1840-Junior Management Assistant (Deputy Director Executive Assistant) – Department of Building Inspection (1840 TEX)

Under supervision the Junior Management Assistant (Deputy Director Executive Assistant) performs general administrative and/or management functions with rotating assignments.

In support of the DBI Strategic Plan and the Permit Services Division the Deputy Directors Executive Assistant plays a vital role in assisting with the management of scheduling communications administrative tasks and ensuring efficient operations within the Permit Services Division.

1. Manage Executive Schedule(s)- Organize and maintain calendars schedule appointments and coordinate meetings to optimize the best use of the Deputy Directors time. Under the leadership of the Deputy Director maintain appropriate standing meeting agendas follow up with minutes and prepare presentations as needed for communications during meetings.
2. Communications Management- Prioritize delegate when appropriate and respond to emails and phone calls acting as a liaison between the Deputy Director and internal/ external stakeholders.
3. Document Preparation- Prepare reports presentations meeting documentation ensuring all materials are accurate and professionally formatted.
4. Meeting Coordination- Organize and take notes during meetings ensure follow-up on action items and maintain records of discussions and decisions.
5. Administrative Support- Handle various administrative tasks such as keeping well-organized computer files and maintaining set-ups for staff transitions departmental memberships or other needs to support the daily operations of the Deputy Director.
6. Research and assist with policy documentation in creating memo outlines under an agreed format for Deputy Director editing approval and distribution.
7. Performs related duties and responsibilities as assigned.

KNOWLEDGE SKILLS AND ABILITIES

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 :

These minimum qualifications establish the education training experience special skills and/or license(s) which are required for employment in the classification.

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

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.

Additional Information :

All job applications for the City and County of San Francisco must be submitted through our online portal. Please visit  begin your application process. No other methods of application will be accepted. Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

Computers are available for the public (9:00 a.m. to 4:00 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 and at the City Career Center at City Hall 1 Dr. Carlton B. Goodlett Place Room 110.

Ensure your application information is accurate as changes may not be possible after submission. Your first and last name must match your legal ID for verification and preferred names can be included in parentheses. Use your personal email address not a shared or work email to avoid unfixable issues.

Applicants may be contacted by email about this recruitment 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 (@ @ @ @ @ @ @ @ @ @ @ @ @ @ and @).

Upon successful submission applicants will receive a confirmation email from . Keep this email for your records. If you do not receive it your application was not submitted successfully.

Recruitment Analyst Information: If you have any questions regarding this recruitment or application process please contact the analyst Mia Sutanto via email at 

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.

Remote Work :

No

Employment Type :

Full-time