Career Opportunity

Part time Secretary, Juvenile Probation Commission (1842)

Recruitment: RTF0140892-01099777

Published: December 13, 2023

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

About:

Are you interested in Juvenile Justice, Public Safety, and the Community we serve? Are you a dedicated professional who wants to maximize their impact in the lives of some of San Francisco’s most marginalized youth? If so, we encourage you to take advantage of this unique part-time opportunity to join a team that is devoted to re-imagining Juvenile Justice, committed to racial equity, and focused on ensuring long-term public safety through the development, enrichment, and accountability of young people we serve throughout San Francisco. Read more about the San Francisco Juvenile Probation Commission (JPC) and the San Francisco Juvenile Probation Department (JPD). 

Salary Range: $43.06-$52.33 per hour

Role description

This is a part-time position expected to work on average 20 hours a week. During initial training and peak periods, this position may require working up to 30-35 hours/week. Under general supervision of the Juvenile Probation Commission (JPC), the successful candidate will serve as the secretary to the Commission and its Committees and will perform critical and complex office and secretarial work including but not limited to: coordinating and facilitating Commission related meetings, preparing and posting agendas, drafting minutes, and assisting with scheduling meetings; managing technology for hybrid meetings (both in-person and online). The Commission secretary will perform a wide variety of difficult and sensitive secretarial and administrative work involving a high degree of responsibility for public contact with governmental officials, citizens, and other employees; and perform related duties as required. This position coordinates and supports at least two public evening meetings each month. 

Examples of Important Duties and Essential Functions: 

1. Serves as Secretary to the Juvenile Probation Commission and its Committees. 
2. Prepares and posts meeting agendas, minutes, resolutions and commendations adhering to legal posting requirements.
3. Facilitates, hosts, and records meetings (audio & video in coordination with onsite technology teams as applicable), trims and posts meetings recordings (audio/video) to JPC website and ensures content is available to the public.
4. Manages technology for in-person Audio Visual and hybrid meetings (WebEx, Zoom).
5. Coordinates scheduling of all meetings of the Commission and its Committees. At least two meetings each month (no meetings in the month of August). All meetings are conducted in evening times. Most meeting are conducted in San Francisco City Hall. Meetings’ lengths vary and are typically 60 (Committee meetings) or 120 (Full Commission meetings) minutes long. Some meetings may last up to 3 hours.
6. Coordinates at least two off-site community meetings (not at City Hall), including identifying, securing locations, and managing logistics with onsite support staff.
7. Maintains all JPC records, gathers materials, and prepares draft Commission reports as necessary.
8. Prepares and posts Commission actions and activities and coordinates Commission public events.
9. Collects, reviews, and assembles documents submitted to JPC by JPD, other Departments and general public.
10. Maintains the Commission website through CCSF Department of Technology and JPD IT Department: post updated information on Commissioners, Commission meeting information, Full Commission and Committees meeting legal notices, agendas, supporting documents and meeting minutes in a timely fashion.
11. Provides information for the Centralized and Accessible Online Database of Appointments to Advisory Bodies (311) on a quarterly basis to ensure Commissioners information and term dates (inception/expiration/number of terms) is accurate.
12. Prepares Mayor’s Quarterly Attendance Reports for the JPC.
13. Supports Commission’s compliance by working with the San Francisco Ethics Commission as the Filing Liaison for all Commissioners. Initiates NetFile accounts and notifications for all Assuming and Leaving Office filings, including annual Statement of Economic interest (Form 700), statement of incompatible activities, San Francisco Sunshine Ordinance requirements, and other applicable annual training notices and documentation.
14. Maintains equipment, materials, and supplies required to conduct all meetings and business of the commission.
15. Conducts all Commission related business following the CA Government Code’s Brown Act and the San Francisco City Attorney’s Good Government Guide.
16. Performs related duties and responsibilities as assigned.

     

How to qualify

An ideal candidate will have considerable knowledge of modern administrative and office management techniques and procedures, as well as the organization and functions of the Juvenile Probation Commission, including a high degree of familiarity with CA Government Code’s Brown Act Rules of conducting meetings and the San Francisco City Attorney’s Good Government Guide. An ideal candidate will also have the ability to gather, prepare, and maintain a wide variety of detailed and important departmental reports and Commission records and files as well as deal tactfully and effectively with other department officials, representatives of outside organizations, and the general public. 

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

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, and/or administration, development and/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, t and/or administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.

What else should I know?

Applications Open: December 6, 2023

Applications Close: Upon until the position is filled. The earliest it may close is December 20, 2023

This is a part-time position (FTE. 5) averaging 20 hours per week with occasional periods requiring 30-35 hours per week. The position is permanent exempt under category 4, serving at the discretion of the Juvenile Probation Commission. Incumbents will not be required to succeed in the civil service examination for this classification to be considered for permanent appointment.

For questions, please contact Principal HR Analyst Joanna Luong at Joanna.luong@sfgov.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.