Manager I

Executive Assistant to the Chief of Fire Department

Recruitment #PEX-0922-094757

Introduction

APPOINTMENT TYPE:  Permanent Exempt (PEX). This position is exempt from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer under San Francisco City Charter 10.104, Category 8, providing no more than one confidential secretary and executive assistant in each department and agency.

POSITION OVERVIEW:  Under administrative direction, incumbents in this class provide mid-level management functions in an operating department with responsibility for a section, program or defined functional area and may assume responsibility for one or more section(s) or operational area(s) or operationally-related services. 

In the San Francisco Fire Department, this position serves the dual role of Executive Assistant to the Chief of Department and Office Manager for the Office of the Chief of Department. This oversight includes the Office of the Operations Deputy Chief and the Fire Administrative Officer, with oversight and direction of up to three employees. The position operates in a fast-paced, high pressure environment with stringent deadlines and evolving priorities. 

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES:

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list. 

1.      As Executive Assistant to the Chief of Department, manages the Chief of Department’s complex and fluid daily calendar, including making, canceling and rescheduling appointments, meetings, conference calls, events and other official appearances. This task involves coordinating with various levels of staff from other City Departments, including Elected Officials, Boards, Commissions and Department Heads, as well as from corporations, non-profit agencies, community groups, media and other organizations.

2.      In preparation for the Chief of Department’s attendance at these appointments, meetings, conference calls, events and other official appearances, researches and assembles relevant materials, such as PowerPoint presentations, charts, tables, graphs and narrative reports.

3.      Develops schedules and agenda for year-round Staff Meetings, Labor Management Meetings, Employee Organization Meetings and Command Staff functions.

4.      Coordinates travel, conference registration and expense reimbursement arrangements for the Chief of Department.

5.      Organizes the Chief’s Interview component of entry-level uniformed hiring, including coordinating with the Background Investigation Unit on candidate status, maintaining databases with detailed candidate information and scheduling appointments.

6.      Work with members of the Command Staff regarding obtaining information; coordinating meetings; and confirming attendance at events.

7.      Serves as liaison between the Office of the Chief of Department and the Fire Commission, Mayor’s Office, Board of Supervisors, other City Agencies and the public; serves as the primary contact person for office-related issues.

8.      Reviews, researches and responds both verbally and in writing to complaints, inquiries, requests (including under Sunshine Ordinance) and other communications from other agencies and members of the public in a timely manner.

9.      Provides guidance and direction to staff members in the Operations Deputy Chief’s Office and Fire Administrative Officer unit.

10.   Coordinates with the City Attorney’s Office on settlement actions involving the San Francisco Fire Department.

11.   Researches MOU Provisions, Department Rules & Regulations, Administrative Code and City Charter pertaining to Departmental matters.

12.   Implements and updates policy for members of the Department, including distribution of General Orders.

13.   Assists with discipline procedure matters and timelines pertaining to the Firefighters Procedural Bill of Rights Act.

14.   Exercises confidentiality, sound judgment and prudent discretion in all aspects of the job.

Minimum Qualifications

The Minimum Qualification guidelines for management classifications can be referenced here. Please note, additional qualifications (i.e., desirable qualifications) may apply to a particular position and will be stated on the exam/job announcement.

 

1.      Possession of a Bachelor's Degree from an accredited college or university; AND

2.      Five (5) years of verifiable, professional experience of progressive responsibility and complexity in an Executive Assistant position, supporting a high-level manager in a medium to large-sized organization 

SUBSTITUTION: Additional qualifying full-time work experience (2000 hours equals one year) as described in #2 above may be substituted for up to two (2) years of the required education.  One year of work experience equals to 30 semester units/45 quarter units

 

DESIRABLE QUALIFICATIONS:

  • Proven experience handling confidential and sensitive information
  • Proven composure in demanding situations, including simultaneous completion of tasks with the same priority levels and deadlines
  • Must be flexible, resourceful and a quick learner in the performance of job tasks
  • Must demonstrate strong and effective interpersonal, communication and customer-service skills
  • Must be collaborative and a strong team player
  • Possess excellent analytical, planning and organizational skills with strong attention to detail
  • Possess intermediate knowledge of MS Office (Excel, Word, PowerPoint, Outlook) and database creation and management

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

  • Select the desired job announcement
  • Select “Apply” and read and acknowledge the information
  • Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
  • Follow instructions on the screen

Computers are available for the public (from 8:00 a.m. to 5:00 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, San Francisco.

Applicants may be contacted by email about this announcement 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 (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org).

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.

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.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Jesusa Bushong, by email at jesusa.bushong@sfgov.org.

 

Selection Procedures

Each qualified applicant’s application will be reviewed by Fire Department Executive Staff with regard to how well the applicant’s experience matches the requirements of the position.  Those candidates whose experience is determined to most closely match the requirements of the position will be invited to advance to an oral interview and/or performance exam.  Possession of the minimum qualifications does not guarantee advancement in the process, and the decision of the screening committee is final.

Conviction History

As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Benefits

All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.

 



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