SENIOR MANAGEMENT ASSISTANT (1844) - Multiple Departments Citywide (C00196)
- Full-time
- Certification Rule: Rule of the List
- Work Hours: Regular
- Job Code and Title: 1844-Senior Management Assistant
- Fill Type: Permanent Civil Service
- Eligible List Type: Combined Promotive and Entrance
Are you interested in supporting City departments to solve key City services such as homelessness, environmental sustainability, transportation, green spaces, or public safety? If you are passionate about making a difference at the local level, enjoy managing and administering things, and are a curious and open thinker, this position may be the right fit. The City and County of San Francisco is looking to hire multiple management assistants to be part of a workforce of nearly 40,000 staff and growing. This is a unique opportunity to gain direct insights into how San Francisco’s $14 billion budget is used to provide high‑quality services for residents, workers, and visitors.
San Francisco is a vibrant and dynamic city on the forefront of economic growth and innovation, urban development, arts and entertainment, and social change. Our employees play an important role in shaping the future of San Francisco and enhancing the quality of life for a diverse population of residents and visitors.
In addition to establishing a career with purpose and opportunity for professional growth, the City offers excellent benefits that include competitive salaries; medical, dental, and vision insurance; a defined benefit retirement plan; a deferred compensation plan; long‑term disability insurance; life insurance; and a generous paid time off package.
Senior Management Assistants perform difficult and complex 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, leases, and grants; evaluation and development of management policies and procedures; and management of department‑specific programs and functions. Related duties may be assigned.
Current City policy allows for hybrid work schedules. Staff must work on‑site some days each week and may arrange to work remotely on other days.
SENIOR MANAGEMENT ASSISTANT POSITION AND JOB RESPONSIBILITIES
- Manages the resources and staffing of an office, section, operation, or program: monitors available budget, maximizes use of existing staff and resources; recommends changes in staffing and/or acquisition of equipment/materials; oversees purchasing, billing and inventory control; coordinates building security, maintenance and utilization of space.
- Manages the functions of an office, section, operation or program: plans, prioritizes and schedules workload, delegating specific tasks as necessary to subordinate staff; coordinates and oversees clerical & 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.
- Supervises the work of assigned staff: plans, assigns, directs and reviews work; monitors and evaluates performance of subordinate personnel; completes performance appraisals and counsels employees; provides training and aids in staff development; fosters cooperation and teamwork among staff.
- Coordinates work and/or planning functions with other offices, programs, agencies, contractors, departments and members of the public to meet established goals and objectives: acts as liaison and promotes good working relationships with other offices, programs, agencies, contractors, departments and members of the public; addresses issues relevant to assigned office, program, operation or section with departmental personnel, representatives of other departments and outside agencies, and members of the public, including resolution of problems and complaints; arranges meetings, develops agenda and conducts meetings as needed; participates in department meetings, including making presentations; may represent department at meetings and hearings.
- Performs a variety of research and reporting functions: identifies issues; consults with departmental personnel and other individuals/experts; evaluates 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.
- Develops and/or recommends policies, procedures and work practices for an office, program, operation or section: reviews and evaluates existing policies, procedures and work practices; consults with managers, administrators and other staff; views and evaluates the effect of proposed and existing legislation, regulations and law on organizational structure and operations; develops/recommends and implements changes to policies and procedures in compliance with overall City/departmental policies and goals.
- Performs or assists in budget development, resource planning, and fiscal reporting: assesses staff and resource needs of office, program, operation or section based on research and consultation with managers and administrative staff; reviews budget requests from departmental managers; assists in development of annual departmental budget; monitors revenues and/or expenditures; performs fiscal/financial analysis; gathers information and prepares reports related to budget, fiscal, resource and staffing issues.
- Develops and administers contractual agreements; prepares and reviews proposals and bid solicitation; consults with departmental staff to ensure accurate description of requirements; evaluates bid information from contractors/vendors; establishes and maintains contractual relationships; monitors legal agreements to ensure ongoing compliance.
- Monitors and oversees grants received and/or disbursed by department: prepares grant proposals; reviews funding limitations and other requirements; monitors departmental expenditures to ensure funding limitations are not exceeded; monitors compliance of grants; creates panels that make recommendations for grant awards; may provide technical assistance to grantees to assure ongoing compliance with grant terms.
EDUCATION
Possession of a baccalaureate degree from an accredited college or university.
EXPERIENCE
Three (3) years 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
Additional qualifying experience in 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 additional experience will be considered equivalent to thirty (30) semester units or forty‑five (45) quarter units.
EQUAL EMPLOYMENT OPPORTUNITY
The City and County of San Francisco encourages women, minorities, and persons with disabilities to apply. Applicants will be considered regardless of sex, race, age, religion, color, national origin, ancestry, physical or mental disability, medical condition, HIV/AIDS status, genetic information, marital status, sexual orientation, gender identity, gender expression, military or veteran status, or any other protected category under the law.