Career Opportunity

Support Service Division Management Assistant - Department of Technology (1840)

Recruitment: RTF0157557-01103351

Published: June 30, 2025

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

About:

IMPORTANT: In order to be considered for the position, you MUST complete the Supplemental Questionnaire by the filing deadline.

Are you ready to make an impact in one of the most innovative cities? The Department of Technology (DT) is looking for passionate IT professionals to help shape the future of technology in San Francisco! As the centralized technology services provider for the City and County of San Francisco (CCSF), DT delivers critical infrastructure and services to over 33,000 employees—supporting public safety, municipal broadband, cybersecurity, cloud solutions, and more! With a $140M+ annual budget and a team of 300+ experts, DT is leading the charge in digital transformation. DT provides services through our core areas of IT Excellence:  

• IT Project Management Office 
• Enterprise Application Services 
• Cloud Center of Excellence 
• IT Operations and Support including the Service Desk and NOC 
• City Infrastructure including the Network, Telcom and Data Centers 
• Office of Cybersecurity including Cyber Defense, Identity Management and Disaster Recovery 
• Public Safety Systems and Municipal Broadband Fiber 
• SFGovTV Broadcasting Services 
• IT Finance and Administration Services 
• Emerging Technologies 

Why Join Us?  Innovative & Impactful Work At DT, you won’t just work on IT—you’ll power a city. Your expertise will directly impact the residents of San Francisco, from closing the digital divide to ensuring secure, efficient city operations. 

Benefits of Working for CCSF:  In addition to challenging and rewarding work, the City provides a generous suite of benefits to its employees. 

• Competitive pay, benefits, and retirement options 
• Career growth opportunities through training, internal mobility, and subsidized education 
• Diverse work environment in a diverse city 
• We offer employees the ability to work from home one day a week while spending the other four days in our San Francisco office, promoting both collaboration and work-life balance

Join the team that’s shaping the future of technology in San Francisco. Apply today and be part of a dynamic, innovative, and mission-driven IT team!  

Role description

Permanent Exempt (PEX), Full Time position is excluded by the Charter from the competitive civil service examination process and shall serve at the discretion of the appointment officer. The anticipated duration of this project position is thirty-six (36) months and will not result in an eligible list or permanent civil service hiring. Project-based positions cannot be ongoing or exceed 36 months. 

The Tier-1 Department Onboarding Project aims to integrate high-priority departments (classified as Tier-1) into the Department of Technology’s (DT) comprehensive IT service portfolio. The Support Service Division Management Assistant will be involved with the project and assist in tracking the resources, staffing, and functions of the Support Services Division, support the Chief Operating Officer (COO) with strategic documenting of project initiatives, processes, and milestones.  The position will coordinate meetings between the COO, the project team, and other departments. This role involves assisting with project resource tracking and ensuring the project charter scope is met by scheduling workloads and helping gather periodic project performance evaluations for the COO to maintain productivity and achieve the project goals. 

The Support Services Division Management Assistant is responsible for coordinating with other offices, agencies, contractors, and the public to promote effective collaboration and address issues. They will assist with conducting research, analyzing data, and producing reports to support decision-making, often summarizing findings for the COO to inform strategic planning and organizational improvements. 

Essential duties include, but are not limited to, the following: 

1. Performs administrative and/or management functions in the areas of operations, budget, contract/grant development and/or office management/support services by planning, coordinating, supervising and/or evaluating the activities of assigned staff in order to accomplish departmental goals. 

2. Assists in the preparation of fiscal reports by monitoring expenditures and maintaining budget within the organizational goals and projections; reconciling accounts, performing financial analysis, gathering information, and preparing reports in order to ensure compliance with City and departmental policies, rules and regulations. 

3. Assists in developing, managing and implementing a competitive bid process by identifying needs, establishing contractual relationships, preparing requests for proposals, consulting with compliance officers in monitoring contracts and/or agreements, reviewing and amending contract documents prepared by contractors/vendors to verify specifications meet departmental requirements. 

4. Manages office and coordinates clerical & technical support activities by assigning and evaluating a variety of clerical/administrative functions, such as, data processing, inventory control, distributing or reproducing reports, performing personnel, purchasing & billing functions, invoices, statements, coordinating building security and maintenance, and facilities management. 

5. Prepares agenda items, attends department meetings, and/or makes presentations at various types of business meetings, including commission(s) meetings, inter-agency meetings or contract negotiations meetings on behalf of the department. May assist in scheduling of some of those meetings. 

6. May take and transcribe dictation of a highly confidential and/or critical nature. 

7. Types, edits and composes a variety of letters, memoranda and reports using computer software/system; prepares agenda; transcribes minutes. 

8. Develops, maintains, and manages various office/record systems. 

9. Prepares summaries of reports, memoranda and documents for executive staff review. 

10. Interprets administrative decisions and policies to staff, agencies and the public. 

11. Examines, verifies, and organizes a variety of records and reports including budget documents. 

12. Maintains appointment calendar for supervisor; makes business travel arrangements

How to qualify

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

Substitution: Qualifying experience performing professional-level administrative duties in functional areas such as: 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 qualifying experience will be considered equivalent to thirty (30) semester units or forty-five (45) quarter units.

Desirable Qualifications:

• Scheduling & Calendar Management Skills 
• Document organization and data entry skills 
• Experience handling email communication, preparing reports, and drafting business communications 
• Experience managing office supplies, vendor relationships, and resource allocation. 
• Experience coordinating meetings, workshops, and corporate events, preparing agendas, taking minutes, and tracking action items. 
• Familiarity with expense reporting and budgets 
• Prioritization skills 

VERIFICATION:  Applicants may be required to submit verification of qualifying education and experience at any point in the application and/or departmental selection process. Written verification (proof) of qualifying experience must verify that the applicant meets the minimum qualification stated on the announcement. Written verification must be submitted on employer’s official letterhead, specifying name of employee, dates of employment, types of employment (part-time/full-time), job title(s), description of duties performed, and the verification must be signed by the employer. City employees will receive credit for the duties of the class to which they are appointed. Credit for experience obtained outside of the employee’s class will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rules. Experience claimed in self-employment must be supported by documents verifying income, earnings, business license and experience comparable to the minimum qualification of the position. Copies of income tax papers or other documents listing occupations and total earnings must be submitted. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at the link below:

How to Verify Education Requirements

Part-time experience may also be used to meet experience requirements. One year of full-time employment is equivalent to 2000 hours. Any overtime hours worked above forty (40) hours per week are not included in the calculation to determine full-time employment.

IMPORTANT: Your application MUST include a resume.  To upload these item(s), please attach using the "additional attachments" function. In order to be considered for the position, you MUST complete the Supplemental Questionnaire by the filing deadline.

SELECTION PROCEDURES:  The selection process will include 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 evaluation qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.

Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

What else should I know?

Work Location 

Incumbent will conduct the majority of work at the Department of Technology, (1 S Van Ness, Ave San Francisco, CA 94103).  However, there may be situations where the incumbent will be required to work at other sites throughout the City of San Francisco as necessary. 

Nature of Work 

The incumbent must be willing to work on-site at our San Francisco office in person four days a week and one day remote (for a total of 40 hours - specify the work schedule; for example, a 40-hour week) as determined by the department. Travel within San Francisco may be required. 

Compensation information  

$40.7375- $49.5375 (hourly)/ $84,734 to $103,038 (annually) 

How to Apply  

Applicants are encouraged to apply immediately as this recruitment may close at any time, but not before Thursday, July 3, 2025. 

1. Your application MUST include a resume.  To upload, please attach using the "additional attachments" function. 
2. You may contact Elbi Magana via email at elbi.magana@sfgov.org  with questions regarding this opportunity. 
3. Late or incomplete submissions will not be considered. Mailed, hand delivered or faxed documents/applications will not be accepted. 

Late or incomplete submissions will not be considered. Mailed, hand delivered or faxed documents/applications will not be accepted.

Helpful Information

• 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

Right to Work:

All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.  

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.