Career Opportunity

Space Planning and Project Management Assistant - Facilities and Operations - Human Services Agency (1840) (128364)

Recruitment: RTF0128355-01124976

Published: November 23, 2022

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About:

Specific information regarding this recruitment process are listed below:

• Application Opening: November 22, 2022
• Application Deadline: December 7, 2022
• Compensation Range:  $76,934 - $93,548 Annual salary  
• Appointment Type:  This is a Temporary-Exempt (TEX) Category 18 Appointment and is limited to three (3) years in six (6) month increments. Temporary Exempt Appointments from Civil Service rules pursuant to San Francisco Charter Section10.104-17 serves for a limited term, at the discretion of the Appointing Officer.
• List ID: TEX-1840-128364, RTF0128355-01124976

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.

From financial, nutritional and employment support to protective services, health care coverage, affordable childcare, and in-home services for older adults and persons with disabilities, our team lends support for all in need.  

Role description

Under supervision, the Space Planning and Project Managment Assistant, performs general administrative and/or management functions with rotating assignments. The essential functions of the job include: performing administrative and/or management functions in the areas of operations, budget, contract/grant development, and/or office management/support services; assisting in the preparation of fiscal reports; assisting in developing, managing, and implementing a competitive bid process; managing offices and coordinating clerical and technical support activities; preparing agenda items, attending department meetings, and/or making presentations; gathering, compiling and analyzing data, and preparing reports; assisting in developing and recommending changes to rules, regulations, policies, and procedures; assisting in the analyses of programs, proposals and projects. Projects may include remolding; relocating/moving staff; identifying new office space; updating signage. This class may supervise and evaluate clerical and technical support staff.

ESSENTIAL DUTIES

1. According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job class and are not intended to be an inclusive list; may include additional duties as assigned.  
2. Assist and support the Project Manager and Space Planner. Create, record, file, and manage project files, folders, including financial and budget logs, also remodeling projects.
3. Conduct research and analysis on solutions, services, and materials for work orders and projects. Provide recommendations and advice.
4. Provide office clerical and management support for the Facilities and Admin Operations program including support with front-facing customer service in the office.
5. Schedule and lead meetings. Creating agenda, making presentations, and developing reports.
6. Conduct walk through and analysis of space inventory; gathering and compiling data for reports; procures furniture and equipment; working with the Budget and Finance program in requesting and setting up purchase orders; gathering proposals for competitive bids.
7. May supervise and evaluate work assignments and activities of program staff such as engineers, utility workers, and PST (Public Service Trainee).
8. Conduct site visits and walk through to inspect status and conditions of projects. 
9. Manage project schedules. Schedule deliveries, installations, construction, and repairs. Coordinates and works closely with contractors, vendors, and other stakeholders.
10. Process and manage purchase orders and invoices. Coordinating payment process. Maintain furniture and equipment inventory for the Project Management team.
11. Leads and process all Facilities signage work orders and projects.
12. Coordinate and schedule meetings with stakeholders.  Coordinate and manage work orders and projects for Facilities Management and other Admin Operation support services.
13. Provide the Move Coordinator with assistance and back up, record and tracking request. Conducting walk through and assessing conditions and task.

How to qualify

Education: 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 field, or other areas closely related to specific department program or function.

Substitution: May substitute up to two (2) years of the 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.

Verification of Experience and/or Education:

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 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 or disqualification. 

SELECTION PROCEDURES

The selection process will include evaluation of applications in relation to minimum requirements and assessment of candidates’ job-related knowledge, skills and abilities in an oral interview, which may include a written or performance exercise.

Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the department will be invited to continue in the selection process. Applicants meeting the minimum requirements are not guaranteed advancement in the selection process. 

What else should I know?

• 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

 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 kept up-to-date. 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 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.

Exam Analyst Information: If you have any questions regarding this recruitment or application process, please contact the exam analyst Josephus Cassell by telephone (415) 439-3410 or by email at josephus.cassell@sfgov.org. 

All your information will be kept confidential according to EEO guidelines.

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

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.