Career Opportunity

Junior Administrative Analyst - Wastewater Enterprise - SFPUC (1820)

Recruitment: RTF0145602-01147726

Published: April 30, 2024

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

About:

• Application Opening: April 30, 2024
• Application Deadline: May 2, 2024
• Compensation Range: $75,608 - $91,936
• Recruitment ID: RTF0145602-01147726 (145603)

APPOINTMENT TYPE: Temporary Exempt: This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer.

• The duration of the appointment shall not exceed 36 months. 

WHO ARE WE? 

San Francisco Public Utilities Commission (SFPUC)

Headquartered in San Francisco, we have 2,300 employees operating across eight counties serving more than 2.7 million customers in the San Francisco Bay Area – 24 hours per day, 365 days per year.

Our Mission: To provide our customers with high quality, efficient, and reliable water, power, and wastewater services in a manner that values environmental and community interests and sustains the resources entrusted to our care.

Our Vision: We are an innovative utility leader, recognized for excellent results in service, safety, stewardship, and inclusiveness.

We are an award-winning and industry-leading utilities organization committed to our customers, community interests, and the environment. To learn more about our organization, please visit our website at https://www.sfpuc.org/.

We are proud of our infrastructure and programs, but most importantly, we value our highly qualified and dedicated workforce which ensures that this vision becomes a reality. 
To learn more about working at the SFPUC, visit our career site at https://www.sfpuc.org/about-us/careers-sfpuc

Role description

Project Name: Environment Management System (EMS)/Project

Position Description: 

This position performs various technical and administrative support duties related to the Environment Management System (EMS) Project.

The Collection System Division (CSD) of Wastewater Enterprise (WWE) retains multiple records in an electronic document management system, Microsoft SharePoint software. These records include internal audit records; versions of revised policies, procedures, and work instructions; records stored in databases including training, maintenance system, laboratory system, chemical inventory system, distributed control system, etc. instrument maintenance records; Personnel files, all completed data forms; and other documentation. External records include contracts, permits, and other documents that are provided by outside sources.  The purpose of this project is to define the steps that WWE follows to ensure that all relevant records are properly identified, collected, indexed.

The incumbent will be scanning, uploading, and tracking Covid cleaning updates in Maximo; sorting, reviewing, and scanning current and historical documents in SharePoint to reduce unnecessary hardcopies and to help consolidate files to clear up storage spaces; assisting with tracking inspections of permittee sites, account receivables and permit applications; monitoring and updating data from grit dumping tickets in the Recology Permit Log and cross-reference charges on invoices. The incumbent will serve as a Gatekeeper for the CSD SharePoint site. This position, in coordination with the administrative staff, covers the front reception area and performs related duties as required.

Essential Duties and Responsibilities:

• Codes and indexes documents, records, and correspondence. Methods may include color code, terminal digit, numerical, alphabetical and/or chronological order to ensure proper filing and ready access of data.
• Disseminates information and answers inquiries by communicating with the public, departmental personnel, and other departments.
• Explains and interprets existing laws, regulations and administrative policies governing the activities of the assigned office to the general public and other City personnel.
• Checks and reviews a variety of documents for completeness and accuracy.
• Files, maintains, and retrieves documents, records, and correspondence in accordance with established procedures.
• Works closely with divisional managers and supervisors in identifying uploading records.
• Organizes labeling and indexing all related documents in accordance with WWE and Collection System Division policy.
• Provides recordkeeping quality assurance for division-wide consistency.
• Implements and supports document management transition into SharePoint.
• Disseminates information and answers inquiries to all WWE Collection System Division staff regarding all related SharePoint documents.
• Files, maintains, and retrieves documents in accordance with established procedures.
• Assists all divisional managers and supervisors with all related SharePoint matters.
• Uploads all SharePoint content and storage and preservation of all related documents.

Work Location: 

• 3801 3rd Street, Suite 600, San Francisco, CA 94107

Work Schedule:

• 7:00 a.m. – 4:00 p.m., Monday - Friday (On-Site only)

How to qualify

If you are interested in a job like this, we are looking for people that have the following:

Education:

Possession of a baccalaureate degree from an accredited college or university

Substitution:

May substitute up to 2 years of the required education with qualifying full-time, professional-level experience in budget analysis, financial analysis and reporting, legislative/policy analysis, data analysis, or contract/grant administration. One year (2,000 hours) of qualifying experience will be considered equivalent to 30 semester/45 quarter units.

Desirable Qualifications:

• Intermediate Knowledge with SharePoint.
• Experience with Maximo Purchases and Reporting.
• Experience with Pre-treatment Information Management System (PIMS).
• Experience with F$P PeopleSoft Financials.
• Excellent communication and interpersonal skills & Strong customer service.
• Experience working in a collaborative team-oriented environment.
• Experience using Microsoft Outlook, Word, Excel, Access, and PowerPoint.
• Experience with organizing and tracking Grit Dumping Log, permits, maintenance log, etc.

Verification of Education and Experience:

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: How to Verify Education Requirements (sfdhr.org).

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.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

Applicants for positions in this classification who are not currently employed by the City and County of San Francisco in a safety-sensitive position represented by (San Francisco City Workers United, Painters), are required to pass pre-employment drug and alcohol testing upon reasonable suspicion or after-work related accident. Applicants with positive result from pre-employment drug test will be restricted from hire in safety-sensitive positions for six months after the date of the positive test.

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

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.

Analyst Information: If you have any questions regarding this recruitment or application process, please contact the Human Resources Analyst, Brandon Bradley at BBradley@sfwater.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.