Are you interested in supporting City departments problem-solve key City services like homelessness, environmental sustainability, transportation, green spaces, or public safety? If you are passionate about making a difference at the local level, are a curious and open thinker, and enjoy managing and administering things, this job may be the right fit. The City and County of San Francisco is looking to hire multiple management assistants to be part of the City workforce of nearly 40,000 staff and growing. This is a unique opportunity to get direct insights into how San Francisco's $14 billion budget is used to provide high-quality services for residents, workers, and visitors. We are looking for candidates with a passion for public service.
San Francisco is a vibrant and dynamic city, on the forefront of economic growth & innovation, urban development, arts & entertainment, as well as social issues & change. This rich tapestry of culture and ideas is sustained by our City's commitment to heighten the quality of life for the diverse population of San Franciscans and residents of the greater Bay Area. Our employees play an important role not only in making our City what it is today, but also in shaping the future of San Francisco.
In addition to establishing a career with purpose and opportunity for professional growth, the City offers excellent benefits that include: competitive salaries; medical, dental, and vision insurance; defined benefit retirement plan; deferred compensation plan; long-term disability insurance; life insurance; and a generous paid time off package.
Come explore first-hand the many opportunities that the City and County of San Francisco has to offer.
Role description
Junior Management Assistants perform general administrative and/or management functions with rotating assignments. The essential functions of the job include: performing administrative and/or management functions in the areas of operations, budget, contract/grant development, and/or office management/support services; assisting in the preparation of fiscal reports; assisting in developing, managing, and implementing a competitive bid process; managing offices and coordinating clerical and technical support activities; preparing agenda items, attending department meetings, and/or making presentations; gathering, compiling and analyzing data, and preparing reports; assisting in developing and recommending changes to rules, regulations, policies, and procedures; assisting in the analyses of programs, proposals and projects. This class may supervise and evaluate clerical and technical support staff.
Current City policy allows for hybrid work schedules. Staff must work on-site some days each week and may arrange to work remotely on other days.
JUNIOR MANAGEMENT ASSISTANT POSITION AND JOB RESPONSIBILITIES
Performs administrative and/or management functions in the areas of operations, budget, contract/grant development and/or office management/support services by planning, coordinating, supervising and/or evaluating the activities of assigned staff in order to accomplish departmental goals.
Assists in the preparation of fiscal reports by monitoring expenditures and maintaining budget within the organizational goals and projections; reconciling accounts, performing financial analysis, gathering information, and preparing reports in order to ensure compliance with City and departmental policies, rules, and regulations.
Assists in developing, managing, and implementing a competitive bid process by identifying needs, establishing contractual relationships, preparing requests for proposals, consulting with compliance officers in monitoring contracts and/or agreements, reviewing and amending contract documents prepared by contractors/vendors to verify specifications meet departmental requirements.
Manages office and coordinates clerical & technical support activities by assigning and evaluating a variety of clerical/administrative functions, such as, data processing, inventory control, distributing or reproducing reports, performing personnel, purchasing & billing functions, invoices, statements, coordinating building security and maintenance, and facilities management.
Prepares agenda items, attends department meetings, and/or makes presentations at various types of business meetings, including commission(s) meetings, inter-agency meetings or contract negotiations meetings on behalf of the department. May assist in scheduling of some of those meetings.
May supervise and evaluate clerical and technical support staff by delegating and reviewing work assignments, counseling, and assisting on performance evaluations, and coordinating duties to ensure that procedures, policies and regulations are followed.
Gathers, compiles, analyze data and prepares reports using database programs, spread-sheets, various word processing applications, and statistical techniques to conduct surveys, needs assessments, evaluation reports, compile and analyze statistical data, conduct web pages research, and prepare reports for program evaluation.
Assists in the development and recommends changes to rules, regulations, policies and procedures by proposing and reviewing provisions and evaluating the effect of proposed regulations, laws, etc., on specific or general personnel, budgeting and other management or administrative functions.
Assists in the analyses of programs, proposals & projects by researching and reviewing related information either manually and/or electronically, reviewing documentation, interviewing experts, reading abstracts, prioritizes tasks and guidelines in order to accurately relay information to department supervisors.
How to qualify
Education:
Possession of a baccalaureate degree from an accredited college or university.
Substitution:
May substitute up to two (2) years of the 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.
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.
SELECTION PROCEDURE
After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:
Management Assistant Core Exam (Weight: 100%)
Candidates self-certifying meeting the Minimum Qualifications will be invited to participate in the Management Assistant Core Exam. This exam is designed to measure knowledge, skills, and/or abilities in job-related areas which have been identified as critical for positions in the Junior Management Assistant classification.
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.
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