Career Opportunity

Assistant Materials Coordinator -San Francisco Department of Public Health,Laguna Honda Hospital (1942)

Recruitment: RTF0127680-01122944

Published: April 14, 2023

Accepting applications until: April 28, 2023

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

About:

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

• Application Opening - April 14, 2023
• Application Deadline - April 28, 2023
• Salary: Rate /year: $107,952 - $131,248
  •  Please click here for more information
• Recruitment ID: PBT-1942-127713/RTF0127680-01122944

DPH statement of Diversity, Equity and Inclusion
The Department of Public Health prioritizes equitable and inclusive access to quality healthcare for its community and values the diversity of its workforce. All employees are required to participate in the Department of Public Health's work to advance equity, inclusion, and diversity through: 

• Commitment to providing exceptional care and services to all residents of the City and County of San Francisco service population, with heightened awareness of responsiveness to racially, ethnically, and culturally diverse members of the service population and the DPH workforce. 
• Desire and commitment to lead and participate in anti-racism, racial justice, and equity work that improves quality of patient care and employee experiences; along with the commitment and fortitude to drive change in these areas. 
• Desire to work with, relate to, serve, and support a diverse service population and workforce. 
• Commitment to health equity with a specific lens and focus on race, ethnicity, gender, sex, sexuality, disability, and immigration status

The eligible list resulting from this recruitment may be used to fill future vacancies in this class at other locations within DPH for the duration of the eligible list.

Role description

Under general direction, the 1942 Assistant Materials Coordinator supervises and coordinates the materials management activities related to planning, ordering, receiving, storage and distribution of a wide variety of supplies and/or equipment for Laguna Honda Hospital and Rehabilitation; participates in the development and revision of departmental policies and procedures; attends a variety of meetings and committees; maintains an integrated computerized inventory control system through subordinates by training and supervision; and consults with departmental unit managers on the impact of materials management procedures. The essential duties include but are not limited to the following: 

• Plans, assigns, supervises and reviews the work of subordinate staff engaged in the maintenance of inventory management records, determination of materials requirements, preparation of purchase requisitions, delivery orders, term purchases agreements and processing accounts payable documents;
• Prepares periodic and special reports of unit activities;
• Confers with section or division managers and supervisors regarding material support operations, short or long range plans affecting supplies and usage; and adjusts or recommends necessary inventory, storage or reorder changes;
• Confers with departmental users and vendor representatives regarding service, product quality and durability, and purchase feasibility; implements systems for providing information to users on status of order; investigates and resolves user and accounts problems;
• Participates in product evaluation activities, including preparation of statistical information; may write item or service specifications; may prepare documents for major supply contracts;
• Evaluates inventory levels and reorder points by compiling and analyzing utilization statistics; advises management of significant transactions and trends; recommends changes in established targets when indicated; plans and directs annual and special inventories of supplies and equipment; and maintains a computerized inventory management information system;
• Participates in the development and implementation of departmental policies and procedures in conformance with departmental and City and County purchasing and storeroom policies; 
• Develops and implements internal distribution systems and security policy; regularly reviews existing systems and procedures, and recommends revisions as necessary;
• Selects and evaluates subordinates personnel; documents and makes recommendations on employee performance and discipline; approves time roll records; identifies training needs and determines appropriate training programs;
• Issue purchase orders and proactively manage open purchase order reports with vendors to ensure reliability and continuity of supply.
• Resolve discrepant invoices with a sense of urgency.

The Assistant Materials Coordinator performs other related duties and responsibilities as required.

How to qualify

Education: Possession of a baccalaureate degree from an accredited college or university with major college coursework in public administration, economics, industrial engineering or related field; AND

Experience: Three (3) years of verifiable experience in the operation, maintenance and management of a complex computerized inventory management system for stores of materials, supplies and equipment. The system must have included repetitive stock replenishment cycles. Two (2) years of this experience must have been at a supervisory level.

Substitution: Additional qualifying work experience as described above may substitute for the required education on a year-for-year basis, up to four (4) years. One year (2,000 hours) of additional qualifying work experience will be considered equivalent to 30 semester units/ 45 quarter units.

One year of full-time employment is equivalent to 2,000 hours (2,000 hours of qualifying work experience is based on a 40-hour work week). Any overtime hours that you work above 40 hours per week are not included in the calculation to determine full-time employment.

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

Verification of Experience: 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

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. 

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

Minimum Qualification Supplemental Questionnaire (MQSQ): Candidates will be required to complete a MQSQ as part of the employment application. This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications (MQ) for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.

Supplemental Questionnaire Exam (Weight: 100%)
Candidates that meet the minimum qualifications will be invited to participate in a Supplemental Questionnaire Exam that is designed to measure the knowledge, skills, and abilities in job related areas which may include but not be limited to: Knowledge of the principles and practices of materials management and procurement including methods of automated inventory management knowledge of governmental budgeting, purchasing and contracting policies and procedures; Knowledge of the principles and techniques of effective supervision; Ability to gather and analyze data and project supply requirements; Ability to develop, interpret and implement policies and procedures; Ability prepare clear and concise reports and correspondence; Ability to communicate effectively, both orally and in writing, with departmental and purchasing staff and vendor representatives; Ability to read and interpret technical parts, equipment and supply catalogs and related technical documents within the specific operating department; and/or Ability to analyze and resolve discrepant invoices. 

The link to the SQ will be emailed to the address listed on the candidate’s online application. Candidates will be required to respond to the SQ in the time frame indicated and must submit the completed questionnaire as directed to have it evaluated. Responses cannot be changed once submitted. Candidates will be evaluated based on their SQ responses. Candidates must achieve a passing score on the SQ to continue in the selection process and will be placed on the confidential eligible list in rank order according to their final score.

A passing score on the Supplemental Questionnaire Exam must be achieved to continue in the recruitment process. After the confidential eligible list is adopted the department may administer additional selection procedures to make a final hiring decision.

What else should I know?

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.

The duration of the eligible list resulting from this examination process will be 12 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 https://sfdhr.org/sites/default/files/documents/ASO-Level-Chart.pdf?documentID=21246.

1. icensure/Certification/Registration: Valid licensure/certification/registration as a requirement to perform the job must be kept current throughout length of employment. Failure to demonstrate/show proof of possession of required valid licensure/certification/registration may result in dismissal and/or termination of employment.
2. Note on ICARE: Willingness to uphold/abide by ZSFG’s ICARE (I-Introduce, C-Connect, A-Ask, R-Respond, E-Exit) philosophy for employee and patient interactions: https://zuckerbergsanfranciscogeneral.org/about-us/.
3. Note on Electronic Health Record (EHR): The Department of Public Health (DPH) is implementing a unified Electronic Health Record (EHR) system and DPH employees must demonstrate competency in the use of the system that is appropriate for their classification as a condition of employment.
4. Note on Personal Protective Equipment (PPE): Some positions in the Department of Public Health will require the use of personal protective equipment (PPE), including but not limited to gloves, gowns, eye and face protection, and face-fitting respirators. The requirement for the use of PPE may come on short or no notice. Facial hair or any condition that interferes with a face-fitting respirator’s seal (i.e. comes between the sealing surfaces of the respirator and the wearer’s bare skin) is not permitted when face-fitting respirators are worn, including during initial or periodic respirator fit-testing.Employees who choose not to shave and do not have either American Disabilities Act (ADA) or Equal Employment Opportunity (EEO) Accommodations do not have the right to alternate work assignments or the option of using a loose-fitting Powered Air Purifying Respirator (PAPR) in place of a FaceFitting Respirator.
5. Medical Examination/Drug Testing: Prior to appointment, at the Department's expense, applicants may be required to take a tuberculosis (TB) screening test, a medical examination and/or drug test.
6. 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 https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ . 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.

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 Workers
• Reasonable Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Seniority Credit in Promotional Exams
• Diversity Statement

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Juliette Soto at Juliette.Soto@sfdph.org or (628)271-6709.

We may use text messaging to communicate with you if you include a mobile number in your application. The first message will ask you to opt in to text messaging.

Pos. # 01122944

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.