Career Opportunity

Executive Assistant to Chief Information Officer/Office Manager- ITS - SFPUC (1844)

Recruitment: RTF0126614-01153132

Published: September 22, 2022

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About:

• Application Opening: 09/22/2022
• Application Filing Deadline: 10/06/2022
• Annual Salary: $100,100 to $121,680 Annually 
• Recruitment ID:  RTF0126614-01153132 (126624)

APPOINTMENT TYPE: Temporary Exempt (TEX): This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer. The duration of the appointment shall not exceed 36 months.

WHO ARE WE?
San Francisco Public Utilities Commission (SFPUC)
Headquartered in San Francisco, we have 2,300 employees operating across eight counties serving more than 2.7 million customers in the San Francisco Bay Area – 24 hours per day, 365 days per year.

Our Mission: To provide our customers with high quality, efficient, and reliable water, power, and wastewater services in a manner that values environmental and community interests and sustains the resources entrusted to our care.

Our Vision: We are an innovative utility leader, recognized for excellent results in service, safety, stewardship, and inclusiveness.

We are an award-winning and industry-leading utilities organization committed to our customers, community interests, and the environment. To learn more about our organization, please visit our website at https://www.sfpuc.org/.

We are proud of our infrastructure and programs, but most importantly, we value our highly qualified and dedicated workforce which ensures that this vision becomes a reality.

To learn more about working at the SFPUC, visit our career site at https://www.sfpuc.org/about-us/careers-sfpuc

Role description

Project: ITS Administration Reorganization Project          

Who are we looking for?

The Senior Management Assistant reports to the Chief Information Officer of the San Francisco Public Utilities Commission.  We are seeking a self-starter and resourceful candidate who will perform difficult and complex professional level administrative and management duties in varying functional areas, inclusive of: coordinating office management activities for Information Technology Services; budget administration, planning and support; administration of contractual agreements for office activities; development of office management policies and procedures; coordination of department specific programs and functions and overseeing the Internship program process. The candidate must also have extensive experience providing Executive support in a highly dynamic environment.  

The Senior Management Assistant will also assist with some Departmental Personnel Liaison activities for Information Technology Services. This will include facilitating the recruitment guidelines and process for department management to ensure compliance; facilitating and communicating Department of Human Resources and SFPUC Human Resources initiatives, programs, and related information to SFPUC Information Technology Services personnel; and working closely with various department managers to complete periodic reports for recruitment planning and workflows.

Essential duties:

Executive Administration

1.     Provide executive administration support for the Chief Information Officer:  maintain appointment calendars; develop, prepare memoranda and reports; plan and prepare business travel documents; organize and schedule individual staff and all-staff meetings; distribute executive communications to all staff or intended audiences.

2.     Coordinate activities with the various divisions of Information Technology Services – Business Applications, SCADA, Enterprise Applications, Tech Ops, Security, Admin, IT Services and Portfolio Management and Radio.

Department Personnel Liaison (DPL)

3.     Provide support for personnel recruitment activities inclusive of hiring plan, recruitments, onboarding / resignations, etc.

4.     Provide support for personnel management activities inclusive of timekeeping, DPL meetings, worker’s compensation; personnel leaves; and communications.

5.     Attend department-wide Human Resources Services meetings, as needed.

Office Management

6.     Perform and/or oversee general office management support for Information Technology Services inclusive of administration support activities; office supplies and equipment procurement and maintenance; building management activities; office records management; and electronic file management.

7.     Develop and/or recommend policies, procedures and work practices for a general office programs and operations. Review and evaluate existing policies, procedures, and work practices; consult with managers, administrators and other staff; recommend and implement changes to policies and procedures in compliance with overall City/departmental policies and goals.

8.     Lead and coordinate general SFPUC office programs inclusive of Floor Warden (emergency procedures); Health & Safety Tailgate trainings; and Records Coordinator;

Other

9.     Supervise work of assigned staff, as necessary (typically interns and temporary staffing):  plans, assigns, directs and reviews work; monitors and evaluates performance of subordinate personnel; provides training and aids in staff development; fosters cooperation and teamwork amongst staff. 

10.  Maintain professional business relationships with colleagues, stakeholders, and citywide contacts to ensure positive collaboration on department initiatives and projects.

11.  Performs other related duties and responsibilities as assigned.

How to qualify

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.

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

Verification of Education and Experience:

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.

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.

What else should I know?

• Information About The Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Right to Work
• Copies of Application Documents
• Diversity Statement

HOW TO APPLY

 Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.

• Select the “I’m Interested” button and follow instructions on the screen

Applicants may be contacted by email about this recruitment 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, @smartalerts.info, and @smartrecruiters.com).

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.

Job Analyst Information: If you have any questions regarding this recruitment or application process, please contact the job analyst, Linda Muir, by email at LMuir@sfwater.org.

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.