Job Description

The Workforce and Economic Program Services (WEPS) is seeking a Management Assistant to support the Director of Workforce and Economic Program Services and the WEPS leadership team with the day-to-day operations of the team. The ideal candidate will be a proactive problem solver, have exemplary time management skills, possess experience prioritizing and making decisions, demonstrate the ability to be team player who can cultivate productive working relationships across the organization, and someone with a continuous improvement mindset. This position is particularly well suited for someone who is organized, detail oriented, and interested in understanding the overall work of the WEPS team.

Essential duties and responsibilities include but are not limited to:

1. Assist with research, analysis, compilation, and other related duties for the purpose of presenting findings.
2. Perform research, compile, and analyze information/data regarding a variety of administrative, management, fiscal and organizational issues.
3. In consultation with Director, management, and other staff members, assist in the review of existing and development and implementation of new policies, procedures, and work practices of the office and organization, to ensure best practices and compliance with overall City, State, Federal, and departmental goals.
4. Assist the Director in the development of presentations and reports for internal and external audiences.
5. Keep the Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
6. Coordinate scheduling and calendar management for the Director, and other members of the leadership team, and support with communications, including email, mail, phone calls and meetings.
7. Manage daily office functions, including ordering of supplies, organization and space utilization, document retention and occasional events management support.
8. Schedule, prepare for and attend meetings, including agenda preparation, invitations, follow ups and minutes.
9. Support with administrative functions such as time off management and timecard approvals.
10. Assist with procurement and contractual management for organizational needs, including office supplies, consultant support, and other related contracting requirements.
11. Support in hiring and onboarding of new employees.
12. Assist with administrative duties for other team members as needed.
13. Routinely perform a wide variety of support duties.

Qualifications

Minimum Qualifications:

Education: Possession of a Baccalaureate Degree from an accredited college or university.

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.

Substitution:

Additional 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 additional qualifying experience will be considered equivalent to thirty (30) semester units or forty-five (45) quarter units.

One year of full-time employment is equivalent to 2000 hours. (2000 hours of qualifying work experience is based on a 40-hour work week.) Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time employment.

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

Desirable Qualifications:

The ideal candidate may have a demonstrated track record and the following desirable qualifications. The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring.

• Experience with research and writing for public audiences.
• Experience with review and implementation of organizational policies.
• Experience with calendar management.
• Creative problem-solving skills.
• Eagerness to learn and willingness to take initiative.
• Open to increased opportunity and skillset improvement.
• Position will provide possibility for growth and mentorship for candidates expressing interest.

** Verification of Education and Experience:**

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Education verification information on verifying foreign education credits or degree equivalency, can be found at How to Verify Education Requirements | Department of Human Resources (sfdhr.org).

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.

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. 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 lower scores.

Additional Information

• Information About The Hiring Process
• Conviction History
• Employee Benefits Overview
• Equal Employment Opportunity
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.

• Select the “Apply Now” button and follow instructions on the screen

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 updated. 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, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

Applicants will receive a confirmation email from notification@smartrecruiters.com 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.

Job Analyst Information: If you have any questions regarding this recruitment or application process, please contact the job analyst, Sari Mix at SMix@sfwater.org.

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.