1844 Senior Management Assistant

Operations Executive Assistant

Recruitment #PEX-1844-903312

Introduction

Please apply immediately as this announcement may close at any time

 

Appointment Type:

This is a permanent exempt appointment. Exempt employees are considered "at will" and serve at the discretion of the appointing officer.

Department Description:  

The San Francisco Health Service System (SFHSS) is the City and County department that negotiates and administers health and related non-pension benefits for HSS members including health, dental, vision, and other benefits that may be available to City and County employees, such as life and disability insurance.  SFHSS serves over 120,000 employees, retirees and dependents. Participating employers include the City and County, the SF Unified School District, City College of San Francisco and the San Francisco Superior Court. SFHSS also leads and coordinates well-being programs and services for SFHSS members. SFHSS is dedicated to providing outstanding health and other employee benefits to its members while adhering to the highest standards of customer service. For more information please visit:  http://sfhss.org/

Our Mission

The SFHSS is dedicated to preserving and improving sustainable, quality health benefits and to enhancing the well-being of employees, retirees and their families.

Position Description:

The SFHSS Operations Executive Assistant is responsible for providing executive support to the Chief Operating Officer / Deputy Director with a wide range of analytical and administrative duties. This position is the Deputy Director’s confidential assistant; Performs difficult and sensitive administration work involving a high degree of responsibility for contact with benefit administrators, Government officials, retirees, employees and dependents; Determines and audits SFHSS benefits enrollment and eligibility by applying established rules and guidelines; Analyzes data and creates difficult and complex reports for the Deputy Director using Microsoft Excel, Powerpoint, Word and Sharepoint; Coordinates and follows up with vendors and other departments on collaborative projects as well as monitors established project goals; Supervises clerical staff and delegates work as required; Reviews staff performance for quality and consistency and coaches subordinate staff in order to improve their overall performance; Oversees inventory management including benefits communication collateral; Maintains budget requests and balances for the Operations Division; Manages confidential staffing records for entire agency; Provides general facility support.

Minimum Qualifications

Education:

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 fields, or other subject areas closely related to SFHSS programs and functions; AND

 

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: Applicants may substitute up to 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.

 

Desirable Qualifications:

·         Experience in employee benefits administration

·         Advanced Microsoft Excel, Powerpoint, Word, Access, and Sharepoint skills and ability to train in these programs

·         Expert knowledge of PeopleSoft HCM 9.2

·         Knowledge of Salesforce

·         Excellent writing and proofreading skills

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, @famsf.org, @ccsf.edu).

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, Shannon Nishimura-Chiu, by telephone at 415-557-4949 or by email at Shannon.Nishimura@sfgov.org

Verification:
Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. 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/index.aspx?page=456

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.

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.

Conclusion

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.

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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