1827 Administrative Services Manager - HSA

Recruitment #PBT-1827-102674

Introduction


This Announcement has been amended and extended to reflect changes with the application deadline date. Applicants who already applied under Recruitment PBT-1827-102674 during the filing period 9/30/2020 through 10/14/2020 need not reapply and will be included in the applicant pool. Applicants who applied during the filing period from 10/14/2020 through 10/30/2020 need not reapply and will be included in the applicant pool. Applicants who applied during the filing period from 10/30/2020 through 11/23/2020 need not reapply and will be included in the applicant pool.

10/14/2020: Extended announcement deadline to accept additional applications 

10/30/2020: Extended announcement deadline to accept additional applications through 11/23/2020 at 5pm.   

11/24/2020: Extended announcement deadline to accept additional applications through 12/14/2020 at 5pm. 

This is a Position-Based Test administered in accordance with Civil Service Rule 111A.   

Overview

San Francisco's Human Services Agency (HSA) is a centralized resource that delivers public assistance, child welfare, and aging and adult services to the citizens of San Francisco. Its mission is to promote well-being and self-sufficiency among individuals, families among individuals, families, and communities in San Francisco. HSA was formed in 2004 with the merger of two previously existing city departments, the Department of Human Services and the Department of Disability and Aging Services (DAS). The office of Early Childhood Education joined the Agency in 2014.    

The current position is located under the Legal Division of the Public Administrator/Public Guardian.

What we do

With a staff of 375 employees and a budget of approximately $250 million, DAS’s mission is to assist older adults and adults with disabilities and their families to maximize self-sufficiency, safety, health, and independence so they can remain living in their community for as long as possible while maintaining the highest quality of life. 

Position Description  

Under general direction, the Administrative Services Manager manages the administrative operations and support functions of the legal division of the San Francisco Public Guardian and the San Francisco Public Administrator of the Department of Disability and Aging Services. The Administrative Services Manager is responsible for developing business process improvements, developing and maintaining office policies procedures, and overseeing the day to day operations of the office.    

The essential duties include, but are not limited to:

  1. Supervising professional and administrative legal staff by planning, assigning, directing, and reviewing their work, including monitoring and evaluating the performance of professional and administrative legal staff with a focus on improving performance.  
  2. Providing training and coaching to professional and administrative legal staff with a focus on improving performance.   
  3. Preparing correspondence, reports, spreadsheets, and databases. 
  4. Analyzing data and making recommendations relating to quality control and operations.      
  5. Analyzing complex issues in a number of areas related to probate and conservatorship legal practice, billing, genealogy, and court accountings.
  6. Evaluating existing legal software and office tools, researching and proposing upgrades or replacement of such when needed.  
  7. Analyzing financial statements and assets management for risk management.
  8. Collaborating with attorneys, professionals, administrative legal staff, Public Administrator, and Public Guardian staff in the development and improvement of business processes, quality control measures, and revenue collection.
  9. Developing, overseeing, and improving case tracking protocols and procedures.
  10. Overseeing quality control and operational procedures between the legal division and the Public Administrator/Public Guardian.

Minimum Qualifications

  1. Education: A baccalaureate degree from an accredited college or university;

AND

  1. Experience: Four (4) years of professional administrative/management experience which includes budget development, contract and financial administration, and personnel administration; two (2) years of this experience must include supervisory experience.

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

  • Experience managing administrative operations in a law office, including knowledge of legal procedures and legal terminology 
  • Experience in probate, trust, and conservatorship administration including court accountings
  • Experience in investments and asset management, including stocks, bonds, and real property
  • Experience with Social Security, Medi-Cal, and Veterans Affairs Benefits 

Verification:

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at https://sfdhr.org/how-verify-education-requirements

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.

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

 

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 the desired job announcement(PBT-1827-102674)
  • 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. Please note: In line with the Official Public Health Order to slow the spread of COVID-19, a “shelter-in-place” has been issued for all San Francisco residents this order is expected to be in effect until further notice.  As a result, the Department of Human Resources (DHR)’s office (located at 1 South Van Ness Avenue, 4th Floor, San Francisco, CA 94103) is currently closed to the general public. If you have any questions, please feel free to email the Human Resources Analyst listed on this announcement.

 

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 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, disqualification, or may lead to lower scores.

 

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Dorys Lorio, by telephone at 415-557-5733 or by email at Dorys.Lorio@sfgov.org.

 

Selection Plan

Minimum Qualifications Supplemental Questionnaire: (weighted: Qualifying) 

Supplemental Questionnaire Evaluation: (weighted: 100%) 

Selection Procedures

Minimum Qualification Supplemental Questionnaire (Weight: Qualifying): Candidates will be prompted to complete a Supplemental Questionnaire as part of the online employment application. This Minimum Qualification Supplemental Questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications for this position. Applicants must also complete the official application. It is essential that applicants provide complete information in identifying their education, experience, and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.

Supplemental Questionnaire Evaluation (weight: 100%): 

Candidates will be prompted to complete a supplemental questionnaire as part of the online employment application. The Supplemental Questionnaire is designed to measure an applicant’s relative knowledge, skills, and abilities in job-related areas identified as critical for successful performance. These may include but are not limited to: technical knowledge; problem-solving, organizational skills, time management, interpersonal skills, and written communication ability.

All responses to the Supplemental Questionnaire are subject to verification and should be consistent with the information provided in your application.

 

Note: A passing score must be achieved on the supplemental questionnaire evaluation in order to be placed/ranked on the resulting Score Report. Candidates will be placed on the Score Report in rank order according to their final score.

Eligible List/Score Report: A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores, and the number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

The duration of the eligible list resulting from this examination process will be six (6) months and may be extended with the approval of the Human Resources Director. Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list/score report resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments that use this classification, please see https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Count-by-Job-Codes.pdf. 

Certification:
The certification rule for the eligible list resulting from this examination will be Rule of Ten Scores.  Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

 

Conviction History

As a selected candidate 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 selected candidate. 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 a selected candidate, 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

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 posting the correction on the Department of Human Resources website at www.jobaps.com/sf.

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule.  Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director.  Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

 

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.

Requests:
Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at: 
http://sfdhr.org/information-about-hiring-process#applicantswithdisabilities

Information regarding requests for Veterans Preference can be found at: 
http://sfdhr.org/information-about-hiring-process#veteranspreference 

Seniority Credit in Promotional Exams:  

Information regarding seniority credit can be found at:
http://www.sfdhr.org/index.aspx?page=20#senioritycredit 

Clerical Errors: May be corrected by the posting of the correction on the Department of Human Resources website at: https://sfdhr.org/information-about-hiring-process#announcementsdefinitions 

 

Note on Personal Protective Equipment (PPE):

Some positions in the Human Services Agency will require the use of personal protective equipment (PPE), including but not limited to gloves, gowns, eye and face protection, and face-fitting respirators. The requirement for the use of PPE may come on short or no notice. Facial hair or any condition that interferes with a face-fitting respirator’s seal (i.e. comes between the sealing surfaces of the respirator and the wearer’s bare skin) is not permitted when face-fitting respirators are worn, including during initial or periodic respirator fit-testing. Employees who choose not to shave and do not have either American Disabilities Act (ADA) or Equal Employment Opportunity (EEO) Accommodations do not have the right to alternate work assignments or the option of using a loose-fitting Powered Air Purifying Respirator (PAPR) in place of a face-fitting respirator.

The Human Services Agency of the City and County of San Francisco shares a commitment to a diverse, inclusive, and equitable community. Each member of our organization is responsible and accountable for promoting success, being compassionate, and ensuring that everyone has a voice to make San Francisco an inclusive and equitable place to live and work by employing fair and just practices to and for all.  

 

Exam Type: Combined Promotive and Entrance 
Issued: September 30, 2020 
Carol Isen
Human Resources Director (acting)
Department of Human Resources
Recruitment ID Number: PBT-1827-102674
HSA / DL / 415-557-5733

 

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.

 


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.

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