1840 Junior Management Assistant

Recruitment #PEX-1840-091831

Introduction

1840 Junior Management Assistant

Department of Public Health

APPOINTMENT TYPE: Permanent Exempt (PEX): This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer, and the duration of the position shall not exceed 36 months.

The San Francisco Department of Public Health (DPH) is accepting applications for one (1) full time PEX position in class 1840 Junior Management Assistant to work at the DPH Information Technology (IT) Division.  

The San Francisco Department of Public Health (DPH) Information Technology (IT) Division is responsible for supporting information technology needs for the acute, long term care and healthcare clinics throughout San Francisco and on the Zuckerberg San Francisco General Hospital (ZSFG) and Laguna Honda Hospital (LHH) campuses. The IT organization is responsible for the ongoing support and maintenance of the infrastructure and application which support these institutions, along with the implementation of new services and applications that are used to support and further the mission of promoting and protecting the health of all San Franciscans.

The qualified applicant pool may be utilized to fill future PEX vacancies in this class at other locations within DPH.

POSITION DESCRIPTION:
Under supervision, the Junior Management Assistant, performs general administrative and/or management functions to support the administrative needs of the IT Division. This position must exercise judgment in selecting and applying established policies and procedures, and in determining when to escalate issues to their supervisor. The ideal candidate must also have the ability to prioritize work and follow general instructions provided by the supervisor. The Junior Management Assistant uses a variety of computer software and systems to perform duties. This position may also supervise and evaluate clerical and technical support staff. 

The essential job functions include but are not limited to the following:

  • Prepares agenda items, attends department meetings, and/or makes presentations at various types of business meetings on behalf of the department. May assist in scheduling of some of those meetings;
  • Performs administrative functions in the areas of operations, budget, and/or office management/support services by planning, coordinating, supervising and/or evaluating the activities of assigned staff in order to accomplish departmental goals;
  • Coordinates clerical & technical support activities by assigning and evaluating a variety of clerical/administrative functions, such as, data processing, inventory control, distributing or reproducing reports, performing personnel, purchasing & billing functions, invoices, statements, coordinating building security and maintenance, and facilities management;
  • Gathers, compiles, analyze data and prepares reports using database programs, spreadsheets, various word processing applications, and statistical techniques to conduct surveys, needs assessments, evaluation reports, compile and analyze statistical data, conduct web pages research, and prepare reports for program evaluation;
  • Manages office support activities, i.e., coordinate additional building access for new employees/contractors; assist with requesting equipment/supplies for new employees/contractors; Key logs for office/parking card logs; coordinate return of equipment for exiting employees; and office space planning; 
  • Liaison with DPH Fleet Committee to ensure DPH IT is in compliance with Departmental and Citywide Vehicle Use Policy;
  • Ensure required trainings and business used agreements are completed and kept up to date for all IT Fleet vehicle operators;
  • Communicate Quarterly GPS data for IT Fleet vehicles, including random audits of Fleet vehicle GPS location. This includes speeding violations, tickets, inappropriate vehicle use, and accidents;
  • Coordinate procurement of supplies and equipment, as needed;
  • Assist with Telecommunications clean up project for Central Admin (non-hospitals); and
  • Assist with the processing and follow-up of various wireless phone/mifi/circuit request.

The Junior Management Assistant performs other related duties and responsibilities as assigned.

 

Minimum Qualifications

Possession of a baccalaureate degree from an accredited college or university with major coursework in public or business administration, accounting, finance, economics, social sciences, education, or related field, or other areas closely related to specific department program or function.

Substitution: May substitute up to two (2) years of the required education with additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.

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

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.

  • Willingness to uphold/abide by ZSFG’s ICARE (I-Introduce, C-Connect, A-Ask, R-Respond, E-Exit) philosophy for employee and patient interactions: https://zuckerbergsanfranciscogeneral.org/about-us/.

Verification of Experience: http://sfdhr.org/getting-job#verification Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process.

Verification of Education: If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/how-verify-education-requirements

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.

How To Apply

Applications for City and County of San Francisco jobs are ONLY being 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).  

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.                                                                          

If you have any questions regarding the application process, please contact the analyst, Juliette Soto, by telephone at 415-554-2915, or by email at Juliette.Soto@sfdph.org.

If you have any questions regarding the position, please contact Jennifer Tran by telephone at 415-355-2006, or by email at Jennifer.Tran@sfdph.org

Selection Procedures

SUPPLEMENTAL QUESTIONNAIRE (WEIGHT: QUALIFYING)

Candidates will be prompted to complete a Supplemental Questionnaire as a part of the online employment application. The Supplemental Questionnaire is a self-report checklist that is designed to evaluate if candidates meet the minimum qualifications for this position.  

The selection process will include evaluation of applications in relation to minimum requirements. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet needs of the Department will be invited for an interview.  

Applicants meeting the minimum requirements are not guaranteed advancement in the selection process.

Conviction History

As a finalist 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 finalist. 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.

Conclusion

Statement on Equity, Diversity, and Inclusion: At the City and County of San Francisco, we share a commitment to a diverse, inclusive and equitable community. Each member of our organization is responsible and accountable for what they say and do to make San Francisco an inclusive and equitable place to live and work by employing fair and just practices to and for all.

Licensure/Certification/Registration: Valid licensure/certification/registration as a requirement to perform the job must be kept current throughout length of employment. Failure to demonstrate/show proof of possession of required valid licensure/certification/registration may result in dismissal and/or termination of employment.

Note on Personal Protective Equipment (PPE): Some positions in the Department of Public Health will require the use of personal protective equipment (PPE), including but not limited to gloves, gowns, eye and face protection, and face-fitting respirators. The requirement for the use of PPE may come on short or no notice. Facial hair or any condition that interferes with a face-fitting respirator’s seal (i.e. comes between the sealing surfaces of the respirator and the wearer’s bare skin) is not permitted when face-fitting respirators are worn, including during initial or periodic respirator fit-testing.

Employees who choose not to shave and do not have either American Disabilities Act (ADA) or Equal Employment Opportunity (EEO) Accommodations do not have the right to alternate work assignments or the option of using a loose-fitting Powered Air Purifying Respirator (PAPR) in place of a FaceFitting Respirator.  

Medical Examination/Drug Testing: Prior to appointment, at the Department's expense, applicants may be required to take a tuberculosis (TB) screening test, a medical examination and/or drug test. 

General Information concerning City and County of San Francisco Employment Policies and Procedures: Important Employment Information for the City and County of San Francisco can be obtained at http://sfdhr.org/information-about-hiring-process or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents:Applicants should keep copies of all documents submitted, as these will not be returned.

Right to Work: All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

Requests: Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at: 
http://sfdhr.org/information-about-hiring-process#applicantswithdisabilities

Exam Type:  E
Issued:  February 8, 2019
Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-1840-091831
DPH/JS/415-554-2915/DHR POS 01020442

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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