1840 - Junior Management Assistant

Recruitment #TEX-1840-902149

Introduction

 

This recruitment has been re-opened and the filing deadline has been extended to accept additional applications. The new filing deadline is 5:00 PM on Tuesday, May 30.

 

Job Description

 

Employee Relations Division

1840 Junior Management Assistant

(temporary)

 

The Department of Human Resources knows people are the City’s greatest asset. We want to ensure all employees are consistently treated with fairness and respect. That’s why we work with the unions representing the City’s 30,000 employees on wages, hours, and working conditions. These labor partnerships take a lot of communication and cooperation to be effective. Is your heart in supporting and empowering others?  Are multitasking and organization in your bones? If you like a lot of team spirit and a fast pace, this is the job for you!

 

The Department of Human Resources (DHR) Employee Relations Division

Almost every employee at the City and County of San Francisco is represented by a labor union. DHR’s Employee Relations Division negotiates all labor contracts with these unions, ensures departments implement the labor contracts and laws correctly, and responds to employees who think their rights have been violated. Communication is key and beneficial to strengthen partnerships between the City’s labor organizations, departments, and employees to ensure everyone’s workplace is safe, fair, and positive.

 

What you’ll be doing:

The Junior Management Assistant is the main support for the Employee Relations Division. Everything that comes through the division needs to be documented, organized, and tracked. Multiple things are happening simultaneously and time is of the essence, so you will be the main hub for information and will keep things running smoothly.

 

Here are examples of what you will be doing:

  • Maintaining and tracking multiple databases.
  • Tracking deadlines for grievances, information requests, and other critical matters.
  • Receiving, processing, and routing division correspondence, calls, and grievances.
  • Coordinating logistics and scheduling.
  • Drafting, proofreading, and editing documents and correspondences.
  • Preparing reports.
  • Filing, note-taking, tracking inventory, and related administrative tasks.

We’re looking for someone who:

  • Keeps cool: The pace is fast and the team will depend on you to keep them on track.
  • Is an exceptional communicator: Whether it’s an email, report, or a phone call, you have to be clear and professional.
  • Takes initiative: We want you to lean forward in your thinking and take action when you see the opportunity.
  • Has five stars in customer service: You will need to be responsive and proactive when addressing internal and external customers.
  • Can keep all of the plates spinning: The team will be throwing a lot of plates up, but you will know exactly how to keep them all in the air.
  • Is a detail oriented professional with strong organizational skills: The stakes are high, and every deadline, meeting, and file is important! There are laws and contracts to be upheld, and your precision will be relied upon heavily.
  • A team player: It is critical to maintain positive working relationships with our unions and departments, so we expect our team members to model that respect and cooperation when working with each other.

A few reasons you might love this job:

  • You will empower those around you and will be appreciated and trusted for your dependability.
  • You will work with a close-knit team of people who are passionate and supportive.
  • You will have opportunities to develop your knowledge, skills, and abilities.
  • You will work in a department with integrity, which trusts, engages, and values its employee.

 

 

 

 

 

 

 

 

 

 

 

 

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.

Desirable Qualification

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

  • Ability to use electronic filing and records management system
  • Previous experience in a fast-paced office environment
  • Exceptional written and oral communication skills

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. 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

A college transcript is REQUIRED at the time of filing and must be attached to the online application. See the "How to Apply" section for more information. If you are substituting experience for the education requirement, you do still need to submit a transcript for 60 credits, and be sure to comprehensively document your relevant experience on your application. Verification will be required later in the 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.

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
  • You will be required to fill out a short supplemental questionnaire that will be used to screen for the minimum qualifications.

A college transcript is REQUIRED at the time of filing and must be attached to the online application. Late or incomplete submissions will not be considered. Mailed, hand delivered or faxed documents/applications will not be accepted. You may submit an unofficial copy for the screening of the minimum qualifications, as long as the course names and credit hours are clearly listed. An official copy may be requested at another point in the process. If you are substituting experience for the education requirement, you do still need to submit a transcript for 60 credits, and be sure to comprehensively document your relevant experience on your application. Verification will be required later in the process.

To attaché and submit a TRANSCRIPT using the online application:

  • Select the “Resume” tab in the online application
  • Follow instructions given on screen - You may copy and paste a plain text resume, but use the "Upload Resume" button to submit your transcript.

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, Vanessa Braasch, by telephone at 415-557-4818, or by email at Vanessa.braasch@sfgov.org.

Selection Procedures

Applications will be screened for relevant qualifying experience through the application and a supplemental questionnaire. A college transcript is REQUIRED at the time of filing and must be attached to the online application. See the "How to Apply" section for more information. If you are substituting experience for the education requirement, you do still need to submit a transcript for 60 credits, and be sure to comprehensively document your relevant experience on your application. Verification will be required later in the process. Additional screening mechanisms may be implemented in order to determine candidates’ qualifications. These may include application screening for desirable qualifications, an interview, and/or a written exercise. Applicants meeting the minimum qualifications are not guaranteed advancement to the rest of the selection process.

The application procedure is in compliance with the Americans with Disabilities Act, if you need assistance to participate in this recruitment, please contact the analyst at (415) 557-4818. Notification in advance will enable the department and County to evaluate arrangements to reasonably accommodate your need.

THE CITY AND COUNTY OF SAN FRANCISCO IS AN EQUAL OPPORTUNITY EMPLOYER. MINORITIES, WOMEN AND PERSONS WITH DISABILITIES ARE ENCOURAGED TO APPLY.

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 applying 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 applying 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

APPOINTMENT TYPE: Temporary Exempt. This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer for a period of up to two (3) years.

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 athttp://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.

Exam Type:  E
Issued:  Month, Day, Year
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: TEX-1840-902149
HRD/VB/415-557-4818

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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