0922 Facilities Asset Manager

Manager I

Recruitment #PEX-0922-092238

Introduction

Applicants are encouraged to apply immediately as this recruitment may close at any time but not earlier than January 8th, 2019.

Position:

The Department of Technology is the centralized technology services provider within San Francisco City & County government, delivering technology infrastructure and services to approximately 33,000 employees and 800,000 residents. The department has an annual operating budget of over $130M and contains over 220 employees. Core service areas include: Infrastructure and Operations, Technology Security, Service Delivery & Management, Enterprise Applications, Project Management Office, Public Safety Systems & Wiring, Technology Administration, Policy & Governance and IT Public Communications.


The Department of Technology is seeking an experienced and enthusiastic Asset Manager to lead facilities programs including oversight of an equipment/parts store, multiple office locations, and administrative business systems including asset management and work management systems.  This position supports the operations and facilities of the organization by delivering excellent customer service to office workers, field workers, and management.  In this role, the Manager works with staff to understand business needs and operations and envisions improvements, optimizes for efficiencies and never stops seeking improvements - even small changes can make a huge impact.


As the central point of contact for the Department's facilities, this position is responsible for building strong and positive working relationships with the Real Estate Department, Public Works and other city departments by proactively managing and collaborating on projects.


This position is responsible for ensuring Department assets, fleet and office/warehouse spaces are managed effectively, efficiently and economically by maintaining accurate records of all warehouse assets including financial and operational records.  Systems managed by this position can be confidential and require regular auditing and oversight.  This role also includes cost management by assisting with asset research on large projects to confirm availability of materials and cost and reducing costs through process/equipment optimization and business process improvements.


To enable process improvement this position will lead asset management software system projects and will define requirements, test software tools and administer software systems that will enable the tracking and management of assets.  Assets include but are not limited to: business computer equipment, voice and data communications and radio communications technology components and facility assets and supplies.


The successful Facilities Asset Manager will demonstrate project management skills across a wide range of disciplines, with a service-minded, customer service focus.  The Manager will deliver a flexible and open approach to new ways of doing business, with the ability to identify creative, nonstandard and innovative solutions.  As Facilities Asset Manager, you are responsible for making sure that Department offices and warehouse provide the best experience for staff each and every day.


This position supervises and coaches staff responsible for delivering asset inventory services, and workspace and equipment solutions that facilitate innovation. Importantly, this position is responsible for leading the response to building emergencies and developing safety practices and procedures for the offices.  This emergency management role includes training staff (onboarding) on Department procedures.


Essential Job Duties and Functions:

  • Drives innovation and ensure that Department is delivering strategic value, effectiveness and efficiency in facilities management.  Set and exceed goals in sustainability, accessibility and emergency preparedness.
  • Supervises, trains and evaluates the activities of personnel and/or coordinates and monitors the work of consultants and contractors working for the department; works with other managers and staff to evaluate and implement goals, responsibilities, policies and procedures of the division. 
  • Monitors the work of and coaches subordinates to improve performance. 
  • Directs the allocation of resources to achieve timely outcomes and measurable goals within budget; adjusts plans and programs to meet emerging or new programs, while continuing to address major departmental priorities. 
  • Negotiate bids for routine maintenance and analyze appropriateness/relevance of services included in proposals based on on-site staff abilities and project goals.  Track Progress on facilities projects as well as anticipated long and short term maintenance and renovations.
  • Coordinating all maintenance issues and schedules.
  • Administer correct and cost effective course of action concerning additional and unexpected maintenance requests/needs.  Requires strong systems knowledge to enable accurate record keeping with high productivity.
  • Requires project management skills to structure and implement asset management workflow.
  • Identify and analyze asset and work management systems options that best meet the needs of the Department.  Present findings to DT Executive leadership.
  • Forecast fleet requirements - purchase and rent, service, maintain operator records, optimize utilization of heavy and passenger vehicles, generators, and mobile work stations for critical public safety communications systems.
  • Improve procurement procedures related to items or services purchased, costs and inventories and monitor and verify warehouse inventories to ensure effective use.
  • Coordinate with Finance section on budget preparation, monitors expenditures and financial reporting for assigned section; prepares reports, memoranda, and correspondence, and maintains statistical records.  Implements and closely monitors budget expenditures; provides executive management with an early warning and practical options to potential cost overruns.
  • Hold all on-site staffs to the highest safety standards for their position.
  • Experience managing many high priority tasks/projects.
  • Perform related job duties as assigned.

Job Type:

The Permanent Exempt- Full Time position is excluded by the Charter from the competitive civil service examination process and shall serve at the discretion of the appointing officer. The anticipated duration of this project position is twenty-four (24) months and will not result in an eligible list or permanent civil service hiring.

Nature of Work:
Incumbent must be willing to work a 40-hour per week schedule and may be required to work additional hours when necessary as determined by the department. Travel within San Francisco may be required. The individual hired for this "essential" function/position is expected to answer calls/e-mails via a department-provided mobile device within a reasonable time frame.

Work Location:
Incumbent will conduct a majority of their work at two locations: 1 South Van Ness and 200 Paul Ave. However, there may be situations where the incumbent will be required to work at other sites throughout the City of San Francisco as necessary.

Minimum Qualifications

The Minimum Qualification guidelines for management classifications can be referenced here. Please note, additional qualifications (i.e., desirable qualifications) may apply to a particular position and will be stated on the exam/job announcement.


Education:

A Bachelor's Degree in Business Management, Computer Science or other closely related field; AND


Experience:
A combination of Five (5) years of experience managing: information technology assets, inventory, data centers, and operations of equipment warehousing. 
 

Highly Desirable Qualifications:

  • Two (2) years or more of supervisory experience.
  • Knowledge and experience with administering the DMV Pin/Pull program.
  • Experience with inventory control.
  • Experience with building and managing asset management systems and software.
  • Analytical thinking and matrix management practices.
  • Knowledge of Information Technology Infrastructure Library (ITIL).
  • Experience using Microsoft Office Word, Excel, PowerPoint and Outlook.
  • Strong communication and multi-tasking skill and ability.

Special Requirements:

Criminal Justice Information Services (CJIS) Security Clearance may be required. (See Security Clearances and Background Investigations below).

Must maintain a valid driver license.


Note:
1. Medical Testing: Prior to appointment, eligible candidates must successfully pass the TB testing process. 


2. Security Clearances & Background Investigations: Positions in this classification may require that successful candidates who become eligible for appointment may be required to go through a background investigation to determine the candidate’s suitability for employment in this classification. Factors considered in the investigation may include employment history, use of illegal/controlled substances. Reasons for rejection based on this investigation may include, but not limited to: applicable convictions, repeated or serious violations of the law, inability to accept supervision, inability to follow rules and regulations, falsification of application materials and/or other relevant factors. Failure to obtain and maintain security clearance may be basis for termination.

 

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 
  • 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).


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 may be attached to the application; however, resumes will not be accepted in lieu of a completed City and County of San Francisco application.


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


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.


If you have any questions regarding this recruitment or application process, please contact the exam analyst, Ryan Lim, by telephone at 652-628-5165, or by email at ryan.lim@sfdpw.org (preferable).

Selection Procedures

Supplemental Questionnaire (Informational):
Applicants will be prompted to complete a supplemental questionnaire as part of the online employment application.  The Questionnaire will be used to assess the applicant's knowledge, skills, and abilities as they relate to this position. Applicants must also complete the official application. The information in the supplemental questionnaire will not be scored and is collected for informational purposes.

The Department may establish and implement additional screening mechanisms to comparatively evaluate qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.

Note:  Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.  

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 http://sfdhr.org/index.aspx?page=456.

THE CITY AND COUNTY OF SAN FRANCISCO IS AN EQUAL OPPORTUNITY EMPLOYER. MINORITIES, WOMEN AND PERSONS WITH DISABILITIES ARE ENCOURAGED TO APPLY.

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

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

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

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: December 24, 2018
Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-0922-092238
DT/RL/628-652-5165

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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