1842 Management Assistant

Building Design & Construction (BDC)

Recruitment #PEX-1842-089688

Introduction

Appointment: General Services Agency (GSA) is recruiting for an exempt appointment for San Francisco Public Works (SFPW). The Charter excludes the position from the competitive civil service examination process.  The successful candidate shall serve at the discretion of the appointing officer.

San Francisco Public Works’ Building Design & Construction (BDC) division is a full-service Professional Architectural office that provides Architectural services to City agencies in San Francisco.  They are one of the few City Departments in the United States that offer full Architectural design and project delivery services.  The work includes excellent projects such as Fire Houses, Libraries, Recreation Buildings, Parks, Public Safety Buildings and Health Services buildings.  We are proud to be providing full-service design and construction for our great city. 

 

 

The Management Assistant performs professional-level administrative and/or management duties in a variety of functional areas, such as: as-needed professional contract management; budget tracking and maintenance; reviewing and processing of contract billings; evaluates proposals, information and documentation from as-needed consultants; enters, complies, and maintains contract data; consults with departmental personnel and other individuals/experts; coordinates contractual issues with vendors and clients.

  • Manages or assists In the management of the as-needed professional services contracts for different disciplines and Clients
  • Prepares contract modification papers when needed, and maintains data of master agreements.
  • Manages or assists in the management and tracking of the budget for each project processed for Contract Service Orders; maintains the data for each project for monitoring and reporting.
  • Reviewing and processing of progress billings from consultants, ensuring that each document complies with the master agreement and Contract Service Order; coordinates questions and comments from accounting.
  • Evaluates proposals from consultants when the project manager approves a project; ensures that each proposal complies with the master agreement; coordinates comments with consultants and project manager; prepares Contract Service Order forms for signatures from consultant and managers; coordinate approvals with contract administration.
  • Coordinates approval of contract services orders with the contract compliant officer from Contract Monitoring Division; ensures that the LBE sub-consultant participation requirement is being met.
  • Assists in the development of procedures and forms for managing the as-needed contracts.

Minimum Qualifications

These minimum qualifications are to be used as a guide for establishing the education, training, experience, special skills and/or license which may be required for employment in the class. Although these minimum qualifications are typical of the class, additional minimum qualifications and special conditions may apply to a particular position and will be stated on the job announcement.

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 and/or grants, or other closely related functional areas.

Substitution: Applicants may substitute up to 2 years of 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:

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

  • One (1) year of experience in contract and/or invoice processing
  • Proficient in Microsoft Excel
  • Ability to multi-task and meet deadlines in a timely manner
  • Excellent written and verbal communication skills

How To Apply

*Applications for City and County of San Francisco jobs are only accepted through the JobAps online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

  • Select the desired job announcement
  • Select “Apply” and read and acknowledge the information
  • Select either “I am a New User” if you have not previously registered, or “I have Registered Previously.”
  • Follow instructions on the screen

Additional documents required with the application: UPLOADED  

1.     Cover Letter

2.     Resume

3.     Verification of Minimum Qualifications (MQ)

a.     All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included in your application by the filing deadline.  Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

 

*Applications completed improperly may be cause for ineligibility or disqualification.

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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.

If you have any questions regarding this recruitment or application process, please contact the analyst, NINA GALDAMEZ, by telephone at 415-554-6051, or by email at nina.galdamez@sfgov.org

Selection Plan

Selection Plan: Applications will be reviewed for relevant qualifying education and experience.  Only those applicants who most closely meet the needs of the department will be invited to participate in the interview process.

Selection Procedures

Selection Procedures: Applicants meeting the minimum qualifications are not guaranteed advancement to the selection process.  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 verify authorization to work in the United States.

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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