Career Opportunity

Bilingual (Spanish) Management Assistant-City College of San Francisco (1842) (Temporary Provisional)

Recruitment: RTF0134439-01153805

Published: April 21, 2023

Accepting applications until: May 01, 2023

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

About:

City College of San Francisco is an urban community college with locations throughout the city. Our vision is to provide a sustainable and accessible environment where we support and encourage student possibilities by building on the vibrancy of San Francisco and where we are guided by the principles of inclusiveness, integrity, innovation, creativity, and quality. We offer an affordable opportunity for students to earn associate degrees, prepare for transfer, and pursue career and technical education. This is an exciting time at City College of San Francisco and the right person can make a major impact. Be part of positive change as we transform this dynamic institution for a successful future.

Special Condition: Proficiency in Spanish

Location: City College of San Francisco, 1125 Valencia Street, San Francisco, CA

Salary Range (Steps 1-5): $39.9306-$48.4214/hourly; $83,056-$100,717/annually

Appointment Type: Temporary Provisional (TPV)

This is not a permanent appointment.  A provisional appointee must participate and be successful in a Civil Service examination for this classification and be selected through an open competitive process in order to be considered for permanent appointment.  Provisional appointments may not exceed three (3) years.

Recruitment Close Date: May 1, 2023

Role description

One (1) Temporary Provisional (TPV), full-time (40 hrs/wk), full year (260 days/yr) position.

This is not a permanent appointment.  A provisional appointee must participate and be successful in a Civil Service examination for this classification and be selected through an open competitive process in order to be considered for permanent appointment.  Provisional appointments may not exceed three (3) years.

Under general supervision, the 1842 Management Assistant performs professional-level administrative and/or management duties in a variety of functional areas, such as: office/operations management; budget development, administration, and fiscal reporting; development and administration of contractual agreements and grants; and evaluation and development of management policies and procedures, including evaluation of impact of existing and proposed legislation.

Note: Work pattern for this position will require some work hours on weekday evenings and Saturdays on a rotational basis.

Special Condition: Proficiency in Spanish

1. Manages the resources and staffing of the Admission and Enrollment (A&E) offices; assists in monitoring available budget and maximizes use of existing staff and resources; recommends changes in staffing and/or acquisition of equipment/materials; coordinates building security, maintenance, and utilization of space.

2. Manages the functions of A&E office; plans, prioritizes and schedules workload, delegating specific tasks as necessary to subordinate staff; coordinates and oversees clerical and technical support activities; monitors productivity and evaluates outcomes; compiles and produces a variety of status reports for management; ensures compliance with established departmental policies, procedures, and goals and regulatory mandates.

3. Develops, implements, analyzes, and documents Administrative Unit Outcomes for the Mission Center; increases awareness of the standards and expectations of Administrative Unit Outcomes/Student Learning Outcomes in the accrediting process at the College; conducts a center-wide forum to introduce dialogue, generate interest and participation in the dialogue; in collaboration with the Administration Office, promotes research pertaining to assessment of the Administrative Unit Outcomes and the use of such data to make improvements in teaching and learning.

4. Supervises the work of A&E/Financial Aid (FA) staff; plans, assigns, directs, and reviews work; monitors and evaluates performance of subordinate personnel; completes performance appraisals and counsels staff; fosters cooperation and teamwork amongst staff; provides training and aids in staff development.

5. Coordinates work and/or planning functions with other offices; addresses issues relevant to assigned office with departmental personnel, representatives of other departments, and outside agencies and members of the public; arranges meetings and assists in development of agenda; participates in department meetings, including making presentations; may represent department in meetings and hearings on specific issues.

6. Performs or assists management in a variety of research and reporting functions of the A&E office; identifies issues; evaluates proposals, information, and documentation from a wide variety of sources; conducts surveys and needs assessment; gathers, compiles, and analyzes statistical and other data; writes reports and prepares documentation for evaluation by management and/or administrative staff; represents reports and data, including formal presentations to groups.

7. Assists in development of policies, procedures, and work practices of the A&E office; reviews and evaluates existing policies, procedures, and work practices; reviews and evaluates the effect of proposed and exiting legislation, regulations, and law on organizational structure and operations; assists in development and implementation of changes to policies and procedures in compliance with overall CCSF policies and goals.

8. Assists in budget development, resource planning, and fiscal reporting; assesses staff and resource needs of A&E office based on research and consultation with managers and administrative staff; assists in fiscal/financial analysis; gathers information and writes or assists in writing reports relating to budget, fiscal, resource, and staffing issues.

9. Assists in the monitoring and oversight of grants received by department; prepares or assists in preparing grant proposals; reviews funding limitations and other requirements specified by grantor; assists in monitoring departmental expenditures to ensure funding limitations are exceeded; assists in monitoring other criteria to ensure compliance with standard required by grantor.

10. Performs related duties as assigned.

How to qualify

Bilingual Requirement: Submission of the online application will serve to self-certify that the applicant has the ability to speak/write the designated language. The District may require a demonstration of bilingual skills before appointment to the job. Following appointment, the incumbent will be required to take and pass the Civil Service examination for the designated language.

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. One (1) year 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.

3. Special Condition: Proficiency in Spanish. The District may require a demonstration of bilingual skills before appointment of the job.  Following appointment, the incumbent will be required to take and pass the Civil Service examination for the designed language.

Substitution:
Applicants may substitute up to 2 years of 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.

One year of full-time employment is equivalent to 2000 hours. (2000 hours of qualifying work experience is based on a 40-hour work week.) Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time employment.

Desirable Qualifications:
1. Excellent communication skills, including experience with and commitment to student service in diverse community.
2. Three years of educational institution operations experience.
3. Experience working with budgets, in addition to ability to analyze and interpret policies, procedures, and regulations.
4. Proficiency in using computers and familiarity with PC and Microsoft Office programs. Experience in word processing, spreadsheets, and relational databases.

What else should I know?

Benefits:

1. Additional Days Off with Pay. As stipulated in the appropriate bargaining agreements and board resolutions, Classified employees working full year (260 days/year) work schedules are granted, as paid days off, the days between Christmas Day and New Year’s Day, as well as an additional five (5) paid days off during spring break. Eligible school-term-only (STO) employees who are not scheduled to work the designated days between Christmas and New Year’s Day shall be granted three (3) paid days off to be scheduled by mutual agreement between the employee and supervisor. Eliglble school-term-only (STO) employees who are not scheduled to work the days designated as Spring Break will not be paid for these days off.
2. New employees hired on or after October 1,2013 will contribute 2% of salary to the San Francisco Retiree Health Care Trust (RHCTF).

Application Procedure:

To be considered for this position, the following materials MUST be submitted. Substitutions of the required documents are not permitted. To upload these items, please attach using the “Additional Attachments” function within the application process.

• Cover letter expressing your interest in the position, specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this announcement.
• Current Resume
• Educational verification as stated below.

Verification of Education: Verification of qualifying education must include copies of transcripts, diplomas or certificates posting your degree(s) and Major(s). If verification cannot be obtained, the applicant must submit a signed statement with the application explaining why such verification cannot be obtained.

Requests for waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization, before an application can be processed. Please contact the CCSF Human Resources Department at (415) 452-7660 for evaluation sources. Failure to submit the required verification or request for waiver with the application will result in rejection of the application.

Verification of Experience: Verification may be requested at any time during this recruitment and selection process. If requested, verification of experience needed to qualify must be submitted on the employer’s letterhead and indicate the name of the applicant, job title, dates of employment, hours/week, and duties performed and must be signed by the supervisor and/or appropriate company representative.

Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement with the application explaining why verification cannot be obtained. Waiver requests will be considered on a case-by-case basis. Failure to submit the required verification or request for a waiver at the time of verification is requested may result in the rejection of the application.

Selection Procedure/Conditions of Employment:

Applications will be screened for relevant qualifying experience Additional screening mechanisms may be implemented in order to determine applicants’ qualifications. Only those applicants who most closely meet the needs of the department will be invited to participate in the selection process Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.

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.

New Hires: As approved by the governing Board of the San Francisco Community College District, beginning October 1, 2021, City College of San Francisco requires that new and current employees, students, and business partners participate in the Covid Safety Campaign. All parties entering CCSF facilities must demonstrate proof of covid vaccination in compliance with current CDC and SFDPH guidelines. New hires must submit documentation for verification to the Human Resources Department.

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.

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.