Junior Management Assistant

(Re-posted for additional recruitment)

Recruitment #PEX-1840-096533

Introduction

City College of San Francisco, Disabled Students Program & Services (DSPS), Ocean Campus, 50 Frida Kahlo Way

Appointment Type:  One (1) full-time, full-year, permanent-exempt position.  Exempt employees are considered "at will" and serve at the discretion of the appointing officer.

This position is grant-granted funded and funded on a yearly basis.  Hours are subject to change after appointment depending upon grant status.

Position Description:  Under supervision of the Department Chair, the Junior Management Assistant performs general administrative and/or management functions.  The essential functions of the job include performing administrative and/or management functions in the areas of operations, contract/grant development, and/or office management/support services; managing offices and coordinating clerical and technical support activities; gathering, compiling and analyzing data, and preparing reports: assisting in developing and recommending changes to rules, regulations, policies, and procedures; assisting in the analysis of programs, proposals and projects.  This class may supervise and evaluate clerical and technical support staff.

Examples of duties:

1. Develop and maintain electronic systems and procedures for collecting data on the number and type of student disabilities and the number and types of services rendered to students with disabilities.  Work with DSPS faculty and staff to ensure accuracy of data being reported by reviewing DSPS student records/documents.

2.  Integrate that information with the college-wide data stored in the Banner program.  Check data for accuracy, resolve issues of uncollected data, and prepare the data for submission to the State Chancellor's Office for the purpose of determining excess cost funding for the Disabled Students Programs and Services.

3.  Create, maintain, purge, and track confidential student files in coordination with DSPS offices on other campuses.

4.  Prepare and track contracts and modifications for sign language interpreters and captioners; receive invoices from the same and prepare them for submission for payment; track spending for interpreters and captioners.  Work with District Business Office staff to resolve payments of contracts in a timely manner.

5.  Create, track and clear requisitions and purchase orders.

6.  Prepare, distribute and collect timesheets from personnel and prepare other payroll records as necessary to meet deadlines.

7.  In consultation with counselors, accommodation specialists, learning disability specialists and testing personnel, develop and maintain inventory of necessary forms and office supplies,

8.  Assist the department chair in the preparation of position requests and job announcements for classified workers.

9.  Create and maintain electronic files for use by Department staff and faculty across the Ocean campus and all Centers.

10. Mail out  or fax letters requesting  medical verification of disability ort other information as requested by counselors.

11. Call students to remind them of upcoming appointments and send out letters to students to who miss appointments.

12. Develop and/or maintain procedures manuals for dealing with data collection and reporting payroll, purchasing and contracts.

13. Assist with hiring and training of DSPS classified employees working at multiple CCSF locations.

14. Supervise classified employees including scheduling staff and coordination of DSPS activities at multiple centers/campuses.  Assign tasks, provide directions, and deadlines by which work needs to be completed.

15. Post job openings for student workers, test and interview applicants; create and supervise their work schedules; approve their timesheets; maintain and track funds used for student workers.

16. Participate in office meetings and departmental meetings with the ITS department.

17. Other duties as assigned by the supervisor.

 

 

 

 

 

 

Minimum Qualifications

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification.  Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

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.

Note:  Work experience with the District as a College Work Study (CWS) student or Lab Aide 3591 Classification will no be considered or applied as qualifying experience.

 

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.

1.  Demonstrated abilities and experience using the advanced features of MS Access, MA Excel and MA Word.

2.  Experience using ARGOS, SARS, Starfish and the BANNER System in post-secondary educational institution.

3.  Demonstrated experience with data reporting such as MIS data elements or other state mandated reposting.

4.  Demonstrated effective oral and written communication skills.

5.  Ability to maintain good interpersonal working relationships with a variety of college staff and students.

6.  Experience with adults and/or students with disabilities.

7.  At least one year of demonstrated supervisory experience with range of staff employees (full time and part time) working on-site or off-site.

 

 

How To Apply

Applications for City  College of San Francisco jobs are only accepted through an online process. Visit http://jobs.ccsf.edu/postings/3938 to register an account (if you have not already done so) and begin the application process.

    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 Linda K. Kaholo, by telephone at 415/452-7686, or by email at lkaholo@ccsf.edu.

 

Selection Procedures

Applicants must submit the following materials by the filing deadline.  Applications filed without the required documents will be rejected.  NOTE: the employment portion of the application must be complete

1.  A letter expressing interest in the position specifically indicating how you meet the Minimum and Desirable Qualifications as listed on this job announcement; AND

2.  A current resume summarizing educational background and related work experience; AND

3.  Educational verification as stated below.

Educational Verification: Verification of qualifying education must include copies of transcripts, diplomas, or certificates. If verification is impossible of obtain, the applicant must submit a signed statement with the application explaining why such verification cannot be obtained. Request for waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization before an application can be processed. Please contact the CCSF Human Resources Department at (415) 241-2246 for evaluation sources. Failure to submit the required verification will result in rejection of the application.

Verification of Experience:  Verification may be requested at any time during this recruitment and selection process. If requested, verification of experience needed to qualify must be submitted on the employer's letterhead and indicate the name of the applicant, job title, dates of employment, hours/week, and duties performed and must be signed by the supervisor and/or appropriate company representative. Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement with the application explaining why verification cannot be obtained. Waiver requests will be considered on an case-by-case basis. Failure to submit the required verification or request for a waiver at the time of verification is requested may result in the rejection of the application. 

Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine applicants’ qualifications. Only those applicants who most closely meet the needs of the Department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.

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

Issued:  August 30, 2019
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: 096533
CCD/ LKK / 415/452-7686

Benefits

New employees hired on or after October 1, 2013 will contribute 2% of salary to the San Francisco Retiree Health Care Trust Fund (RHCTF). 


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