Career Opportunity

Junior Management Assistant - HR Department - SF Public Works (1840)

Recruitment: RTF0127407-01152275

Published: October 24, 2022

Accepting applications until: October 24, 2022

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About:

Application Opening: October 21, 2022
Application Deadline: October 24, 2022
Compensation Range: $76,934 and $93,548 annually
Recruitment ID: PEX-1840-127408 / RTF0127407-01152275

San Francisco Public Works (SFPW) is a department in transition. In 2021, City voters approved a ballot measure to split Public Works in two as of October 1, 2022, creating a new Sanitation and Streets (SAS) Department that will encompass the department’s Operations work, including street cleaning, street and sewer repair, urban forestry, building repair and community programs with a staff of approximately 800. The newly configured Public Works department will retain its focus on capital projects, with a professional staff of engineers, architects, landscape architects, construction managers, surveyors and inspectors. This includes the design and management of projects critical to the vitality and resiliency of a 21st century urban center. Among the projects: new streetscapes, playgrounds, recreation centers, fire stations, health centers, transit facilities and libraries. With a capital portfolio that exceeds $3 billion and a staff of approximately 800, the reach is vast. 

Public Works will continue to provide administrative support, including finance, training, performance evaluation, communications, and IT for both departments.  As part of the administrative support, Public Works is establishing a new Human Resources (HR) bureau that will provide HR services for both departments. The newly created Human Resources bureau will have approximately 45 positions and will include oversight of all human resource functions including hiring and recruitment, exams, payroll, employee labor relations, health and safety, and training for the 1,600 employees in SFPW and SAS.

The department’s work is guided by principles of diversity, equity and inclusion. Please refer to the Public Works Racial Equity Action Plan for more information. The plan lays out departmental research and data regarding racial equity along with a three-year plan of action items.

Role description

Under supervision, the Junior Management Assistant, performs general administrative and/or management functions with rotating assignments. The essential functions of the job include: performing administrative and/or management functions in the areas of  HR operations and office management/support services; assisting in the preparation of HR reports; managing offices and coordinating clerical and technical support activities; preparing agenda items, attending department meetings, and/or making presentations; gathering, compiling and analyzing data, and preparing reports; assisting in developing and recommending changes to rules, regulations, policies, and procedures; assisting in the analyses of programs, proposals and projects.

Essential Duties

1. Performs administrative and/or management functions in the areas of HR operations, and office management/support services by planning, coordinating, supervising and/or evaluating the activities of assigned staff in order to accomplish departmental goals.
2. Assists in the preparation of fiscal reports by monitoring expenditures and maintaining budget within the organizational goals and projections; reconciling accounts, performing financial analysis, gathering information, and preparing reports in order to ensure compliance with City and departmental policies, rules and regulations.
3. Manages office and coordinates clerical & technical support activities by assigning and evaluating a variety of clerical/administrative functions, such as, data processing, inventory control, distributing or reproducing reports, performing personnel, purchasing & billing functions, invoices, statements, coordinating building security and maintenance, and facilities management.
4. Prepares agenda items, attends department meetings, and/or makes presentations at various types of business meetings, including commission(s) meetings, inter-agency meetings or contract negotiations meetings on behalf of the department. May assist in scheduling of some of those meetings.
5. May supervise and evaluate clerical and technical support staff by delegating and reviewing work assignments, counseling and assisting on performance evaluations, and coordinating duties to ensure that procedures, policies and regulations are followed.
6. Gathers, compiles, analyze data and prepares reports using database programs, spreadsheets, various word processing applications, and statistical techniques to conduct surveys, needs assessments, evaluation reports, compile and analyze statistical data, conduct web pages research, and prepare reports for program evaluation.
7. Assists in the development and recommends changes to rules, regulations, policies and procedures by proposing and reviewing provisions and evaluating the effect of proposed regulations, laws, etc., on specific or general personnel, budgeting and other management or administrative functions.
8. Assists in the analyses of programs, proposals & projects by researching and reviewing related information either manually and/or electronically, reviewing documentation, interviewing experts, reading abstracts, prioritizes tasks and guidelines in order to accurately relay information to department supervisors.
9. Performs related duties and responsibilities as assigned.

How to qualify

Education:

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.

DESIRABLE QUALIFICATIONS:

• Experiencing working on process improvements and developing standard work.

• Good problem solving skills and can independently make decisions.

• Experience analyzing data, and preparing and delivering presentations related to the data.

• Strong written communication skills.

What else should I know?

Additional Information Regarding Employment with the City and County of San Francisco:

• 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.

If you have any questions regarding this recruitment or application process, please contact the analyst Katelynn Luong at Katelynn.Luong@sfdpw.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.