Career Opportunity

Senior Management Assistant - Hetch Hetchy Water & Power Division (Moccasin) - SFPUC (1844)

Recruitment: RTF0147792-01156452

Published: August 28, 2024

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

About:

• Application Opening: 8/19/2024
• Application Filing Deadline: 9/13/2024 (*extended from 8/30/2024 to broaden candidate pool)
• Annual Salary: $106,896-$129,454
• Recruitment ID:  TEX-1844-147793; RTF0147792-01156452

APPOINTMENT TYPE: Temporary Exempt: This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer. The duration of the appointment shall not exceed 36 months.

WHO ARE WE?
San Francisco Public Utilities Commission (SFPUC)
Headquartered in San Francisco, we have 2,300 employees operating across eight counties serving more than 2.7 million customers in the San Francisco Bay Area – 24 hours per day, 365 days per year.

Our Mission: To provide our customers with high quality, efficient, and reliable water, power, and wastewater services in a manner that values environmental and community interests and sustains the resources entrusted to our care.

Our Vision: We are an innovative utility leader, recognized for excellent results in service, safety, stewardship, and inclusiveness.

We are an award-winning and industry-leading utilities organization committed to our customers, community interests, and the environment. To learn more about our organization, please visit our website at https://www.sfpuc.gov.

We are proud of our infrastructure and programs, but most importantly, we value our highly qualified and dedicated workforce which ensures that this vision becomes a reality.

To learn more about working at the SFPUC, visit our career site at https://www.sfpuc.gov/about-us/careers-sfpuc

Role description

Under general direction, the Senior Management Assistant will serve as Hetch Hetchy Water and Power’s Records and Archives Lead.  The position is responsible for access to, professional care, daily management, and maintenance of Hetch Hetchy Water and Power (HHWP) Records and Archives, including document preservation, and physical archive storage solutions and organization.  The position will manage the move of physical records to a new records vault and also analyze and refresh various aspects of the Records and Archives program. This will include developing and revising systems, procedures, and processes for records requests, searches, and inventory.

Project name: Hetch Hetchy Water and Power Archives Project

Reporting Location: Moccasin is located 140 miles east of the San Francisco Bay Area and requires a 5-hour round trip commute by car in fair weather.

Essential Functions:

• Design the layout of the new Records Vault. Create a numbering system for shelving and ensure each box location has been updated in the eDocs Records system based upon its new location in the Vault.  Coordinate the disposition of non-Records and/or Records that have reached their required retention period and are up for destruction.  Coordinate with Hetch Hetchy Labor crews to move Records to the Vault and coordinate disposition/destruction of Records as mentioned above.
• Develop, manage, and monitor the departmental archives program; update file plan annually, manage records requests for entry program, train records coordinators. Ensure program is carried out with fidelity by other staff.
• Coordinate and facilitate archives access and search requests by staff, and consultants who work at Hetch Hetchy Water and Power, as well as responding to records and archives information inquiries and Public Information requests.
• Analyze trends, prepare statistical reports and make recommendations for new procedures and processes based on analysis. Coordinate with Hetchy staff and other staff in SFPUC to carry out new procedures and processes.
• Ensure that documentation pertaining to past and current Hetchy capital projects as well as documentation related to operational activities is efficiently recorded maintained, secured, and made accessible. Documentation includes, but is not limited to reports, engineering design and technical drawings, legal documents, manuals, maps, and correspondence.
• Responsible for archival maintenance:
  • Evaluate and coordinate the re-housing and stabilization of archives.
  • Ensure compliance with government regulations related to archives.
  • Ensure accurate and up-to-date inventories and reconciliation of archives and records, including spot check inventories.
  • Responsible for the appraisal, arrangement, and description of Records and Archives collections in accordance with recognized standards (e.g. ISO 15489)
  • Maintain records of and prioritize processing backlog.
  • Oversee housekeeping related activities, as pertains to archives.
  • Purchases archival supplies.
  • Oversee hazard mitigation and preservation of archival documents that have been kept in sub-optimal conditions/environments.

• Plan, direct, and supervise the work performed by Moccasin Records staff and consultants on records search, retrieval, and archiving policies and procedures. 
• Ensure the creation of records that contain accurate, complete, and usable information, including the development and management of metadata.
• Identify and preserve Vital Records as well as items of enduring historic value.
• Respond in an accurate and timely manner to document search requests and legal holds; develop a continuous improvement program for Records and Archives customer service.
• Produce dashboards and reports on the content of HHWP Records & Archives systems for transparency, quality assurance, and operational improvement for the organization. Drive and manage the efforts towards operational improvement and program success.
• Work collaboratively and cross-functionally to create and implement training programs for employees in various user groups on how to locate, access, and enter documents in Records systems including SharePoint and eDocs. Track success of training programs and improve systems and procedures, as necessary.
• Prepares strategic planning documents for the Records function at HHWP, including the roadmap for the Records and Information Management program and corresponding organizational and operating models.
• May lead the coordination and management of new programs based on evaluation of existing programs and other duties as assigned.

How to qualify

Education: Possession of a Baccalaureate Degree from an accredited college or university.

Experience: Three (3) years full-time equivalent experience performing professional-level 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 in program/office/operations management, budget development and/or administration, 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.

Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Please review our articles on Employment Application and Minimum Qualifications and Verification of Experience and/or Education for considerations taken when reviewing applications. 

Desirable Qualifications: The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring.

• Archives Experience
• Ability to lift 40 pounds

  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. Education verification information on 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. 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. Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

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

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.

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.

• Select the “I’m Interested” button and follow instructions on the screen

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 updated. 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 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.

Job Analyst Information: If you have any questions regarding this recruitment or application process, please contact the job analyst, Anna Owens at aowens@sfwater.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.