Career Opportunity

Management Assistant (1842), Fleet Division

Recruitment: RTF0129294-01119908

Published: February 22, 2023

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

About:

The department provides fleet services to over 70 City departments with a combined municipal fleet total of approximately 6,000 units and is responsible for asset management, maintenance and repairs, vehicle leasing, motor pools, fueling services, vehicle acquisitions and dispositions, equipment specifications, alternative fuel program and others.

The department operates 5 maintenance and repair facilities.  Central Shops staff members include automotive craft workers, machinists, welders, materials specialists, and others.  Central Shops maintains vehicles and equipment ranging from lawn mowers to service trucks to ambulances to aerial fire trucks and completes approximately 34,000 work orders annually.

Role description

This is a hybrid, temporary exempt position to backfill an employee on leave, which is full-time and not-to-exceed two (2) years. A hybrid role is both remote and works 2-3 days in-office in accordance with City Policy.

• Applications will be accepted starting: February 22, 2023
• Applications will no longer be accepted after: 5:00 PM on Monday, March 20, 2023

Applicants interested in this role should also be expected to perform the following tasks:

1. Manages or assists in management of the Citywide request process for new vehicles and equipment; coordinates with the City department that is requesting a vehicle or equipment to understand the use case; coordinates with Fleet Management leadership to seek approval for the request; supports the specifications writers to draft the specifications, as needed; monitors the City’s Term Contracts and other procurement documentation, including State contracts.

2. Manages or assists in management of the intake process for new vehicles and equipment; tracks the ongoing delivery schedule for Citywide vehicles and equipment; reports weekly on upcoming or challenging deliveries; coordinates with vendors to confirm delivery timelines and resolve any issues; receives the vehicle or equipment from the vendor; reviews the delivered vehicle or equipment to make sure that it matches the purchase order; communicate any issues with the purchasing City department to see if the delivered vehicle or equipment meets intended needs.

3. Manages or assists in management of the preparation process for new vehicles and equipment to be delivered to purchasing department; coordinates with other Fleet Management staff to set up the GPS telematics system, decals, safety systems, and other; fills out required Department of Motor Vehicle (DMV) forms; inputs vehicle data into the City’s online Fleet Management and telematics databases; coordinate with the purchasing department to deliver the vehicle or equipment to them; closely track this process in excel and communicate to the Fleet Director and Fleet Business Manager.

4. Monitors vehicle and equipment budget approvals; confirms that departments are purchasing vehicles or equipment that were approved by the Mayor and the Board of Supervisors; tracks multi-year budgets by fiscal year in excel; makes note of adjustments to purchased vehicles or equipment when necessary; prepares financial documentation for the purchasing department to make payment to the vendors.

5. Communicates regularly with a variety of stakeholders including dealerships and other vendors, City departments, Fleet Management administrative staff and technicians; communicates complex processes using email and telephone; monitors timelines and follows up with stakeholders regularly.

6. Oversees the Zero Emissions Vehicle (ZEV) waiver submissions by departments that are seeking gas-powered passenger vehicles; evaluates and explains the request to the Fleet Business Manager for approval or denial; tracks how many vehicles receive ZEV waiver approval and denial.

7. Leads special projects, as assigned, to support research on the City’s fleet and how to make it more efficient; examples of this could include mapping of electric vehicle charging stations, analyzing the cost of vehicle maintenance for different makes and models, researching and reporting on other municipalities’ fleet management policies, among a wide variety of other topics.

8. Performs related duties as assigned.

How to qualify

Minimally Required Qualifications

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification.  Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

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 fields, or other subject areas closely related to a specific departmental program or function; AND

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.

License and Certification:
CA driver’s license C

Desired Qualifications:

• Proven ability to develop and maintain strong relationships with, and work with, a wide range of stakeholders.
• Excellent oral/written communications skills.
• Strong organizational skills, with proven experience in managing several workstreams at one time, maintaining clarity of task, and keeping to deadlines.
• Proficiency and experience with Microsoft Excel, Outlook, Teams, and Word.

What else should I know?

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

Compensation: $87,386 to $106,184 annually

• Applicants are encouraged to apply immediately. This recruitment may close at any time, but not before Monday, March 20, 2023. 
• Late or incomplete submissions will not be considered. Mailed, hand delivered or faxed documents/applications will not be accepted. 
• For questions or inquiries, please contact: Breonna Santiago, Senior Human Resources Analyst at Breonna.Santiago@sfgov.org
• Your application MUST include a cover letter and resume. Additional attachments including verification of qualifying education and experience is highly recommended. To upload these item(s), please attach using the "additional attachments" function.

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 qualifications 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 qualifications 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 http://sfdhr.org/index.aspx?page=456.

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. 
Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine candidates’ qualifications. Only those applicants who most closely meet the needs of the Agency will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. Qualified applicants with disabilities requiring reasonable accommodation in the selection process must contact the Agency by phone at (415) 554-6065 or, if hearing impaired at (415) 554-6015 (TTY).

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.