1842 Management Assistant

Recruitment #PEX-1842-100810



Location: City College of San Francisco, Strong Workforce Department, 50 Frida Kahlo Way, San Francisco, CA 94112
Contact (For more information regarding this posting): Alina Varona, Administrator, 415-452-5597, avarona@ccsf.edu
Position Type: Permanent-exempt. Exempt employees are considered "at-will" and serve at the discretion of the employer.
Work Schedule/Load: One (1) full-time, 40 hours per week, full year position.
Position Description:
Under general supervision, the Management Assistant performs 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 and grants; and evaluation and development of management policies and procedures, including evaluation of impact of existing and proposed legislation.
Job Duties:
1. Prepare comprehensive Workforce and Career Education grant fiscal reports of total allocation for CCSF.
2. Research and analyze all budget requests from funded programs and other data.
3. Monitor expenditures, funding availability and requisition status.
4. Facilitate necessary budget revisions and adjustments to serve changing needs and priorities of the department.
5. Serve as liaison between the Workforce Development Office, different CCSF programs, and the District Business Office to assist and direct departments on how to prepare and submit financial forms or statements related to Workforce and Career Education grants.
6. Create and manage an accounting database to comply with various State and Federal Report requirements.
7. Participate in project management for accountability.
8. Prepare agenda and other items as may be required for Board meetings.
9. Develop forms, gather data, and compose departmental correspondence related to the grant activity and compliance.
10. Assess departmental needs for services, equipment, materials and supplies.
11. Manage procurement, maintenance and repair of equipment and supplies, as well as all related billing transactions.
12. Provide technical assistance to department staff.
13. Respond to inquiries from departments regarding availability, access procedures, and other requirements related to Workforce and Career Education grant funds.
14. Train and supervise clerical staff.
15. Manage grant budget summaries and budget transfer forms, staff and faculty timesheets, faculty and classified assignment hiring forms, requisition for supplies and equipment, travel order and expense reimbursement, contracts for professional services, etc.
16. Train and lead the work of other support staff and student workers, including recommendation of timelines, reviewing completed work, and guiding staff on modifications to existing procedures.
17. Review office workflow for efficiency and make recommendations for modifications, including planning, creating, and implementing new and modified processes and procedures.
18. Perform other job-related duties as required.

Minimum Qualifications

Minimum Qualifications
1. Possession of a Baccaulaureate Degree from an accredited college or university with major coursework in public or business administration, accounting, finance, economics, social sciences, education or related fields, or other subject areas closely related to a specific departmental program or function; AND
2. One (1) year 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: Applicants may substitute up to 2 years of 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.
Note: Work expensive with the District as a College Work Study Student or Job Aide (3591 Classification) will not be considered or applied as qualifying experience. 
Desirable Qualifications:
1. Excellent communication skills, including experience with and commitment to customer service in diverse community.
2. A year of educational institution operations experience.
3. Experience working with budgets, in addition to ability to analyze and interpret policies, procedures, and regulations.
4. Proficiency in using computers and familiarity with PC and Microsoft Office. Experience using word processing, spreadsheets, and databases.
5. Experience relevant to supporting the planning, coordination and implementing a variety of program activities and events, including an ability to self-motivate, to multi-task, and to work in a fast-paced environment.

How To Apply

Application Procedure
To be considered for this position, the following materials must be submitted by the filing deadline. Please refer to the City College website to access this application: http://jobs.ccsf.edu/postings/4321 
Applications filed without the required documents will be rejected. NOTE: THE EMPLOYMENT HISTORY PORTION OF APPLICATION MUST BE COMPLETED.
1. Completion of online application (start by clicking on "Apply for this Position" button at the bottom of this page http://jobs.ccsf.edu/postings/4321); AND
2. A letter expressing interest in the position specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this announcement and identifying the department above; AND
3. A current resume summarizing educational background and related work experience; AND
4. Educational verification as stated below:
Verification of qualifying education must include copies of transcripts, diplomas, or certificates posting your degree(s) and major(s). If verification cannot be obtained, the applicant must submit a signed statement with the application explaining why such verification cannot be obtained. Request for waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization, before an application can be processed. Please contact the City College of San Francisco Human Resources Department (Silvia Yuan, spyuan@ccsf.edu or 415-452-7731) for evaluation sources. Failure to submit the required verification or request for waiver with the application at the time of filing will result in rejection of the application. 
Verification of Experience:
Verification may be requested at any time during this recruitment and selection process. If requested, verification of experience needed to qualify must be submitted on the employer's letterhead and indicate the name of the applicant, job title, dates of employment, hours/week, and duties performed and must be signed by the supervisor and/or appropriate company representative. 
Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement with the application explaining why verification cannot be obtained. Waiver requests will be considered on a case-by-case basis. Failure to submit the required verification or request for a waiver at the time of verification is requested may result in the rejection of the application. 
Applicants will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine applicants' qualifications. Only those applicants who most closely meet the needs of the Department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.

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.


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.

Issued: October 16, 2019
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-1842-100810
SFCCD/ SY / 415-452-7731


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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