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0931 Manager III - Commission Secretary

Planning and Historic Preservation Commissions

Recruitment #PEX-0931-059983

Introduction

Appointment Type: Permanent-Exempt (PEX) Appointment. This position is excluded by the Charter from the competitive civil service examination process, is considered “at will” and shall serve at the discretion of the Planning and Historic Preservation Commissions.

The Commission Secretary reports to and supports the Planning Commission (CPC) and the Historic Preservation Commission (HPC). The Planning Commission reviews and approves development projects, acts as the steward of the City’s General Plan, and advises the Mayor, the Board of Supervisors, and City agencies on long-range goals, policies, and procedures pertaining to land use issues. The CPC is comprised of seven members, of whom four are appointed by the Mayor and three are appointed by the President of the Board of Supervisors. The Historic Preservation Commission (HPC) oversees the City’s Historic Preservation program, including designating historic buildings and historic districts. The HPC advises the Mayor, the Board of Supervisors, the Planning Commission, and City agencies on issues pertaining to historic preservation. The HPC also approves certain entitlement applications, such as Certificates of Appropriateness. The HPC has seven members, all of whom are appointed by the Mayor.

The Commission Secretary also serves as a member of the Senior Management Team in the San Francisco Planning Department, which includes management of the Department’s Public Records policy and acting as the project manager for matters of the Planning and Historic Preservation Commissions. Through delegation of the Planning Commission, the Planning Department proposes and implements land use policy for the City and County of San Francisco. The Department provides development entitlements, guides land use decisions, develops long-range land use policy, administers and enforces the Planning Code, and provides environmental review of land use proposals. The Department has approximately 150 employees.

The position reports to the President of the Planning Commission and to the President of the Historic Preservation Commission. The position directly supervises between one and three subordinate staff.

Important and Essential Duties
The Commission Secretary is responsible for the administrative function of the Planning Commission and the Historic Preservation Commission. In this capacity, the Commission Secretary performs the following duties:

• Provides effective and balanced support to the Historic Preservation Commission and to the Planning Commission
• Attends weekly Planning Commission hearings which often run late into the evening and bimonthly Historic Preservation Commission hearings; serves as the recording secretary for these hearings; manages the hearing’s calendar; and advises the Commissions on relevant policies, codes, rules, and regulations pertaining to the Commissions’ hearings
• Manages the administrative needs of the Planning and Historic Preservation Commissions, including – through oversight of subordinate staff – preparing, disseminating, and appropriately posting the Commissions’ advance calendars, hearing calendars, hearing packets, minutes, hearing results, and action lists; and recording official acts of the Commissions
• Through oversight of subordinate staff and through coordination with other staff, establishes the quality control standard for all materials provided to the Commissions by reviewing and analyzing materials submitted and obtaining, amplifying, or clarifying information needed by the Commissions to make decisions regarding such materials
• Provides guidance to Commissioners on various matters related to their roles and responsibilities as officers of the City;
• Manages the Commissions’ office, including planning, prioritizing and scheduling the work of the Commissions’ office and responding to Commissioners’ needs and requests
• Works with external agencies and internal staff to ensure that the Commissions’ goals and objectives are met
• Coordinates regular legally-required training for Commissioners
• Maintains confidentiality
• Performs other duties as required.

The Commission Secretary manages a staff of up to three subordinate employees, including a Manager of the Commissions’ Office and clerical support staff. In this capacity, the Commission Secretary performs the following duties:
• Ensures the smooth operation of the Commissions’ office by: planning and prioritizing workloads for subordinate staff; coordinating and overseeing clerical and technical support activities; monitoring productivity and evaluating outcomes; and ensuring staff compliance with established departmental policies, procedures and goals, as well as legal requirements and regulatory mandates
• Supports effective staff performance by: completing performance appraisals; fostering cooperation and teamwork amongst staff; and providing training and other aids to staff development
• Performs other duties as required.

The Commission Secretary serves as the Custodian of Records for the Planning Department and the CPC and HPC. In this capacity, the Commission Secretary performs the following duties:
• Through management of subordinate staff, oversees the Department’s response to Public Records Act Requests and ensures that such responses are thorough, appropriate, and timely
• Produces, maintains, communicates, and ensures compliance with the Department’s Records Retention policy, including making adjustments as necessary as technology changes and as legally required
• Serves as the Filing Officer for the annual Statement of Economic Interest forms and ensures compliance with filing requirements
• Maintains, updates, disseminates and issues interpretations of the Planning Commission’s, the Historic Preservation Commission’s, and the Department’s respective Statement of Incompatible Activities
• Performs other duties as required.

The Commission Secretary provides a central communications role for the Commissions, between the Commissions, and between the Department and the Commissions. In this capacity, the position:
• Supports the public’s engagement with the Commissions by maintaining open and transparent communication with the public; ensuring the availability of materials and information to the public; answering questions; responding sensitively to diverse and multilingual communities engaging in the Commissions’ process; and ensuring appropriate decorum and public involvement at Commission hearings
• Communicates Departmental matters of interest to the Commissions and Commission interests to the Department
• Maintains effective working relationships with the general public, representatives of various organizations and groups, commissions, boards, and elected officials
• Responds to queries from the general public, community groups, and government officials regarding the policies, procedures, and actions of the CPC and the HPC
• Researches and prepares correspondence on behalf of the members of the CPC and the HPC, as directed by the Commissions
• Ensures that the Commissions websites are current, accurate, and complete
• Performs other duties as required.

The Commission Secretary serves as a core member of the Department’s Senior Management Team. In this capacity, the position:
• Participates in developing the Department’s two-year operating budget
• Participates in discussions regarding Departmental operations, procedures, and policies
• Advises on and may oversee the work of staff that is relevant to the Commissions
• Participates in Department-wide organizational initiatives, such as implementation of the new Permit & Project Tracking System
• Provides stewardship of the Department’s Public Records
• Attends regular Senior Management meetings
• Performs other duties as required.

This position requires full compliance with the Department’s Statement of Incompatible Activities as approved by the Ethics Commission including, but not limited to: restrictions on incompatible activities; restrictions on use of City resources, City work-product and prestige; prohibition on gifts for assistance with City services; and use of City equipment, devices and materials only for conducting City business.

Minimum Qualifications

Applicants must meet all of the following Minimum Qualifications by the application filing deadline:

1. Possession of a Baccalaureate degree in Public Administration, Business Management, Business Administration, or a related field, from an accredited college or university; AND

2. Five (5) years of progressively responsible experience supporting a commission, board, city council, board of supervisors, or other policy body such as a board of directors, which include a minimum of three (3) years of experience directly supervising staff.

Substitution: Additional qualifying full-time work experience (2000 hours equal one year) as described above may substitute up to two years of the required education. One year of work experience equals to 30 semester units/45 quarter units.

Desirable Qualifications:

The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring.

• Excellent and clear communication skills, both oral and written.
• Sound and demonstrated judgment in weighing conflicting policy, political, and professional priorities.
• Ability to prioritize among competing needs.
• Five (5) or more years of experience utilizing Robert’s Rules of Order, the State of California’s Brown Act, the City and County of San Francisco’s Good Government Guide and Sunshine Ordinance, and other relevant local, state, and federal regulations pertaining to the correct administration of a public hearing in San Francisco.
• Five (5) or more years of project management experience.
• Ability to assume responsibility and use judgment in representing, reflecting, and carrying out program goals and mission of the department/division in situations requiring tact, diplomacy, and poise.
• Familiarity with the land use process in San Francisco and the environment in which land use decisions are made.
• Familiarity with the field of Historic Preservation.

Special Requirements:
• Must maintain confidentiality.
• Ability to work outside normal business hours and attend evening meetings.
• Ability to adapt to change and work effectively in a team environment.
• Must be able to effectively manage stressful situations. 
 

How To Apply

Applications for City and County of San Francisco jobs are being accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

  • Select the desired job announcement
  • Select “Apply” and read and acknowledge the information
  • Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
  • Follow instructions on the screen

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

Applicants may be contacted by email about this announcement 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).

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.

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.

Candidates will be prompted to submit a resume as part of the online employment application. A resume MUST be submitted online through JobAps at the time of application filing.

The deadline to submit an application online is 11:59 PM (PST) on March 15, 2013.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Anne Marie Monroe, by telephone at (415) 557-4914 or by email at AnneMarie.Monroe@sfgov.org.

 

Selection Procedures

Supplemental Questionnaire Evaluation: Candidates will be prompted to complete a supplemental questionnaire as part of the online employment application. The Supplemental Questionnaire is designed to measure knowledge, skills and/or abilities in job-related areas, as they relate to this Commission Secretary position.

Management Test Battery:
Qualified candidates will be invited to participate in a computer-based examination designed to measure competencies in job-related areas which may include but not be limited to: Problem Solving, Leadership, Decision Making, Interpersonal skill, Human Resources Management, Team Building, Communication, and Conflict Management. For more information about this Management Test (and a suggested reading list) please visit: http://www.sfdhr.org/Modules/ShowDocument.aspx?documentID=14491.

Notes:
- Only those applicants meeting the Minimum Qualifications will be notified of the exact date, time and place to report to the Management Test Battery. Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.
- A passing score must be achieved on the Management Test Battery in order to continue in the selection process. Candidates who pass the MTB are not guaranteed advancement in the selection process.

This is a standardized examination, and therefore, test questions and answers are not available for public inspection or review. Scores attained on the Management Test Battery will be valid and "banked" for three years, starting from the date of the examination. This means that, during this three-year time period, you will not be required to re-take the Management Test Battery. The Management Test Battery may be used for many other classes; therefore your test score may be applied to one or more of these classes if you choose to apply to future recruitments. If the selection process for the future announcement is held within one year of the date of this examination and includes the Management Test Battery, your score will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score to the other announcement or (b) re-take the Management Test Battery. Re-testing is permitted no sooner than one year from the date of the examination and only in association with your eligibility for another announcement for which the Management Test Battery is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

Commission Selection Procedure:
The Commissions may choose to implement additional screening mechanisms in order to determine candidates’ qualifications for Commission Secretary position, which may consist of an oral interview and/or a performance test.

 

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Conclusion

Verification:
Applicants may be required to submit verification of qualifying education and experience at any point in the application, examination and/or departmental selection process. 

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.

Requests:

Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at:
http://www.sfdhr.org/index.aspx?page=20#applicantswithdisabilities

General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at http://www.sfdhr.org/index.aspx?page=20 or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.

Right to Work:
All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

Terms of Announcement:
Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations.  Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at www.jobaps.com/sf.

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule.  Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director.  Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

 

Recruitment Type: Permanent Exempt
Issued: February 1, 2013
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-0931-059983
DHR/AMF/415-557-4914

Benefits

All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, typically a 7.5% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.