1842 Management Assistant

Building Design and Construction

Recruitment #PEX-1842-065105

Introduction

Appointment Type:  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 appointing officer.  

The San Francisco Department of Public Works (DPW) Building Design and Construction (BDC) division seeks an 1842 Management Assistant (Executive Assistant) to support the Principal Architect & Manager for BDC. The BDC Manager oversees the Architecture, Landscape Architecture & Construction Management Services for BDC consisting of approximately 120 employees, including 12 administrative staff.  This division is responsible for design and construction management services for a wide range of capital projects. The division also employs outside engineering and architectural professionals to design and construct capital projects on behalf of City client departments. The BDC oversees hundreds of projects each year, ranging from small interior remodel projects to design and construction of new stand-alone buildings, parks and streetscape projects.  

Job Duties:   
  • Enhances BDC Manager’s effectiveness by providing information management support; representing the BDC Manager to others.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  •  Maintains executive's appointment schedule by planning, prioritizing and scheduling meetings, conferences, teleconferences, and travel.
  • Welcomes Guests, Clients and Consultants by greeting them, in person or on the telephone; answering or directing inquiries.
  • Maintains Client, Consultant and Staff confidence and protects operations by keeping information confidential.
  • Completes projects by assigning work to clerical staff as required; following up on results.
  • Prepares reports by collecting and analyzing information.
  • Secures information by completing data base backups.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions. ·
  • Maintains office supplies for the BDC Manager by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Prepares reimbursable submissions for out of pocket expenses, works with the BDC Manager to prepare for Staff Meetings, including the logistics of ordering food, refreshments, etc.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Contributes to team effort by accomplishing related results as needed.

Additional duties may include:  Assisting in updating internal procedures & standards related to MOU Templates and Lessons Learned; developing standard budget, reporting& meeting and minute templates; researching information on leading professional practices as requested by the Manager; attending executive level meetings as requested and drafting action items and follow through; assisting in recruitment process for various positions in BDC as required; assisting in lesson plan creation for Public Works University; assisting in Microsoft Word or Excel formatting for project checklists for Architecture, Interior Design & Landscape Architecture; assisting in Survey Monkey initiatives to staff; and preparation for office retreats.

Minimum Qualifications

1. Possession of a Baccalaureate Degree from an accredited college or university with major coursework in public or business administration, accounting, finance, economics, social sciences, education or related fields, or other subject areas closely related to a specific departmental program or function; AND

2. One (1) year full-time equivalent experience performing professional-level management and/or 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: Applicants may substitute up to 2 years of 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.

Desirable Qualifications:

  • Project management (planning and prioritizing activities; coordinating resources)
  • Excellent writing skills, including reporting skills
  • Meeting and workshop organizational abilities
  • Proficient with MS Office, Word, and Excel
  • Highly skilled with Outlook Calendars and Contacts (familiar with Outlook 2010,experience with Outlook 2013 preferred)
  • Skilled in putting together presentations, i.e. PowerPoint and skilled with Adobe Acrobat Pro
  • Comfortable with change management and ambiguity in a fast-paced environment with changes in goals, priorities and activities
  • Confident working with and alongside Senior Managers and Directors
  • Conducts oneself in a professional manner and maintains confidentiality as required by the position and duties
  • Experience in supply management and office equipment maintenance
  • Scheduling, organization and time management skills
  • Experience in travel logistics

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 begin the application process by registering an account.  

  •         Click and select the PEX-1842-065105
  •         Click on "Apply" and read and acknowledge the information.
  •         Click on "I am a New User".
  •         Follow instructions given on the screen.

Additional requirement: In order to be considered for this position, you must submit a cover letter, verification of qualifying education and experience, and a resume in addition to the online application. Mailed or emailed materials must be received by the filing deadline.  

Computer kiosks are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file on-line applications in the lobby of the Department of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco, CA 94103.  

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 listed on your application.  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 or disqualification.  

Interested candidates are encouraged to apply immediately.  If you have any questions regarding this recruitment or application process, please contact Maria Chan, at (415) 554-6002, or via email to: maria.chan@sfdpw.org.  

Resumes may be attached to the application; however, resumes will not be accepted in lieu of a completed online City and County of San Francisco application.  

VERIFICATION of EDUCATION, EXPERIENCE AND LICENSURE AND BOARD CERTIFICATION:

Applicants MUST submit verification (proof) of education and experience with their online application OR by the deadline date.  Information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456  

Verification of qualifying experience must be signed by the employer or the employer’s authorized representative on the employer's business letterhead and must include the name of the applicant, job title(s), dates of employment, description of job duties performed.  City employees who qualify based solely on City employment or a combination of City employment and outside experience may submit performance evaluations as proof of qualifying City experience in lieu of other verification, but must verify outside qualifying experience as stated above.  City and County of San Francisco employees will receive credit for the duties of the class to which they are appointed.  Credit for experience obtained outside of the employee’s class will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rules.  Self-employment requires evidence of total earnings (copies of income tax returns or other official documents), occupation and duties performed which demonstrate that the applicant meets the qualification requirements.  Verification may be waived if impossible to obtain.  The applicant must submit a signed statement with the application explaining why verification cannot be obtained.  Waiver requests will be considered on a case-by-case basis.  Failure to submit the required verification or waiver request may result in rejection of application. Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification.  

Applicants may submit verification of qualifying experience, cover letter and resume by:

  • uploading the documents through JobAps; OR
  • scanning the documents and sending as an attachment to: maria.chan@sfdpw.org; OR
  • Faxing to 415-554-6042; OR
  • Hand delivering or sending the documents via U.S. Mail to: General Services Agency, Human Resources, 1155 Market Street, 4th Floor, San Francisco, CA 94103-1523, Attention: PEX-1842-065105.

Selection Procedures

Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine candidates’ qualifications. Only those applicants who most closely meet the needs of the Agency will be invited to participate in the selection process.  Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.

Conviction History

As part of the selection process an image of your fingerprints will be captured and sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) history will disqualify you as a candidate based on the specific requirements of the position to which you are applying. If selected for fingerprinting, the hiring department will contact you to schedule an appointment.

Candidates applying for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.

Candidates applying for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

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

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, San Francisco.

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 posting the correction on the Department of Human Resources website at http://www.sfdhr.org/index.aspx?page=20#announcementsdefinitions.

Copies of Application Documents:
Applicants are encouraged to keep copies of all documents submitted. Submitted documents become a permanent part of the exam records and will not be returned. The hiring department may require applicants to submit the same documents and/or additional documents at a later date.

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.

Issued: May 27, 2015
Recruitment ID No: PEX-1842-065105
GSA-DPW/mpc – 415.554.6002

THE CITY AND COUNTY OF SAN FRANCISCO IS AN EQUAL OPPORTUNITY EMPLOYER MINORITIES, WOMEN AND PERSONSWITH DISABILITIES ARE ENCOURAGED TO APPLY

 

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, ranging from 7.5%-13.25% 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.

 



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