Exempt to Permanent - JUNIOR MANAGEMENT ASSISTANT (1840) - Citywide (E10156)

1840 JUNIOR MANAGEMENT ASSISTANT JOB DESCRIPTION

Under supervision the Junior Management Assistant performs general administrative and/or management functions with rotating assignments. 

Supervision Exercised: May supervise clerical and technical staff.

Essential Functions: Essential functions of the 1840 Junior Management Assistant class include but are limited to the following:

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

1840 Junior Management Assistant - Job Related and Essential Qualifications:

• Knowledge of: Technical methodology principles techniques procedures and regulations utilized in the management and administration of budget contract leases agreements and grants.
• Ability or Skill to: apply techniques methods procedures principles and regulations; use system applications in a network environment; gather and analyze information; communicate verbally and in writing; and understand and apply human relations principles.

Qualifications :

 1840 JUNIOR MANAGEMENT ASSISTANT - MINIMUM QUALIFICATIONS

Applicants must meet the minimum qualifications requirement by the final filing date unless otherwise noted.

      1. Education: Possession of a baccalaureate degree from an accredited college or university.

      2. Experience: 

• Education Substitution: Qualifying experience performing professional-level administrative duties in functional areas such as: program/office/operations management budget development and/or administration or contract/grant administration may substitute for the required education on a year-for-year basis. One (1) year (2000 hours) of qualifying experience will be considered equivalent to thirty (30) semester units or forty-five (45) quarter units.

                                                                      AND

     3. EXEMPT-TO-PERMANENT (E2P) ELIGIBILITY REQUIREMENT FOR THE 1840 CLASSIFICATION

         In accordance with Civil Service Rule 111.37.3 to be eligible for the Exempt-to-Permanent (E2P)                           recruitment process a candidate must meet all of the following criteria:

• Be a current Category 16 17 or 18 exempt employee
• Serving in the 1840 Junior Assistant Management Assistant classification and
• Have continuously worked a minimum of 2080 hours (equivalent to one full-time year) in the 1840 Junior Management Assistant class with no breaks in service.

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:  Note: Falsifying ones 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.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application. Applications completed improperly may be cause for ineligibility disqualification or may lead to a lower score.

SELECTION PROCEDURES:

1. Job Application - Applicants must fully complete the job application for this recruitment on the City and County of San Franciscos website. Information from resumes does not substitute for the information on the job application or preliminary questionnaire.
2. Preliminary Questionnaire Training and Experience Assessment (100% weight)- After submitting the application online candidates will be prompted to complete a Preliminary Questionnaire as part of the online employment process.

• The Preliminary Questionnaire will serve as the Training and Experience Assessment for this recruitment. The Application and Preliminary questionnaire will be used to determine whether an applicant qualifies to be placed on this recruitments eligible list.
• This recruitment differs from the regular class-based testing process. Applicants will not take a traditional written exam. Instead they will be evaluated based on their responses to the Preliminary Questionnaire which will serve as the Training and Experience Assessment for this recruitment.
• Important - Please answer the Preliminary Questionnaire thoroughly even if the information is already included in your application or rsum.     

STANDARDIZED ASSESSMENT PROCESS INSPECTION PRIVILEDGES:

Current language used:  This is a standardized multiple-choice accordance with Civil Service Rule 111.11.4 inspection privileges do not apply to the questions and answers in these examinations. Qualified candidates will be notified of the exact date time and place to report to the examination.

OR

Suggested change: This is a standardized Training and Experience assessment accordance with Civil Service Rule 111.11.4 inspection privileges do not apply to the questions and answers in these examinations.

ELIGIBLE LIST: A confidential eligible list of qualified candidates will be created and used for certification purposes only. An score report will be established so applicants can view the ranks final scores and number of eligible candidates. Applicant information including names of applicants on the eligible list shall not be made public unless required by law. However an eligible list shall be made available for public inspection upon request once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this selection process is subject to change after adoption (e.g. as a result of appeals) as directed by the Human Resources Director or the Civil Service Commission.

DURATION OF ELIGILBLE LIST: The duration of the eligible list resulting from this examination process will be 6 months and may be extended with approval of the Human Resources Director.

To find Departments which use this classification please see RULE: The certification rule for this recruitment is RULE OF LIST.  This means that hiring managers can choose any candidate from the entire certified list of eligible applicants not just the top ranks (highest scorers).

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit and begin the application process.

          Select the Im Interested button and follow instructions on the screen

Note: 

1. Please ensure the information on your application is accurate. It may not be possible to change after youve applied.

2. Your first and last name should match your legal ID for verification purposes. A preferred first name may be included in parentheses. Here is an example: Samuel (Sam) Jackson

3. Your email address should be consistent across all jobs applied to on our website.

4. Use a personal and not a shared email address. Doing so may prevent your application from submitting properly.

Important Email Contact Information: Applicants may be contacted by email about this recruitment and therefore it is your responsibility to ensure that your registered email address is accurate and kept up-to-date. Also applicants must ensure that emails from CCSF is not blocked on your computer by a spam filter. To prevent blocking applicants should set up their email to accept CCSF mail from the following addresses (@ @ @ @ @ @ @ @ @ @ @ @ @ @ and @).  Note: 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.

Additional Information :

Additional Information Regarding Employment with the City and County of San Francisco:

• Information About the Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Seniority Credit in Promotional Exams required for Combined Promotive Entrance (CPE) Exams only
• Right to Work
• Copies of Application Documents
• Diversity Statement

Terms of Announcement and Appeal Rights: 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.  Note: The correction of clerical errors in an announcement may be posted on the Department of Human Resources website at . The terms of this announcement may be appealed under Civil Service Rule 110.4.  Such appeals must be submitted in writing to the Department of Human Resources 1 S Van Ness Avenue 4th Floor San Francisco CA 94103-5413 by close of business on the 5th business day following the issuance date of this examination announcement.  Information concerning other Civil Service Commission Rules involving announcements applications and examination policies including applicant appeal rights can be found on the Civil Service Commission website at you have any questions regarding this recruitment or application process please contact the exam analyst Verilyn Byrd at Be sure to include the recruitment ID E2P-1840- E10156 in your subject line.  Thank you.

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.