City and County of San Francisco

To perform professional level 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 office management/support services, budget and/or contract/grant development; managing office and coordinating the activities of clerical/technical staff, supervising and evaluating assigned staff; conducting training; assisting in the development and recommending changes to rules, regulations, policies and procedures; gathering, compiling and analyzing data, and preparing reports; acting as liaison and representing department at meetings; perform related duties as required.

This is the full journey level class within the Management Assistant series. This class is distinguished from the Management Assistant I by the assignment duties and responsibilities that are more complex and confidential in nature. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies within the work unit.

This class is distinguished from a Management Assistant III in that the latter is the advanced journey level and provides the highest degree of difficult and complex professional and office management support.

May exercise general supervision over lower level management assistants, clerical and technical support staff.

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list.

1. Perform administrative and/or management functions in the areas of operations, budget, and/or office management/support services by planning, coordinating, and supervising the activities of assigned staff in order to accomplish departmental goals.

2. Assist in the development and administration of the department budget; monitor expenditures, reconcile accounts, ensure compliance with Agency policies and procedures; gather information, prepare reports to ensure that goals and objectives are met.

3. Assist in the management of the resources and staffing of a department.

4. Assist in a variety of research and reporting functions; identifies issues; consults with appropriate personnel and other individuals; evaluates proposals, information and documentation from a wide variety of sources; compiles and analyzes statistical and other data; writes reports and prepares documentation for evaluation by management; presents reports and data, including formal presentations to groups.

5. Assist in the development and administration of contracts, leases, agreements and grants by identifying needs, establishing contractual relationships, prepare requests for proposals, solicit bids, monitor contractors or others involved in legal agreements with the City; apply regulations and laws as necessary to particular programs.

6. Manage office and coordinate clerical and technical support activities by assigning and evaluating a variety of clerical/administrative functions such as data processing, inventory control, distribution or reproduction of reports, purchasing and billing functions, coordination of building security and maintenance.

7. Supervise and participate in the evaluation of clerical/technical support staff by scheduling and reviewing work assignments, counseling and working with manager to complete performance evaluations.

8. Prepare materials for presentations, and conduct training to ensure all staff are properly trained on new and ongoing functions.

9. Assist in the development and recommend changes to rules, regulations, policies and procedures by proposing and reviewing provisions.

10. Gather, compile, analyze data and prepare reports by conducting surveys, needs assessments, compile and analyze statistical data and prepare reports for program evaluation or analysis or reporting functions.

11. Act as liaison and represent department by attending and coordinating meetings with other City and/or Agency departments, agencies, etc.

12. Screen calls and callers; respond to inquiries requesting specific information by utilizing a diverse knowledge of Agency procedures and activities and communicating with diverse communities, including citizens, high-level and county officials, representatives of private industry, institutions and organizations.

13. Independently respond to requests for information as appropriate; follow up on other requests with Agency staff as appropriate.

14. Prepare important correspondence directed toward public and private agencies relative to Agency operations.

15. Build and maintain positive working relationships with co-workers, other Agency employees and the public.

16. Perform related duties as required.

Knowledge of: Principles and practices utilized in effective office management; principles and practices of supervision, including assigning and reviewing the work of others; general structure, purpose and operation of the Agency, the Commission, the Executive Director’s office and of outside organizations as necessary to assume assigned responsibilities; English usage; spelling; grammar and punctuation; modern office practices, procedures and computer equipment; record-keeping principles and procedures; business letter writing; administrative and management principles, techniques, methods, and procedures.

Ability to: Understand the organization and operation of the Agency, and of outside organizations as necessary to assume assigned responsibilities; intermittently review documents related to department operations; understand, interpret and explain department policies and procedures; explain and problem solve office issues for the public and staff; identify, gather and evaluate information from a variety of sources and formulate logical conclusions and recommend effective courses of action; learn assigned division/project policies, procedures, organization and operating details; prepare clear and accurate and well-organized reports, memos and correspondence; organize and prioritize multiple assignments and projects; operate and use modern office equipment including word processing equipment as assigned; understand and carry out oral and written directions in an independent manner; work independently in the absence of supervision; evaluate situations and people and adopt effective courses of action; plan, organize and schedule priorities in the office; train, supervise, evaluate and counsel assigned personnel; type accurately at a minimum of 60 words per minute; communicate clearly and concisely, orally and in writing to effectively express ideas and communicate work-related information to a variety of individuals and groups; listen, ask appropriate questions and effectively elicit information; respect the right of privacy and exercise discretion; work with various cultural and ethnic groups in a tactful and effective manner; exercise sound judgment and appropriately refer issues to the assigned manager; on a continuous basis, sit at desk for long periods of time; intermittently twist to reach office equipment; write or use a keyboard to communicate through written means; occasionally run errands; lift or carry weight of 10 pounds or less; establish and maintain effective working relationships with those contacted in the course of work..

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification.  Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

Education:

 
Equivalent to completion of an Associate of Arts degree supplemented by course work in public or business administration, accounting, finance, social sciences, psychology, or a related field, or a related field.

Experience:

Three (3) years of verifiable experience performing professional level office management functions; or three years of experience in the Management Assistant I classification. Previous supervisory experience is also required.

License and Certification:

Established: 2/3/15