Career Opportunity

Administrative Services Manager (1827)

Recruitment: REF23471J

Published: March 03, 2023

Apply using SmartRecruiters, the City and County of San Francisco's application portal.

About:

This is a Position Based Test conducted in accordance with Civil Service Rule 111A.

• Application Opening:  March 03, 2023
• Application Deadline:  March 17, 2023, 11:59 PM PST
• Recruitment ID:  REF23471J
• Exam Type:  Combined, Promotive and Entrance
• Analyst:  Zoey Feng

The Department
The San Francisco Planning Department (CPC) plays a central role in guiding the growth and development in our City. The Department works with other City agencies and the community to help achieve great planning for a great city.   

Our Mission
The mission of the San Francisco Planning Department, under the direction of the Planning Commission, shapes the future of San Francisco and the region by: generating an extraordinary vision for the General Plan and in neighborhood plans; fostering exemplary design through planning controls; improving our surroundings through environmental analysis; preserving our unique heritage; encouraging a broad range of housing and a diverse job base; and enforcing the Planning Code. 

Our Racial and Social Equity Vision 
The Department’s racial and social equity vision is:  

We envision inclusive neighborhoods that provide all with the opportunity to lead fulfilling, meaningful, and healthy lives. We envision a city where public life and public spaces reflect the past, present, and future of San Franciscans. We envision a city where a person’s race does not determine their lives’ prospects and success. 

We envision an inclusive Planning Department and Commissions that represent and engage the communities we serve. We envision a department that proactively infuses racial and social equity in both internal operations and external Planning work. Together, we are reimagining what the Planning field is and can be – inclusive, diverse and one that centers racial and social equity both as a practice and as an indicator of success. 

To achieve this broader city vision, we must do our part and address racial and social equity within the Planning Department’s policies and practices.

Role description

The San Francisco Planning Department is seeking an operational leader who can immediately assume the management of our office operations.  This position will serve as the welcoming face and point of contact for our internal and external stakeholders, and a critical support role for all of our operations.  The Office Operations Manager will be an integral part of the department and culture, working closely with department leadership and staff on daily operations.

The ideal candidate will be extremely detail-oriented and organized, self-motivated and accountable, possess excellent communication skills, and easily demonstrate an ability to successfully influence, mentor, and lead a team with poise and a positive attitude. Reporting to the Director of Administration, the Office Operations Manager is responsible for ensuring the efficient operation of the department including directing and coordinating office services, managing branding/communications and performing administrative tasks and related activities.

Under general direction, the Office Operations Manager will oversee the Operations team in delivery of superior customer service, troubleshoot challenges, and provide business support for management and staff; manage the department’s facilities and front desk administration and develop strategies to ensure effectiveness, efficiency, and safety (including emergency plans and procedures); purchase materials and plan inventory; ensure all facility maintenance and safety issues are addressed as needed; equipment is properly maintained and serviced; mail and reproduction services are properly managed; equipment, furniture and supplies are provided; staff ergonomic evaluations and requirements are met; ensure the department’s vehicles and bicycles are properly maintained and serviced; manage meeting room scheduling and set-ups for special events; and meet other business operations needs of the department as they arise.  The Office Operations Manager also supervises the Brand/Communications team (Website Administrator and Graphics Specialist) and manages internal Department communications.

The essential functions of this position include but are not limited to:

• Manages administrative and support functions for the department in facilities, physical space, workspace fixtures, and phone communications including overseeing all aspects of the office’s space/infrastructure planning (moves, additions, and changes to workstations).
• Manages the front desk and office efficiency by organizing, directing, and supervising daily activities of the Operations team, where the team’s activities include maintaining appearance and general hygiene of reception area and common areas; managing safety procedures (including emergency plans and procedures); handling inquiries; providing information; and handing occasional cash and/or credit card payments and daily cash box reconciliation.
• Supports various office issues and operational needs (e.g. conference rooms, scheduling, supplies, reproduction services, incoming and outgoing mail, etc.).
• Supervises Operations team by assigning and monitoring work and conducting performance appraisals and disciplinary actions.
• Analyzes complex issues in a number of areas relating to office operations: prepares written findings and reports, and makes recommendations for and formulates written policies and procedures (i.e., Green Initiative reporting; preparing supply budget, purchasing, and procurements; City’s Vehicle Use Policy, etc.).
• Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage third party vendors, and coordinate food delivery as needed.
• Partner with HR on staff ergonomic evaluations and to update and maintain office policies as necessary.
• Coordinate with in-house IT and the City’s IT department on all phone and IT related equipment.
• Supervises Brand/Communications team (Website Administrator and Graphics Specialist) by assigning and monitoring work and conducting performance appraisals and disciplinary actions.
• Manages internal Department communications.

How to qualify

Minimum Qualifications

1. A baccalaureate degree from an accredited college or university; AND
2. Four (4) years of professional administrative/management experience which includes budget development, contract and financial administration, and personnel administration; two (2) years of this experience must include supervisory experience.

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.

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

What else should I know?

Selection Procedures

After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

1. Minimum Qualification Supplemental Questionnaire (MQSQ) - Qualifying
Candidates will be sent an MQSQ via email as part of the employment application. Applicants will be required to respond to the MQSQ in the time frame indicated, and submit their answers as directed. This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications (MQs) for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.

2. Supplemental Questionnaire Exam (SQ) - Weight 100%
Candidates who meets the minimum qualification for this position will be sent a Supplemental Questionnaire (SQ) via email to complete and return. Applicants will be required to respond to the SQ in the time frame indicated, and submit their answers as directed.

The Supplemental Questionnaire is designed to determine relative knowledge, skills and ability levels in job related areas which may include, but not be limited to:  knowledge of methods and techniques of governmental organization and management; ability to research, compile and analyze data from planning database; critical thinking and problem solving ability, project and time management ability; supervisory ability; and written communication ability.

The SQ will account for 100% of the total weight of the final score.

A passing score must be achieved on all components of the selection procedures in order to be placed/ranked on the score report. The department may administer additional position-specific selection procedures to make final hiring decisions.

Eligible List/Score Report:
A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

Certification: The certification rule for the eligible list resulting from this examination will be Rule of Ten (10). Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

The duration of the eligible list resulting from this examination process will be six (6) months, and may be extended with the approval of the Human Resources Director.

Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list/score report resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments which use this classification, please see:  Position-Counts-by-Job-Codes-and-Department-FY-2022-23.pdf (sfdhr.org).

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

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

Terms of Announcement:

This is a Position Based Test conducted in accordance with Civil Service Rule 111A. 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 and, if so, an amended note will be posted on this official job announcement.

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule.  Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director.  Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date

How to Apply:

To be considered, please submit a SmartRecruiters application and attach to your application:

• A cover letter
• An updated resume

Applications for City and County of San Francisco jobs are only accepted through an online process.

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.

Questions:  If you have any questions regarding this recruitment or application process, please contact the exam analyst, Michael Eng, by telephone at 628-652-7522, or by email at yajian.feng@sfgov.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.