Career Opportunity

Administrative Specialist (Principal Clerk) - San Francisco Public Works – (1408 TEX)

Recruitment: REF36484F

Published: January 04, 2024

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

About:

Specific information regarding this recruitment process is listed below.

Application Opening: Thursday, January 4, 2024
Application Deadline: Monday, January 8, 2024
Compensation Range: $84,188 to $102,388 Annually
Recruitment ID: RTF0142079- 01155848

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.

San Francisco Public Works (Public Works) has a far-reaching portfolio with a $453 million annual operating budget, an active capital portfolio that exceeds $3 billion and a workforce of 1,700-plus employees. The department operates around the clock, touching every neighborhood in San Francisco. The staff designs and manages the construction of civic buildings and streets; cleans and greens the right of way; maintains civic buildings; manages multi-million-dollar bond programs; trains people for jobs; keeps the right of way free of hazards; paves the roads; repairs bridges and public stairways; expands accessibility; and works at the forefront addressing some of San Francisco’s biggest challenges. With a mission to enhance the quality of life in San Francisco for residents, visitors and business owners, Public Works is committed to providing outstanding public service through an equity lens.

Please visit the “About Us” section of our website at https://www.sfpublicworks.org/about to learn more about the department’s core values, Racial Equity Initiative, leadership team, history, budget and more.

Public Works currently has a vacancy for the position of Administrative Specialist (1408 Principal Clerk) within our Human Resources (HR) Division.

Role description

As an Administrative Specialist, you will support the Public Works Director of Human Resources in various tasks. You will help enhance the quality and efficiency of Public Works’ Official Employee Personnel Files, collaborate with our Employment Services Team and other Public Works HR sections to create HR SharePoint sites for internal SOPs (Standard Operating Procedures), and work with Public Works Employee & Labor Relations and Health & Safety teams to establish best practices for various programs. You will report to the Public Works Director of Human Resources and follow their general guidance.

Important and Essential Duties:
As an Administrative Specialist (1408 Principal Clerk), your duties may include but are not limited to the following:

• Supervise, plan, assign and evaluate subordinate personnel to ensure conformance with departmental regulations and policies, existing office procedures, and applicable laws and regulations. This includes maintaining personnel action requests, personnel files and other personnel records.
• Disseminates, explains and interprets important information requiring specialized knowledge of the policies and procedures of a department, as well as the regulations enforced by the department to the public and/or employees, contractors, vendors, etc.
• Perform highly confidential, responsible, important, and difficult clerical work involving the exercise of individual judgment by knowing the applicable departmental procedures to which assigned.
• Review and resolve day-to-day transactions, problems and/or complaints encountered by co-workers and/or affiliated parties (members of the public, volunteers, students, city departments and other government agencies, etc.).
• Supervise and/or participate in the preparation and maintenance of a wide variety of records and reports by preparing, compiling, and maintaining statistics and records for these reports using applicable computer systems.
• Supervise and/or prepare the processing and general handling of administrative documents such as licenses, permits, purchase orders, work orders, requisitions, contracts, etc. This includes verifying the timeliness and accuracy of these documents.
• Manage the day-to-day calendar, meetings, and schedule for the Public Works HR Director.

How to qualify

Minimum Qualifications:

Experience:
Three (3) years of highly responsible and diversified clerical experience including preparing and processing complex detailed work impacting an entire department or section; responding to and resolving difficult day-to-day problems and/or complaints encountered by staff, the public, other individuals, etc. on office operations and procedures; and explaining and interpreting complicated information to departments, staff, the public and/or others.

Substitution:
Any one of the following may substitute for six (6) months of the required experience:

1) Completion of a clerical training program (240 hours);

OR

2) 15 semester units (or equivalent quarter units) of coursework from an accredited college or university;

OR

3) Completion of an approved City and County of San Francisco Clerical Administrative training program (as designated on the job announcement).

Desirable Qualifications: The stated desirable qualifications may be used to identify candidates advancing to the interview process and/or to identify job finalist(s) at the end of the selection process when referred for hiring.

• Experience with record request responses to official sources.
• Experience managing office operations.
• Experience creating policies or standard work.
• Experience leading special projects.
• Experience taking minutes and preparing agendas.

Verification:
Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. More information can be found at: https://sfdhr.org/information-about-hiring-process#verification

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. 

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.

Selection Procedures:
After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

The selection process will include an 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 evaluate the qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the department will move forward in the recruitment process.

Minimum Qualification Supplemental Questionnaire (MQSQ):
Candidates may be required to complete an MQSQ as part of the employment application. This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications (MQ) for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.

Applicants who meet the minimum qualifications are not guaranteed advancement through all of the steps in the selection procedure.

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
• Right to Work
• Copies of Application Documents
• Diversity Statement

Statement on Diversity, Equity, and Inclusion: At the City and County of San Francisco, we share a commitment to a diverse, inclusive and equitable community. Each member of our organization is responsible and accountable for what they say and do to make San Francisco an inclusive and equitable place to live and work by employing fair and just practices to and for all.

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.

If you have any questions regarding this recruitment or application process, please contact the analyst, Kristi Sevilla, at kristi.sevilla@sfdpw.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.