1450 Executive Secretary 1

Recruitment #TEX-1450-074264

Introduction

Appointment Type, Duration and Location:

This is for a Temporary-Exempt (TEX), Full-Time position not to exceed three (3) years. 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 position is located in San Francisco.

The Sewer System Improvement Program (SSIP) is a 20-year, $6.9 billion dollar citywide investment required to upgrade the City's aging sewer infrastructure to ensure a reliable and seismically safe sewer system now and for generations to come. The budget for Phase 1 ($2.9 billion) of the SSIP was recently endorsed by the Commission in March 2016, and the SFPUC is now in the process of scaling up its staff and resources in order to complete this phase of the SSIP over the next three to four years.  Completion of Phase I will entail over 200 construction trade packages, requiring additional administrative support of a specialized and responsible nature throughout the complex SSIP competitive bidding process.  Specifically, this position is needed in order to provide additional required high-level administrative support to the PUC Contracts Department in the areas of internal communications, document control, operating budget, staff logistics, procurement and training.

General Description:

Under direction, an Executive Secretary I provides administrative secretarial services of a specialized and responsible nature for a member of executive management; may supervise a moderate sized group of clerical support staff; and performs related duties as required.

 

Duties Specific to This Position:

This position will support the Program Admin Bureau Manager (0941), the Contracts Manager (0933), and professional services and construction contract staff (approximately 20) with necessary complex procurement-related administrative and support functions specific to Phase 1 of the SSIP.  As indicated above, Phase 1 entails the issuance of over 200 construction trade packages, which will require someone to assist the PUC Contracting Department throughout the competitive bidding and contracting process, including but not limited to:

1) coordinating and supporting internal communications; 2) overseeing and maintaining document control; 3) performing administrative tasks related to the operating budget; 4) coordinating all staff logistics; 5) supporting procurement functions; 6) supervising and providing training to other administrative staff on PUC procurement protocols and systems as needed; 7) scheduling and coordinating high level meetings with PUC procurement staff, project managers, City Attorney's Office, CMD and construction contractors; coordinating public bid openings and related logistics; 8) and organizing and maintaining electronic document management folders on contracting documents for three major SSIP alternative delivery method contracts: Biosolids ($900M), Headworks ($250M), and Distributed Control System ($16M).

Minimum Qualifications

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.

1. One (1) year of verifiable executive secretarial experience providing personal and confidential administrative support for a manager by arranging appointments and assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, composing confidential correspondence, conducting research and preparing statistical reports. Job duties must be comparable to 1450 Executive Secretary I; OR

2. Three (3) years of verifiable secretarial experience encompassing editing and independently composing letters and other correspondence utilizing computer/software/systems; researching, compiling and organizing data for various reports; and maintaining office/record systems. Job duties must be comparable to 1446 Secretary II; OR

3. Four (4) years of verifiable clerical experience performing specialized assignments, including independently composing and editing correspondence; preparing and maintaining a wide variety of records, reports and documents; researching, compiling, analyzing and organizing data for various reports. Job duties must be comparable to 1406 Senior Clerk; AND

4. Ability to type 55 words per minute (WPM).

Substitution: A recognized secretarial training program of two hundred forty (240) hours OR the equivalent of fifteen (15) semester units in graded secretarial college units, may be substituted for up to six (6) months of the required experience. Proof of satisfactory completion must be submitted at the time of filing.

Verification:
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 http://sfdhr.org/index.aspx?page=456

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.

How To Apply

Applications for City and County of San Francisco jobs are only 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, @sfpl.org, @dcyf.org, @first5sf.org).

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.

If you have any questions regarding this recruitment or application process, please contact the analyst, Angie Salazar, by telephone at 415-554-1635, or by email at Asalazar@sfwater.org.

 

Selection Plan

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 hiring department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.

Conviction History

As a finalist for a job, you will be fingerprinted, and your fingerprints will be 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) conflicts with the specific duties and responsibilities of the job for which you are a finalist. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • 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.

Having a conviction history does not automatically preclude you from a job with the City.

If you are selected as a finalist, the hiring department will contact you to schedule a fingerprinting appointment.

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

The application procedure is in compliance with the Americans with Disabilities Act, if you need assistance to participate in this recruitment, please contact the analyst at (415) 554-1635. Notification in advance will enable the department and County to evaluate arrangements to reasonably accommodate your need.

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.

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

 

PUC/AS/415-554-1635

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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