Career Opportunity

SENIOR MANAGEMENT ASSISTANT- Department of Emergency Management (1844)

Recruitment: RTF0148053-01146693

Published: August 14, 2024

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

About:

The Department of Emergency Management (DEM) manages disaster preparation, mitigation, and response; 9-1-1dispatch, and homeland security grants distribution for the City and County of San Francisco. For more information on the Department of Emergency Management, please visit: http://www.sfdem.org/.

The UASI division improves regional capacity to prevent, protect against, respond to, and recover from terrorist incidents and catastrophic events. UASI utilizes federal homeland security grant funds to analyze regional risks, identify capability gaps, and build a secure, prepared, and resilient region. The Bay Area UASI works in close collaboration with diverse stakeholders at the local, state, and federal levels. Under the direction of the Approval Authority, the Bay Area UASI Management Team, comprised of DEM employees, administers grant funds, conducts risk and capability assessments, supports policy development and implementation, and develops and disseminates tools and best practices among the region’s emergency response and management disciplines. The Management Team serves as the liaison between the City and County of San Francisco (the Bay Area UASI fiscal agent), the Department of Homeland Security, the State of California, and local government grant sub-recipients. For more information on the Bay Area UASI, please visit: http://www.bayareauasi.org/

The BAUASI funds and administers the multi-discipline regional Bay Area Training and Exercise Program (BATEP) for building capacity to prevent, protect against, respond to, and recover from terrorist and catastrophic incidents. This program provides critical public safety training at no-cost to participants affiliated with a public service agency or a non-governmental / private sector organization within the twelve-county Bay Area UASI region. For more information on the BATEP, please visit: http://www.batep.org/

The Department of Emergency Management has two (2) vacancies in classification 1844- Senior Management Assistant. Both positions are in the Urban Areas Security Initiative (UASI) Division.

Application Opening: August 14, 2024
Application Filing Deadline: Interested applicants are encouraged to apply as soon as possible as this announcement may close at any time but no sooner than 5:00pm on August 29, 2024.
Appointment Type:  These are Permanent Exempt (PEX), Category 18 positions. These positions are exempt from Civil Service Commission rules pursuant to the City and County of San Francisco, Charter Section 10.104, and incumbents are considered “at will” and serve at the discretion of the Appointing Officer.

Role description

Under direction, the Senior Management Assistant performs difficult and complex professional level administrative and/or management duties in a variety of functional areas, such as: office/operations management; budget development, administration and fiscal reporting; development and administration of contractual agreements, leases and grants; evaluation and development of management policies and procedures; management of department specific programs and functions. Performs related duties as assigned.

Essential functions of these positions include, but are not limited to:

• Provide office administration to manage the resources, operation, and acquisition of equipment/materials.
• Oversee and perform clerical & technical support activities.
• Provide a common information sharing environment through website administration, including designing and developing content.
• Provide technical support with the design, content updates, and maintenance of the UASI website and BATEP Learning Management System.
• Provide grant administration support with overseeing the performance milestones of grant subrecipients.
• Utilize strong written skills to ensure that materials are developed and distributed in a timely manner for regional stakeholders to fully participate in the operation of the existing grant programs.
• Oversee, manage, and perform training course administration for 200+ courses annually through completion of compliance documents, publishing courses on the website for registration, issuing notifications and reminders to training participants, managing registrations, and assisting BATEP Coordinators with logistical coordination.
• Oversee and perform customer support services including public information requests, help with registration to courses, development of BATEP accounts, queries, etc.
• Monitor and coordinate meeting schedules with vendors and program participants; ensure the timely drafting and dissemination of meeting agenda items and minutes.
• Oversee, coordinate, and conduct virtual meetings; prepare and produce written/video presentations as necessary.
• Research, analyze, draft, and edit multiple reports, documents, memos, and/or other technical materials simultaneously and in a timely manner; ensure materials are clear, concise and well-organized.
• Prepare analytical summaries, reports, dashboards of program accomplishments with graphic visuals and professional document formatting for both electronic and print distribution.
• Prepare and develop correspondence, instructional memos, policies/procedures, and other written materials. Monitor and recommend improvements for program plans, policies, and procedures.
• Lead development, management, and organization of program documentation such as internal standard operating procedures and filing organization guidance.
• Act as the liaison with the IT Department to help address internal IT issues that arise for staff.
• Establish/maintain administrative infrastructure to continue supporting existing regional homeland security programs using a regional approach to establishing coordination mechanisms between partners using national models.
• Provide information to staff on policy updates from state and federal agencies.
• Use Excel functions such as pivot tables to analyze data.
• Perform related duties and responsibilities as assigned.

How to qualify

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

Experience: Three (3) years full-time equivalent experience performing professional-level 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: Additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration may substitute for the required education on a year-for-year basis. One (1) year (2000 hours) of additional qualifying experience will be considered equivalent to thirty (30) semester units or forty-five (45) quarter units.

Desirable Qualifications

• Ability to prioritize tasks, manage time to meet competing demands, and work efficiently using templates to provide prompt deliverables.
• Experience providing administrative support to a range of stakeholders / high-functioning managers with file management, data organization, logistical coordination of schedules, etc.
• Graphic design interest and proficiency (i.e. Adobe Creative Cloud / InDesign)
• Website skills (including some programming, communication with web vendors, and/or design capabilities)
• Proficiency with Microsoft Word, Microsoft Teams, Excel, SharePoint
• Grant Administration, accounting, and/or financial analysis experience
• Ability to perform work on multiple reports, documents, or other technical materials simultaneously and in a timely manner with high-quality outcomes.
• Superior written and verbal communication skills for producing clear, concise, and well-organized materials that require minimal review.
• Familiarity with the Homeland Security Exercise and Evaluation Program (HSEEP) and the Integrated Preparedness Cycle.
• Familiarity with Homeland Security Grant Programs and the ability to manage records and data pursuant to grant guidelines.

VERIFICATION:
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. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at https://sfdhr.org/how-verify-education-requirements

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.

What else should I know?

SELECTION PROCEDURE:
The selection process will include evaluation of applications in relation to minimum requirements.  Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.  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 be invited for an interview.

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

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

HOW TO APPLY
Applications for City and County of San Francisco jobs are only accepted through an online process. Visit careers.sf.gov and begin the application process.

Select the “Apply Now” 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.  

Exam Analyst Information: If you have any questions regarding this recruitment or application process, please contact Bola Akinwa at omobolanle.akinwa@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.