1840 - Junior Management Assistant

Recruitment #TEX-1840-090618

Introduction

1840 - Junior Management Assistant

TEX-1840-090618

Appointment Type: Temporary-Exempt (TEX) appointment, full time position not to exceed three (3) years. This position is excluded by the Charter from the competitive civil service examination process, is considered “at will”, and shall serve at the discretion of the appointing officer.

Who are we?
San Francisco Public Utilities Commission (SFPUC)

Headquartered in San Francisco, we have 2,300 employees working in seven counties with a combined annual operating budget of over $900 million.

Our Mission: To provide our customers with high quality, efficient, and reliable water, power, and wastewater services in a manner that values environmental and community interests and sustains the resources entrusted to our care.

Our Vision: We are an innovative utility leader, recognized for excellent results in service, safety, stewardship, and inclusiveness.

We are an award-winning and industry-leading utilities organization committed to our customers, community interests, and the environment. To learn more about our organization, please visit our website at www.sfwater.org

We are proud of our infrastructure and programs, but most importantly, we value our highly qualified and dedicated workforce which ensures that this vision becomes a reality. As you explore career opportunities with us, download our career guide and learn about what you can expect during the hiring process.

Work Location: 1000 El Camino Real, Millbrae, CA 94030

Project: Cross-Connection Control Program (Click here to learn about the program)

Position Description

Under the direction of the SFPUC’s Water Supply & Treatment Division (WSTD) Administrative Section manager, the 1840 - Jr. Management Assistant will be assigned to the Cross Connection Project and will fully cross-train in all the divisions administrative functional areas with initial focus on purchasing and accounts payable. The incumbent in this position will maintain preparedness to train other staff and to provide backup as a lead and/or supervisor as needed. The incumbent will take on a mediatory and consultative role across these areas in addition to providing ongoing project assessment, which shall be particularly crucial to the successful implementation of the aforementioned special projects, particularly during the upcoming period of management transition within the division. Represents the City positively by being efficient, professional, accountable, and courteous in all interactions with City vendors, staff and other City employees. Steady, stable, and precise execution of procurement and payment as well as all the administrative functions for the project are fundamental to WSTD.

Essential Duties

1. Performs administrative functions in the areas of contract development and office support services. Will support the purchasing and payables unit by planning, coordinating, supervising or evaluating the activities of assigned staff in order to accomplish departmental goals relating to the project. 

2. Assists in the preparation of Purchasing and Accounts Payable reports by monitoring project expenditures; reconciling accounts, gathering information, and preparing reports to ensure compliance with City and departmental policies, rules and regulations. 

3. Verifies that project invoices and supporting documents of purchases match purchase orders for accurate receiving in PeopleSoft; Performs receipt entry in PeopleSoft and maintains records of entered receipts for future reference and quality assurance; Reconciles discrepancies and resolves on corrective action through communication and coordination with requesters, suppliers, Warehouse staff and Finance.

4. Prepares project invoices and supporting documents for submission in PUC's "AP Go Paperless site." Payment types include purchase orders, direct payment requests, and direct vouchers.

5. May supervise and evaluate clerical and technical support staff by delegating and reviewing project work assignments and coordinating duties to ensure that procedures, policies and regulations are followed.

6. Gathers, compiles, analyze project data and prepares reports using database programs, spreadsheets, various word processing applications, compile and analyze statistical data, conduct web pages research, and prepare reports as requested.

7. Assists in the development and recommends changes to rules, regulations, policies and procedures by proposing and reviewing provisions and evaluating the effect of proposed regulations administrative functions relating to the project.

8. Performs other administrative functions as necessary and as assigned.

Equal Employment Opportunity: 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.

Minimum Qualifications

If you are interested in a job like this, we are looking for people that have the following:

  1. 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.

Desirable Qualification:

  • Experience with Accounts Payable and Purchasing.

The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring. 

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

Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process.

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.

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.

Verification of required work experience typically must be on the employer’s letterhead, and must include the applicant’s name, job title, description of job duties, dates of employment, hours per week, and signature of the employer, supervisor, or appropriate representative.

Employees of the City and County of San Francisco may submit performance evaluations showing duties performed to verify qualifying City experience. City employees will receive credit for the duties of the class to which appointed. Credit for experience obtained outside of the employee's class will be allowed only if recorded in accordance with the provisions of Civil Service Commission Rules. CCSF employees will not receive credit for experience obtained outside of their classification unless recorded in accordance with the provisions of the Civil Service Rule 110.9.1/111A.11.2.

Experience claimed in self-employment will only be accepted if supported by documents verifying income, earnings, business license and experience comparable to minimum qualifications above. Copies of income tax papers or other documents listing occupation and total earnings must be submitted.

Verification of required valid licensure/certification typically must be a photocopy of the license/certificate including the name of the issuing agency as well as the name of the license/certificate holder, license/certificate number, and expiration date.

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit http://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 result in lower scores. If you have any questions regarding this recruitment or application process, please contact the exam analyst, Danny Wan, by telephone at 415-554-1648 or by email at dwan@sfwater.org.

Selection Procedures

Only those candidates who most closely meet the needs of the Department will be invited to continue in the selection process. Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps 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 selected as a finalist, 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

Reasonable Accommodation Request: Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at: http://www.sfdhr.org/index.aspx?page=20#applicantswithdisabilities

Veteran’s Preference: Information regarding requests for Veterans Preference can be found at: https://sfdhr.org/veterans-preference

General Information concerning City and County of San Francisco Employment Policies and Procedures: http://www.sfdhr.org/index.aspx?page=20

Copies of Application Documents: http://www.sfdhr.org/index.aspx?page=20#copies

Right to Work: http://www.sfdhr.org/index.aspx?page=20#identification. 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:  June 11, 2019
Micki Callahan, Human Resources Director
Department of Human Resources
Recruitment ID: TEX-1840-090618
PUC - DW (415) 554-1648

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.

 



Powered by JobAps