Career Opportunity

Management Assistant (1842) - Multiple Departments Citywide (C00195)

Recruitment: REF29341O

Published: April 10, 2024

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About:

Are you interested in supporting City departments problem-solve key City services like homelessness, environmental sustainability, transportation, green spaces, or public safety? If you are passionate about making a difference at the local level, are a curious and open thinker, and enjoy managing and administering things, this job may be the right fit. The City and County of San Francisco is looking to hire multiple management assistants to be part of the City workforce of nearly 40,000 staff and growing. This is a unique opportunity to get direct insights into how San Francisco’s $14 billion budget is used to provide high-quality services for residents, workers, and visitors. We are looking for candidates with a passion for public service. 

San Francisco is a vibrant and dynamic city, on the forefront of economic growth & innovation, urban development, arts & entertainment, as well as social issues & change. This rich tapestry of culture and ideas is sustained by our City's commitment to heighten the quality of life for the diverse population of San Franciscans and residents of the greater Bay Area. Our employees play an important role not only in making our City what it is today, but also in shaping the future of San Francisco.

In addition to establishing a career with purpose and opportunity for professional growth, the City offers excellent benefits that include: competitive salaries; medical, dental, and vision insurance; defined benefit retirement plan; deferred compensation plan; long-term disability insurance; life insurance; and a generous paid time off package.

Come explore first-hand the many opportunities that the City and County of San Francisco has to offer.

Role description

Under supervision, Management Assistants perform 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.

Current City policy allows for hybrid work schedules. Staff must work on-site some days each week and may arrange to work remotely on other days.

MANAGEMENT ASSISTANT POSITION AND JOB RESPONSIBILITIES

1. Manages or assists in management of the resources and staffing of an office, section, operation or program; monitors available budget and maximizes use of existing staff and re-sources for office, program or section; recommends changes in staffing and/or acquisition of equipment/materials; oversees various staffing and personnel-related functions; over-sees purchasing, billing and inventory control; coordinates building security, maintenance and utilization of space.

2. Manages or assists in management of the functions of an office, section, operation or pro-gram; 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 as well as legal requirements and regulatory mandates.

3. Supervises or assists in supervising the work of assigned staff; plans, assigns, directs and reviews work; monitors and evaluates performance of subordinate personnel; completes performance appraisals and counsels employees; fosters cooperation and teamwork amongst staff; provides training and aids in staff development.

4. Coordinates or assists in coordinating work and/or planning functions with other offices, programs or sections to meet established goals and objectives; acts as liaison and pro-motes good working relationships with other offices, programs, sections and departments; addresses or assists in addressing issues relevant to assigned office, program or section 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 at meetings and hearings on specific issues.

5. Performs and/or assists management in a variety of research and reporting functions; identifies issues; consults with departmental personnel and other individuals/experts; 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; presents reports and data, including formal presentations to groups.

6. Assists in development of policies, procedures and work practices of an office, program, operation or section; reviews and evaluates existing policies, procedures and work practices; consults with managers, administrators and other staff; reviews and evaluates the effect of proposed and existing legislation, regulations and law on organizational structure and operations; assists in development and implementation of changes to policies and procedures in compliance with overall City/departmental policies and goals.

7. Assists in budget development, resource planning, and fiscal reporting; assesses staff and resource needs of office, program, section based on research and consultation with man-agers and administrative staff; assists in review of budget requests from departmental man-agers; assists in development of annual departmental budget; monitors revenues and/or expenditures and reconciles accounts; assists in fiscal/financial analysis; gathers information and writes or assists in writing reports related to budget, fiscal, resource and staffing issues.

8. Assists in development, implementation and administration of competitive bid processes and contractual agreements; assists in the development of language and specifications; prepares or assists in preparing contractual documents; assists in preparation of requests for proposals and bid solicitation; consults with departmental staff to ensure that depart-mental requirements are accurately described; assists in evaluation of bid information pro-vided by contractors/vendors; assists in establishment and maintenance of contractual relationships; assists in monitoring and enforcement of legal agreements to ensure compliance.

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 not exceeded; assists in monitoring other criteria to ensure compliance with standards required by grantor.

How to qualify

Education:
Possession of a baccalaureate degree from an accredited college or university.

Experience:
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.
 

Substitution: Additional qualifying experience performing professional-level administrative duties in functional areas such as: program/office/operations management, budget development and/or ad-ministration, or contract/grant administration may substitute for the required education on a year-for-year basis. One (1) year (2000 hours) of additional qualifying experience will be considered equivalent to thirty (30) semester units or forty-five (45) quarter units.

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 http://sfdhr.org/how-verify-education-requirements.

Please review our articles on Employment Application and Minimum Qualifications and Verification of Experience and/or Education for further information.  

Applicants will receive a confirmation email from  notification@careers.sf.gov 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.

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

Management Assistant Core Exam (Weight: 100%)
Candidates self-certifying meeting the Minimum Qualifications will be invited to participate in the Management Assistant Core Exam. This exam is designed to measure knowledge, skills, and/or abilities in job-related areas which have been identified as critical for positions in the Management Assistant classification.

Score Banking: Scores attained on the Management Assistant Core Exam will be 'banked' for three years, starting from the date of the examination. This means that, during this three-year time period, candidates need not take this test again. Rather, if another announcement you applied to and are deemed qualified for requires the Management Assistant Core Exam and is held within one year of your Management Assistant Core Exam date, your score will be automatically applied to that announcement. However, after one year, a candidate has the option to either (a) apply their test score to the other announcement or (b) re-take the test. Re-testing is permitted no sooner than one year from the date of the test and only in association with a candidate’s eligibility for another announcement to which the candidate has applied and is deemed qualified. If a candidate opts to re-test, the re-test score becomes the candidate’s official score since it is the most recent.

If a significant modification is made to this exam in the future, the application of “banked” scores may no longer be appropriate. In such a rare circumstance, candidates with “banked” scores would be required to re-take the exam sooner than the three-year period specified above should they apply to another job opportunity where the modified exam is used.

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.

Upon passing the exam, candidates will be placed on the eligible list for one year.

To find Departments which use this classification, please see: https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Counts-by-Job-Codes-and-Department-FY-2022-23.pdf.

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
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

Terms of Announcement and Appeal Rights: 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.  [Note: The correction of clerical errors in an announcement may be posted on the Department of Human Resources website at https://careers.sf.gov/.] The terms of this announcement may be appealed under Civil Service Rule 110.4.  Such appeals must be submitted in writing to the Department of Human Resources, 1 S Van Ness Avenue, 4th Floor, San Francisco, CA 94103-5413 by close of business on the 5th business day following the issuance date of this examination announcement.  Information concerning other Civil Service Commission Rules involving announcements, applications and examination policies, including applicant appeal rights, can be found on the Civil Service Commission website at https://sf.gov/departments/civil-service-commission.

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.