Career Opportunity

Office Administrator- Dept. Of Early Childhood (1842)

Recruitment: RTF0134300-01154179

Published: April 17, 2023

Accepting applications until: April 30, 2023

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

About:

Application Opening: April 17, 2023
Application Deadline: April 30, 2023
Compensation Range: $87,386 - $106,184 Annually (Compensation database)
Recruitment ID: TEX-1842-134301

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.

About the San Francisco Department of Early Childhood
The Department of Early Childhood (DEC) is a City and County of San Francisco Department dedicated to our young children's safe and healthy development.

As the City’s largest funder of early childhood, DEC is committed to creating a system that ensures every child can thrive and learn. We provide public investment, expertise, and leadership to put resources into the hands of those who care for our City’s youngest children.

DEC is the result of a merger of two existing city departments, First 5 and the Office of Early Care and Education. Both First 5 and OECE have long histories of supporting young children and families in San Francisco through innovations in early care and education, family support services, and programs to support children’s healthy development. They merged to expand their capacity and funding and to better integrate the City’s early childhood services.

Racial Equity Statement
The Department of Early Childhood condemns all forms of racism, sexism, homo/biphobia, transphobia, ableism, xenophobia, and other forms of discrimination; and affirms that all people – explicitly including Black, Indigenous, and People of Color – have a right to be in our City and have a right to safe and affordable housing, neighborhoods free from pollution and violence, opportunities for educational advancement and wealth creation, healthy births, early childhoods with abundant opportunities to thrive free from the toxic effects of racism, and access to essential services such as parks, transportation, health care, and child care. The Department of Early Childhood is committed to the principles of racial equity and continues to implement new strategies to ensure that every child can learn and thrive. 

Role description

The Office Administrator maintains all functions of the front office, reception, training, and meeting room scheduling, and serves as the coordinator and point of contact for facilities-related requests for DEC staff. This position will facilitate all supply orders for the department, including breakrooms, training, and for community convenings. The Office Administrator will manage the department’s record retention and public requests while keeping up to date with policy and document retention timeframes. This position will be responsible for maintaining the department’s annual inventory for office, furniture, and other equipment requests. This position is expected to exercise sound judgment and utilize knowledge of applicable laws, regulations, and procedures in solving daily clerical and office problems.

Important and Essential Functions of the Position

• Manage the reception desk by greeting and directing the public to meeting rooms; answering the main phone line; providing general information; and re-routing calls to the appropriate staff.
• Maintain relevant paper and electronic documents using existing department filing systems.
• Assist with maintaining office equipment and scheduling repairs when needed.
• Manage office service requests such as scheduling recycling/disposal; archival storage; ordering office supplies; ordering MUNI tokens, MTA parking permits, and processing mail, etc.
• Assist with office moves and coordinate with the Facilities Manager for any routine maintenance and repairs.
• Assist with organizing meetings, trainings, and other events by maintaining event calendars; maintaining a list of available meeting/training spaces around the City; reserving meeting/training spaces; setting up/breaking down meeting rooms or event spaces; assisting with the setup and troubleshooting of conference room devices; ordering food; etc.
• Work with fiscal staff to obtain quotes from vendors to purchase office/kitchen supplies, IT equipment, furniture, and other items as needed.
• Interface with other City departments to hold current employee policies and procedures such as the use of the City Vehicle Pool, submitting a ReproMail request, etc.
• Coordinate with existing City vendors on staff air travel for conferences.
• Attending and taking notes/minutes at meetings when needed.
• Other administrative duties as assigned.

How to qualify

Minimum Qualifications

1. 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
2. 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

• Proficient in Microsoft Office applications (Outlook, Excel, Word, Teams, PowerPoint)
• Ability to physically lift boxes (up to 30 lbs.) and rearrange office furniture as required.
• Ability to respond to difficult, urgent requests with tact and professionalism.
• Excellent verbal and written communication skills
• Experience coordinating with contractors and movers in a fast-paced environment with  changing priorities.

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. 

Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at How to Verify Education Requirements.

After application submission, candidates deemed qualified must complete all subsequent steps to advance in the selection process.

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

HOW TO APPLY
Applications for City and County of San Francisco jobs are only accepted through an online process. Visit Career Page 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, @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.

Analyst Information: If you have any questions regarding this recruitment or application process, please contact the analyst Lynn Tran at lynn.tran@sfgov.org.

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.