1840 Junior Management Assistant

Registrar, Civic Art Collection

Recruitment #TEX-1840-903433


1840 Registrar, Civic Art Collection

San Francisco Arts Commission

Recruitment #TEX-1840-903433

MISSION The San Francisco Arts Commission is the City agency that champions the arts as essential to daily life by investing in a vibrant arts community, enlivening the urban environment and shaping innovative cultural policy.

RACIAL EQUITY STATEMENT The San Francisco Arts Commission is committed to creating a city where all artists and cultural workers have the freedom, resources and platform to share their stories, art and culture and where race does not predetermine one’s success in life. We also acknowledge that we occupy traditional and unceded Ohlone land. Fueled by these beliefs, we commit to addressing the systemic inequities within our agency, the City and County of San Francisco and the broader arts and culture sector. This work requires that we focus on race as we confront inequities of the past, reveal inequities of the present and develop effective strategies to move all of us towards an equitable future.


Job Description

The Civic Art Collection Registrar under direction of the Senior Registrar, Civic Art Collection and Public Art performs a wide variety of professional registration and administrative duties in support of the Arts Commission’s public art and collections management program.


Essential duties

  • Creates and maintains both digital (EmbARK database) and archival documentation for new works entering the collection, either through the Public Art Program, gifts or other means. Ensures proper documentation of all new work acquired by the Civic Art Collection. Receives, inspects, accessions, documents, labels and catalogs objects acquired for the collection. Completes condition reports, documents all materials, fabrication processes and maintenance requirements.
  • As a function of the accession process for new works being created for the Civic Art Collection, assist with the documentation of the work of artists fabricating, transporting and installing artwork. Help organize and maintain project related records as they transition from project managers to the collection archive.
  • Coordinates all aspects of outgoing and incoming loans as a part of the inter-office art loan program. Prepares loan agreements, receipts and condition reports. Oversees transit, installation and deinstallation of loaned works.
  • Primary point person regarding tracking and coordinating works in storage and manages storage billing accounts. Assists the Senior Registrar in facilitating the care and security of collections of art in storage. Oversees internal and external object movement, conducts periodic inventories of collection area, and maintains storage records.
  • Conducts research as necessary to determine the provenance of artworks in the collection where the city’s ownership or Arts Commission’s jurisdiction has not been clearly established. Researches the history of individual objects or sub-collections and provide written reports to the Director and Commission as requested. Assists the Senior Registrar with a high volume of public inquiry regarding objects in the collection.
  • Coordinates the preparation of bid documents, receipt of cost estimates for contracts and purchase orders for a wide variety of services, including but not limited to maintenance and conservation of artwork, framing, transit and storage of artwork, signage fabrication and installation, etc. Coordinates vendor set up processes and assists in making vendors compliant with a variety of City rules and regulations. Processes invoices and tracks budgets through the city’s proprietary financial services software, F$P.
  • Coordinates photography of recently completed Art Enrichment projects as well as existing works in the Civic Art Collection. Creates digital presentations utilizing relevant software programs and hardware. Converts slides, photographs and artwork into digital images suitable for inclusion in an image database or publication.
  • Every other month coordinates meeting of the Visual Arts Committee, a sub-committee of the Arts Commission. Prepares agenda, distributes and posts; produces meeting minutes, distributes and posts in accordance with Sunshine Ordinance. Works with project managers to obtain all staff reports and visual images and organize for meeting presentation.
  • Assists with the maintenance of the Civic Art Collection and Public Art Program website page. Updates site with new calls for RFPs for Conservators, Fine Arts Providers, or other related services. Posts notices of public meetings, and posts other materials and information as requested. Assists with the maintenance of the Civic Art Collection online database (EmbARK Kiosk) and its interface with the website.
  • Manages artwork signage for the program including coordinating design, fabrication, overseeing installation and ensuring quality and consistency of interpretive text.
  • May supervise the work of subordinate personnel, interns and volunteers when required.
  • Performs other related duties as assigned.

Knowledge and Abilities

  • Knowledge of: basic principles and standards relevant to public sector art programs; principles and practices of professional art/artifact registration; collections management standards and procedures; principles and practices of museum records management; computerized registration methods and related data processing techniques; principles and procedures used to handle, inspect, label and store fragile objects of art and to protect art objects from environmental hazards; legal standards and law applicable to collections management; and a general knowledge of fields such as art and art history relative to the collection.


  • Ability to: implement modern business procedures and operate standard business machines; maintain detailed, complex records pertaining to the management, movement, exhibition, storage, and disposition of art objects; use a computer to input and maintain records and to produce reports and correspondence; prepare clear, accurate and understandable documents such as reports, memos, correspondence and statistical information; evaluate information, prioritize and organize multiple assignments and projects; speak in a clear, well-organized and concise manner in order to provide work-related information appropriate to the understanding of the listener; listen, ask relevant questions and effectively elicit information; deal tactfully and courteously with a variety of individuals and groups and establish and maintain effective working relationships with staff, the general public, and representatives of other departments and organizations.

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 art, art history, museum studies, arts administration or a closely related field.

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.

Desirable Qualifications:

  • A basic understanding of the principles of racial equity, and experience applying an equity lens to your work;
  • Experience serving the public, particularly marginalized communities;
  • Experience working in government and navigating bureaucracy;
  • Excellent verbal and written communication skills and analytical and critical thinking skills;
  • Adaptable and responsive to feedback with a passion for learning and working collaboratively;
  • 12 months (1 year) of verifiable art collection management/registration experience;
  • Excellent writing and computer skills (Microsoft Office Suite), and CRM/Salesforce experience a plus;
  • Possession of a master's degree from an accredited college or university in museum studies, arts administration or a closely related post-graduate program may substitute for one year of the required museum registration experience.


How To Apply

Appointment Type: Temporary-Exempt (TEX) Appointment. This position is excluded by the Charter from the competitive civil service examination process and shall serve at the discretion of the appointing officer. Applications will be screened for relevant qualifying experience and education. Additional screening mechanisms may be implemented in order to determine candidates’ qualifications. Only those applicants who most closely meet the needs of the Department will be invited to continue on in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement in the process.

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

A resume and a cover letter highlighting how you meet the minimum and desirable qualifications or any relevant experience is REQUIRED at the time of filing and must be attached to the online application. Late or incomplete submissions may not be considered.

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.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Heather Johnson, by telephone at 415-557-4922, or by email at heather.johnson@sfgov.org .


Selection Plan

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

Selection Procedures

Verifications: All applicants may be required to submit verification of qualifying education and experience at any point in the application, examination and /or departmental process. For additional information regarding verification, refer to this web URL: http://www.sfdhr.org/index.aspx?page=20#verification

Minimum Qualification Supplemental Questionnaire (Weight: Qualifying): Candidates will be prompted to complete a Supplemental Questionnaire as part of the online employment application. The Supplemental Questionnaire is a self-report checklist that is designed to evaluate if candidates meet the minimum qualifications for this position.

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.

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.


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: May 9, 2019
Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: 903433
ART/ HJ/ 415-557-4922


Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at:


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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