1844 Senior Management Assistant

Senior Project Assistant

Recruitment #TEX-1844-904325

Introduction


This announcement has been amended to extend the filing date and allow for additional applications. 
Applicants who already applied will be included in the applicant pool and need not reapply.

In November 1998, California voters passed Proposition 10, the California Children and Families Act, to help make sure that our youngest children receive the best possible start. The proposition increased the tax on tobacco products to fund local family support, health care and early care, and education programs that promote early child development, targeting children-from prenatal to age five-and their families. First 5 San Francisco is the public entity responsible for receiving and disbursing San Francisco’s Proposition 10 funds. First 5 San Francisco administers approximately $5.5 million per year in Proposition 10 revenues for grant making to both public and private entities. Funds are intended to promote, support and improve early childhood development, health and parental support through coordinated resources and programs.
 
First 5 San Francisco has a staff of 15 and is governed by a nine-member Commission, which includes experts in the fields of health, children’s services and early care and education, some of whom represent city agencies and the Board of Supervisors.  Additional information can be found on our website: www.first5sf.org

Appointment Type, Duration and Location:  Full-time Temporary Exempt Appointment; exempt employees are considered “at will” and serve at the discretion of the appointing officer. Location is: 1390 Market Street, Suite 1100, San Francisco, CA 94102

Position Description:

The Senior Project Assistant will oversee multiple, complex administrative and management duties in a variety of areas, including: comprehensive assessment of policies and procedures and operations to identify gaps and inefficiencies; implement performance, process, and structural improvements, with particular focus on internal operations, contracting, and compliance reporting for state and federal grants; expand staff and funded program capacity to generate and manage new, sustainable revenue sources for initiatives; and oversee a cross-departmental planning process that will seek to better align and coordinate the work of two early childhood city/county departments – First 5 San Francisco and the San Francisco Office of Early Care and Education. The Senior Project Assistant will develop project plans for each of these areas, set deadlines, assign responsibilities, and may supervise some staff. The Senior Project Assistant will ensure strong communication across areas of work, across departments, and with executive leadership. The Senior Project Assistant will be a key member of the Senior Leadership Team. 

Duties and Responsibilities:

Duties to include but not limited to:

Review and evaluate existing, policies, procedures, and work practices in consultation with other senior managers and staff and in context of applicable laws and regulations;

Identify and implement improvements to policies, practices, and internal organizational structures in accordance with departmental values, vision and goals;

Assess staff and resource needs of office, program, operation or section based on research and consultation with managers and administrative staff; work with staff and senior managers to enhance capacity to generate and manage new sustainable revenue sources for initiatives;

Assist in establishing and maintaining grants management structures for state and federal grants received by the department, including: review of funding limitations and other requirements specified by grantor, monitoring of expenditures to ensure funding limitations are not exceeded, establishing and adhering to schedule of key reports and deliverables, and monitoring of other criteria to ensure compliance with standards required by grantor;

Enhance, develop and implement improved work flows around contractual agreements, particularly Personal Services Contracts, including bid solicitation, Commission contract approval, and contract development; implement staff training and support activities to ensure work flows and procedures are understood and followed correctly; 

Coordinate work, planning functions, and joint funding agreements with other departments; conduct cross-departmental assessments to identify areas of similarity, overlap, and distinction (inclusive of cross-departmental data and information systems) and make recommendations regarding communication, policies and work structures that will enhance learning, relationship building, alignment, joint decision-making, and collaboration; 

Perform a variety of information gathering, analysis, assessment and reporting functions to identify needs, issues and make recommendations; 

Actively champion and advocate for inclusivity and racial equity in all work;

Actively work against and challenge racism in all of its forms;

Manage relationships and communications within and across teams and work groups, facilitate meetings, and represent department at meetings, as needed; and

Create and maintain comprehensive project documentation (spreadsheets, diagrams, and process maps), to track and share progress, make course-corrections, and assist in overall department planning.

Minimum Qualifications

1. 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 fields, or other subject areas closely related to a specific departmental program or function; AND

2. Three (3) years full-time equivalent experience performing professional-level management and/or administrative duties in functional areas such as: program/office/operations management, budget development and/or administration, development and administration of contractual agreements and/or grants, or other closely related functional areas;

Substitution: Applicants may substitute up to 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 Skills, Knowledge, and Abilities:

Ideal candidate will be familiar with the social services: child development, early childhood education, child health, and/or have experience with non-profits and community-based organizations. The candidate should have an interest in children’s policy, a commitment to public interest issues, racial equity and social justice, and be able to work effectively with San Francisco’s diverse communities, funding agencies, other city departments, non-profit and/or neighborhood organizations.

Ideal candidate will also have knowledge of: principles, procedures, protocols, legal standards and regulations utilized in a variety of management and administrative functions such as: management and/or supervision of an office, program, operation, section or facility; budget planning and development; financial/fiscal monitoring and reporting activities; evaluation and development of management policies and procedures; evaluation of existing and proposed legislation, legal standards & regulatory mandates; development and administration of contractual agreements; grant oversight and monitoring.

Ideal candidate will have ability to: 
Interpret and apply established management and supervisory principles, policies and procedures; 
Plan, assign, train, direct and monitor the work of staff and effectively utilize existing staff and resources; 
Direct, monitor and evaluate the functions, staffing and resources of a program, office or section, including projection of staffing and material needs; 
Develop and/or make recommendations for operational methods, policies and procedures, including implementation of changes and evaluation of impact; 
Prioritize and organize multiple assignments and projects for self and others; 
Exercise sound judgement and appropriately refer issues to managers; 
Identify, gather and evaluate information from a variety of sources; formulate logical conclusions and develop effective courses of action and/or recommendations; 
Use computer applications and remote work software, including e-mail, Zoom/Teams/WebEx, word processing, spreadsheets, databases and the internet to prepare correspondence, reports and other documentation, extract and process information and create and maintain records; 
Prepare clear, accurate and well-organized reports, memos, and correspondence; 
Speak clearly and concisely in order to effectively express ideas and communicate work-related information to a variety of individuals and groups; 
Listen, ask appropriate questions and effectively elicit information; 
Establish and maintain effective working relationships with staff, Commissioners, other departments, officials and the general public; and
Take initiative, work independently, and problem-solve.

Verification of Experience: https://sfdhr.org/information-about-hiring-process#verification
Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. 

Verification of Education: 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.  

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.

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 TEX-18244-904325 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.
PLEASE NOTE: In line with the Official Public Health Order to slow the spread of COVID-19, “shelter-in-place” has been issued for all San Francisco residents that is expected to be in effect until further notice.  As a result, 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 e-mail 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).

Applicants will receive a confirmation e-mail that their on-line 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 on-line application was not submitted or received.

IMPORTANT: 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. Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Applications that are incomplete, and do not contain the requested information above will not be considered.

Complete applications will be reviewed as they are received and applicants selected to advance to the interview process will be contacted by phone or e-mail.

** Please note that due to ongoing COVID19 public health restrictions all candidate interviews will take place on-line using remote technology. In addition, subject to further official notice from the City and County of San Francisco, the successful candidate should expect to perform their duties working fully remotely at least through June 30, 2021, however any City employee may be called in for Disaster Service Work duty or to work on site subject to the City’s and Department’s established Health and Safety protocols. In such instances, employees may be required be on site with 24-hours’ notice.

If you have any questions regarding this recruitment or application process, please contact the analyst, Gilda Cassanego via e-mail at Gilda.Cassanego@sfgov.org.


Verification:  Applicants may be required to submit verification of qualifying education and experience at any point in the application and/or departmental selection process. Written verification (proof) of qualifying experience must verify that the applicant meets the minimum qualifications stated on the announcement. Written verification must be submitted on employer’s official letterhead, specifying name of employee, dates of employment, types of employment (part-time/full-time), job title(s), description of duties performed, and the verification must be signed by the employer. City employees will receive credit for the duties of the class to which they are appointed. Credit for experience obtained outside of the employee’s class will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rules. Experience claimed in self-employment must be supported by documents verifying income, earnings, business license and experience comparable to the minimum qualifications of the position. Copies of income tax papers or other documents listing occupations and total earnings must be submitted. 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.

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.

Selection Plan

Submit the required application, and complete the supplemental questionnaires.  You may attach a resume and cover letter.

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

Supplemental Questionnaire – Screening Questions:   Applicants will be prompted to complete the Supplemental Questionnaire during the on-line application process.  There are three (3) questions. All statements made on the application and supplemental questionnaires are subject to verification.  Failure to submit a supplemental questionnaire with the application by the filing deadline may result in disqualification from the selection process.  

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

Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate qualifications of candidates. Only those applicants whose qualifications most closely meet the needs of the Department will be invited for an 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

General Employment Information:

Important Employment Information for the City and County of San Francisco can be obtained at https://sfdhr.org/information-about-hiring-process

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.

Reasonable Accommodation 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

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.

Appointment Type: Temporary Exempt (TEX)
Issued: December 21, 2020

Carol Isen, Acting Human Resources Director
Department of Human Resources

Recruitment ID Number: TEX-1844-904325
CFC / GC / Gilda.Cassanego@sfgov.org

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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