Career Opportunity

Management Assistant - San Francisco Public Works – (1842 TEX)

Recruitment: RTF0142032-01155600

Published: November 14, 2023

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

About:

Specific information regarding this recruitment process is listed below.

Application Opening: Monday, November 13, 2023
Application Deadline: This is a continuous recruitment.
*Applicants are encouraged to apply immediately as this recruitment may close at any time, but no earlier than Friday, November 17, 2023.
Compensation Range:  $89,570 to $108,836 Annually
Recruitment ID: RTF0142032-01155600

Appointment Type: Temporary-Exempt (TEX), Category 18. This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer and not exceed 36 months.

San Francisco Public Works (Public Works) has a far-reaching portfolio with a $453 million annual operating budget, an active capital portfolio that exceeds $3 billion and a workforce of 1,700-plus employees. The department operates around the clock, touching every neighborhood in San Francisco. The staff designs and manages the construction of civic buildings and streets; cleans and greens the right of way; maintains civic buildings; manages multi-million-dollar bond programs; trains people for jobs; keeps the right of way free of hazards; paves the roads; repairs bridges and public stairways; expands accessibility; and works at the forefront addressing some of San Francisco’s biggest challenges. With a mission to enhance the quality of life in San Francisco for residents, visitors and business owners, Public Works is committed to providing outstanding public service through an equity lens.

Please visit the “About Us” section of our website at https://www.sfpublicworks.org/about to learn more about the department’s core values, Racial Equity Initiative, leadership team, history, budget and more.

Public Works currently has two (2) vacancies for 1842 - Management Assistant within our Finance and Administration Division.

The Finance and Administration Division
The Finance and Administration Division serves as the backbone of the department with an administrative portfolio that provides budget, capital planning, analytics, performance management, contract administration, human resources, permit tracking, and information technology support services.

Role description

As a Management Assistant, you will manage and assist in the delivery of two key departmental projects to improve and meet critical core functions for the department in a more efficient and streamlined manner.

Contract Administration Section: 
As a Management Assistant in the Contract Administration Section, essential duties include, but are not limited to the following: 

• Assist in development, implementation and administration of competitive bid processes and contractual agreements and in the development of language and specifications in the transition to the new contract and project management system. 
• Assist in the preparation of contractual documents in the new system and prepare requests for proposals and bid solicitation. 
• Consult with departmental staff to ensure that departmental requirements are accurately described. 
• Process change order, contract modifications, contract change service orders and other contract changes and assist with the transition of these into the new contracting and project management system. 
• Assist in the establishment and maintenance of contractual relationships in the new contracting and project management system. 

Finance Section:
As a Management Assistant in the Finance Section, essential duties include, but are not limited to the following: 

• Assist with the coordination internally with other city agencies and departments, including elected officials or other high-ranking officials. 
• Work proactively and quickly to help resolve Executive Directive issues within their department. 
• Educate Public Works staff and key stakeholders on the scope and relevance of the Executive Directive. 
• Help the Public Works Housing Coordinator in serving as a point Serve as department-external Point of Contact for other department Housing Coordinators and Housing Delivery Agencies. 
• Create and communicate department standards, whenever possible, and meet with all parties when variances are required. 
• Ensure that housing approval functions are adequately tracked; take advantage of developer-reimbursable opportunities and assist in identifying and areas of expediting housing approvals. 
• Provide support in on-going Executive Directive meetings and work, including review of quarterly Housing Delivery reports and monthly Executive Directive meetings. 

How to qualify

Minimum Qualifications:
These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification.

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: 
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.

Desirable Qualifications: The stated desirable qualifications may be used to identify candidates advancing to the interview process and/or to identify job finalist(s) at the end of the selection process when referred for hiring.

• Experience working in an organization that issues construction contracts, construction change orders, contract service orders, professional services contracts, and grant agreements. 
• Knowledge of the San Francisco (SF) permitting and contracting processes. 
• Ability to handle and manage large project assignments. 
• Ability to analyze and interpret policies, procedures, and regulations, and to disseminate information. 
• Excellent problem-solving, organizational and customer service skills. 

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. More information can be found at: https://sfdhr.org/information-about-hiring-process#verification

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. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

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.

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

The selection process will include an evaluation of applications in relation to minimum requirements. Depending on the number of applicants, the department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the department will move forward in the recruitment process.

Minimum Qualification Supplemental Questionnaire (MQSQ):
Candidates may be required to complete an 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.

Applicants who meet the minimum qualifications are not guaranteed advancement through all of the steps in the selection procedure.

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

Statement on Diversity, Equity, and Inclusion: At the City and County of San Francisco, we share a commitment to a diverse, inclusive and equitable community. Each member of our organization is responsible and accountable for what they say and do to make San Francisco an inclusive and equitable place to live and work by employing fair and just practices to and for all.

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, Arlena Winn, at arlena.winn@sfdpw.org.

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.