1840 Junior Management Assistant

Recruitment #TEX-1840-092294

Introduction

Filing deadline extended for additional recruitment.

 

The position has an estimated start date of December 17, 2018 and an estimated end date of April 12, 2019.

 

Introduction
The San Francisco Ethics Commission was created by local voters with the passage of Proposition K in November 1993 and is responsible for the impartial and effective administration and enforcement of laws related to campaign finance, public financing of candidates, governmental ethics, conflicts of interests, and registration and reporting by lobbyists, campaign consultants, permit consultants, and major developers. This position supports the Engagement and Compliance Division, which is the point of primary contact for all public disclosure, filing assistance, compliance guidance and training and education for the full range of programs administered by the Ethics Commission. The position reports to the Deputy Director and Chief Programs Officer.

Position Description
The ideal candidate must have a strong work ethic and a high level of integrity. This position requires effective interpersonal skills and the demonstrated ability to learn new subject matter in a short period of time.

 

The responsibilities of the position include but are not limited to:
• Assisting in the management of programs and projects to provide compliance guidance by timely and thoroughly monitoring and communicating deadlines and regulatory requirements to filers subject to regulation by the Commission.
• Handling administrative duties for the Ethics Commission’s front office including responding timely to phone calls, mail, email communications, and in-person requests from staff members, filers, and the public.
• Disseminating information and answering inquiries by communicating with the public, departmental personnel, and other departments on behalf of the Commission.
• Assisting filers with their electronic and/or paper filings by providing compliance guidance regarding filing requirements, setting up their electronic filing accounts, and troubleshooting technical issues related to e-filing systems.
• Applying sound judgment and knowledge of applicable local and state laws, regulations and procedures in effectively solving administrative problems that may arise in performing various tasks.
• Understanding and communicating clear information about complex concepts, policies and procedures both to and from departmental representatives and the general public.
• Processing, reviewing, date stamping, scanning, sorting, and organizing forms received electronically and on paper for various programs; checking documents for completeness and accuracy.
• Gathering, preparing, and tracking information about incoming forms/statements for a range of programs using electronic filing systems, databases, and spreadsheets.
• Managing filer databases and distribution lists for various programs and sending out reminder notices/communications to filers for outreach efforts.
• Maintaining and retrieving documents, records, and correspondence in accordance with established procedures for records requests.
• Utilizing the Commission’s electronic filing systems, website, and other resources to gather, input, track, and report on information about filings with the Commission, including preparing data spreadsheets, program reports, and presentations as necessary.
• Assisting in the analysis of programs, proposals and projects by researching and reviewing related information either manually and/or electronically, analyzing data, reviewing documentation, interviewing experts, prioritizing tasks, and creating program evaluation reports to accurately relay information to department supervisors.
• Assisting management in a variety of research and data gathering functions, including identifying issues, compiling and analyzing data, preparing written reports and presenting documentation for evaluation by management staff.
• Assisting in the development of changes to rules, regulations, policies and procedures by proposing and reviewing provisions and evaluating the effect of proposed regulations/laws on the Commission’s programs.
• Assisting in the requirements analysis, needs assessments, design, and testing activities related to developing Commission’s electronic filing systems.
• Performing tasks to collect, produce and timely disseminate agendas, notices, and other meeting materials for Commission and Interested Persons meetings as necessary to support effective public engagement and adhere to all requirements of open meetings laws and Commission policies. Assist in scheduling meetings as necessary.
• Posting compliance materials, notices, and announcements on the Commission’s website (using content management system) and social media platforms.
• Assisting members of the public in accessing Commission’s documents and databases on the department’s public computer.
• Assisting in resource planning, training activities, and program reporting for the division, based on research and consultation with the supervisor.
• Assisting in the development and implementation of improvements where necessary to promote efficiency and effectiveness of agency’s work.
• Processing mail: open, sort and distribute the incoming mail; perform mail merges; stuff and seal envelopes; make daily pickup and delivery to ensure timely mailing and receipt of mail.
• Carry out other duties as assigned.

Appointment Type
Temporary exempt, full-time appointment is not to exceed six (6) months or 1040 hours. Exempt employees are considered “at will” and serve at the discretion of the appointing officer.

Duration of Work
The position has an estimated start date of December 17, 2018 and an estimated end date of April 12, 2019.

Work Hours
Work hours are generally 8:00 a.m. to 5:00 p.m., Monday through Friday. Work location is the office of Ethics Commission at 25 Van Ness Ave.

Minimum Qualifications

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 field, or other areas closely related to specific department program or function.

Substitution: May substitute up to two (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.

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.

The position has an estimated start date of December 17, 2018 and an estimated end date of April 12, 2019.

§  Select the desired job announcement (TEX-1840-092294)

§  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

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 Dept. 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, @famsf.org, @ccsf.edu).

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.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Waylen Leopoldino, by telephone at (415)-551-8949, or by email at waylen.leopoldino@sfgov.org.

Selection Procedures

Evaluation of Applicants
This position is by appointment of the Ethics Commission's Executive Director, who is the appointing authority for the department. This position is a temporary exempt position (TEX) excluded by the Charter from the competitive Civil Service examination process and serves at the will of the Executive Director. The position has an estimated start date of December 17, 2018 and an estimated end date of April 12, 2019.

The selection process will include evaluation of applications in relation to minimum and desirable qualifications. Applicants meeting the minimum qualifications are not guaranteed an interview. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates. If this becomes necessary, only the applicants whose qualifications most closely meet the needs of the Department will be invited to 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.


Exam Type: Exempt
Issued: November 26, 2018
Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: 092294
ETH/WKL (415) 551-8949

 

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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