration of contractual agreements, or other closely related functional areas.  

Substitution:  Applicants may substitute up to 2 years of the required education with additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.  

Desirable Qualifications: 

  • Knowledge of the principles, procedures and legal standards utilized in a variety of management and administrative functions such as supervision and/or management of an office, program, operation or section or facility.
  • Budget planning and development; financial/fiscal monitoring and reporting activities.
  • Evaluation of existing and proposed legislation and regulatory mandates; development and administration of competitive bid processes and contractual agreements; and grant oversight and monitoring.
  • Ability to identify, gather and evaluate information from a variety of sources; formulate logical conclusions and develop effective courses of action and/or recommendations.
  • Prepare clear, accurate and well-organized reports, memos, and correspondence.
  • Must be able to speak clearly and concisely in order to effectively express ideas and communicate work-related information to a variety of individuals and groups.
  • Have a developed ability to listen, ask appropriate questions and effectively elicit information.
  • Interpret and apply established management and supervisory principles, policies and procedures. 
  • Effectively utilize existing staff and resources. 
  • Prioritize and organize multiple assignments and projects.
  • Exercise sound judgment and appropriately refer issues to managers/administrators.
  • Knowledge of the principles, procedures and legal standards utilized in a variety of management and administrative functions such as supervision and/or management of an office, program, operation or section or facility. 
  • Excellent oral and written communication skills to deal with a broad and diverse audience at all levels of the organization. Establish, maintain and foster harmonious working relationships.
  • Ability to multi-task, adjust to rapidly shifting priorities; report quickly and effectively.  

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process.

Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

  • Select “Apply” and read and acknowledge the information
  • Select “I have Registered Previously” ·       
  • Follow instructions on the screen

Resume and cover letter highlighting how you meet the desirable qualifications and any relevant experience is REQUIRED at the time of filing and must be attached to the online application.  Late or incomplete submissions will not be considered. Mailed, hand delivered or faxed documents/applications will not be accepted.

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Department of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

Applicants may be contacted by email about this announcement 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). 

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. 

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 are never accepted in lieu of a completed City and County of San Francisco application.  

VERIFICATION:

All applicants must submit verification of the required education and/or work experience including copies of required certificates and licenses.  City employees who meet all the qualifications based solely on employment with the City and County of San Francisco do not need to provide verification of qualifying experience. However, City employees whose qualifying experience is based on outside employment must submit verification of such an employment.  

Verification of journey level experience must be on employers' business letterhead and must show the name of the applicant, job title(s), duties (specifically the duties that meet the minimum qualifications), dates of service, and must be signed by the employer or the employer's authorized representative. City and County employees may receive credit for the duties of the class to which appointed. Credit for experience obtained outside of the employee's class will be allowed only if recorded in accordance with the provisions of Civil Service Commission Rules.  

Verification requirement may be waived if verifications are impossible to obtain. Applicants who cannot obtain the required verification, if impossible to obtain by the deadline date may request a waiver of the experience verification requirement. To request a waiver, the applicant must submit a separate signed statement (in the form of a formal letter – there is not a form) explaining the reason why verification cannot be obtained. Waivers are NOT automatically granted. Request for waivers will be evaluated on a case-by-case basis.  

Experience claimed in self-employment will only be accepted if supported by documents verifying income, earnings, business license and experience comparable to minimum qualifications above.  Copies of income tax papers or other documents listing occupation and total earnings must be submitted.  Failure to provide the required verification or request for waiver may result in rejection of application and/or removal from eligibility for referral and appointment in this class.  

 

Selection Plan

Application will be reviewed and assessed for relevant qualifying experience (see Application Procedure above).  Only those applicants who most closely meet the needs of the department will be invited to participate in the interview process.  Applicants meeting the minimum qualifications are not guaranteed an invitation to interview.  Qualified applicants who are selected for an interview will be notified of the exact date, time, and place of the interview.

Conviction History

As a finalist for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a finalist. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are selected as a finalist, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Conclusion

General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at http://sfdhr.org/information-about-hiring-process or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.

Right to Work:
All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

Issued:  June 29, 2018
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number:  PEX-1842-086891
GSA for Public Works / mt / 4.4824

Benefits

All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.

 



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