Exempt to Permanent - MANAGEMENT ASSISTANT (1842) - Citywide (E10157)

1842 MANAGEMENT ASSISTANT JOB DESCRIPTION

Under general supervision the Management Assistant performs professional-level administrative and/or management duties in a variety of functional areas such as: office/operations management; budget development administration and fiscal reporting; development and administration of contractual agreements and grants; and evaluation and development of management policies and procedures including evaluation of impact of existing and proposed legislation.

Supervision Exercised: May supervise assigned clerical technical and subordinate professional staff.

Essential Functions: Essential functions of the 1842 Management Assistant class include but are limited to the following:

1. Manages or assists in management of the resources and staffing of an office section operation or program; monitors available budget and maximizes use of existing staff and re-sources for office program or section; recommends changes in staffing and/or acquisition of equipment/materials; oversees various staffing and personnel-related functions; over-sees purchasing billing and inventory control; coordinates building security maintenance and utilization of space.

2. Manages or assists in management of the functions of an office section operation or pro-gram; plans prioritizes and schedules workload delegating specific tasks as necessary to subordinate staff; coordinates and oversees clerical and technical support activities; monitors productivity and evaluates outcomes; compiles and produces a variety of status reports for management; ensures compliance with established departmental policies procedures and goals as well as legal requirements and regulatory mandates.

3. Supervises or assists in supervising the work of assigned staff; plans assigns directs and reviews work; monitors and evaluates performance of subordinate personnel; completes performance appraisals and counsels employees; fosters cooperation and teamwork amongst staff; provides training and aids in staff development.

4. Coordinates or assists in coordinating work and/or planning functions with other offices programs or sections to meet established goals and objectives; acts as liaison and pro-motes good working relationships with other offices programs sections and departments; addresses or assists in addressing issues relevant to assigned office program or section with departmental personnel representatives of other departments and outside agencies and members of the public; arranges meetings and assists in development of agenda; participates in department meetings including making presentations; may represent department at meetings and hearings on specific issues.

5. Performs and/or assists management in a variety of research and reporting functions; identifies issues; consults with departmental personnel and other individuals/experts; evaluates proposals information and documentation from a wide variety of sources; conducts surveys and needs assessment; gathers compiles and analyzes statistical and other data; writes reports and prepares documentation for evaluation by management and/or administrative staff; presents reports and data including formal presentations to groups.

6. Assists in development of policies procedures and work practices of an office program operation or section; reviews and evaluates existing policies procedures and work practices; consults with managers administrators and other staff; reviews and evaluates the effect of proposed and existing legislation regulations and law on organizational structure and operations; assists in development and implementation of changes to policies and procedures in compliance with overall City/departmental policies and goals.

7. Assists in budget development resource planning and fiscal reporting; assesses staff and resource needs of office program section based on research and consultation with man-agers and administrative staff; assists in review of budget requests from departmental man-agers; assists in development of annual departmental budget; monitors revenues and/or expenditures and reconciles accounts; assists in fiscal/financial analysis; gathers information and writes or assists in writing reports related to budget fiscal resource and staffing issues.

8. Assists in development implementation and administration of competitive bid processes and contractual agreements; assists in the development of language and specifications; prepares or assists in preparing contractual documents; assists in preparation of requests for proposals and bid solicitation; consults with departmental staff to ensure that depart-mental requirements are accurately described; assists in evaluation of bid information pro-vided by contractors/vendors; assists in establishment and maintenance of contractual relationships; assists in monitoring and enforcement of legal agreements to ensure compliance.

9. Assists in the monitoring and oversight of grants received by department; prepares or assists in preparing grant proposals; reviews funding limitations and other requirements specified by grantor; assists in monitoring departmental expenditures to ensure funding limitations are not exceeded; assists in monitoring other criteria to ensure compliance with standards required by grantor.

1842 Management Assistant - Job Related and Essential Qualifications:

• Knowledge of: the principles procedures and legal standards utilized in a variety of management and administrative functions such as supervision and/or management of an office pro-gram operation or section or facility; budget planning and development; financial/fiscal monitoring and reporting activities; evaluation and development of management policies and procedures; evaluation of existing and proposed legislation and regulatory mandates; development and administration of competitive bid processes and contractual agreements; and grant over-sight and monitoring.
• Ability or Skill to: identify gather and evaluate information from a variety of sources; formulate logical conclusions and develop effective courses of action and/or recommendations; use computer applications including e-mail word processing spreadsheets databases and the internet to prepare correspondence reports and other documentation extract and process information and create and maintain records; prepare clear accurate and well-organized reports memos and correspondence; speak clearly and concisely in order to effectively express ideas and communicate work-related information to a variety of individuals and groups; listen ask appropriate questions and effectively elicit information; establish and maintain effective working relation-ships with staff officials and the general public; respect right of privacy and exercise discretion; interpret and apply established management and supervisory principles policies and procedures; plan assign train direct and monitor the work of assigned staff; evaluate performance and counsel employees; effectively utilize existing staff and resources; plan and direct the functions of a program office or section; prioritize and organize multiple assignments and projects; exercise sound judgement and appropriately refer issues to managers/administrators; coordinate work and functions with other offices programs or sections; ensure compliance with established policies and procedures; and facilitate attainment of established goals and objectives.

Qualifications :

1842 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: One (1) year full-time equivalent experience performing professional-level 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.

• Education Substitution: Additional qualifying experience performing professional-level administrative duties in functional areas such as: program/office/operations management budget development and/or ad-ministration or contract/grant administration may substitute for the required education on a year-for-year basis. One (1) year (2000 hours) of additional 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 1842 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 1842 Management Assistant classification and
• Have continuously worked a minimum of 2080 hours (equivalent to one full-time year) in the 1842 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.     

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-1842- E10157 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.