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THIS IS A CITYWIDE RECRUITMENT FOR CURRENT CITY EMPLOYEES ONLY

This is an Exempt to Permanent recruitment in accordance with Class-Based Test (CBT) Civil Service Rules. This recruitment is restricted to current exempt employees of the City and County of San Francisco, San Francisco Unified School District, or San Francisco City College, working within the 1844 Senior Management Assistant classification.

ABOUT THE CITY AND COUNTY OF SAN FRANCISCO:

San Francisco is a vibrant and dynamic city, on the forefront of economic growth & innovation, urban development, arts & entertainment, as well as social issues & change. This rich tapestry of culture and ideas is sustained by our City's commitment to heighten the quality of life for the diverse population of San Franciscans and residents of the greater Bay Area. Our employees play an important role not only in making our City what it is today, but also in shaping the future of San Francisco.

SENIOR MANAGEMENT ASSISTANT 1844 (E10158) RECRUITMENT

+ Application Opening: Friday, August 1, 2025

+ Application Deadline: The last day to apply for this job is August 15, 2025.  The job ad will close 12:00 AM 8/16/2025.

+ Salary Range: $110,266 to $134,056     Click Here (https://cdn.careers.sf.gov/documents/Compensation-Manual-FY-2024-25.pdf) for more compensation information.

+ Recruitment ID:  E2P-1844-E10158

1844 SENIOR MANAGEMENT ASSISTANT JOB DESCRIPTION

Under general supervision, the Senior Management Assistant performs difficult and com-plex 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, leases and grants; evaluation and development of management policies and procedures; management of department specific programs and functions.

Supervision Exercised: May supervise assigned clerical, technical and subordinate professional staff.

Essential Functions: Essential functions of the 1844 Senior Management Assistant class include but are limited to the following:

1. Manages the resources and staffing of an office, section, operation or program; monitors available budget and maximizes use of existing staff and resources; recommends changes in staffing and/or acquisition of equipment/materials; oversees various staffing and personnel-related functions; oversees purchasing, billing and inventory control; coordinates building security, maintenance and utilization of space.

2. Manages the functions of an office, section, operation or program; plans, prioritizes and schedules workload, delegating specific tasks as necessary to subordinate staff; coordinates and oversees clerical & technical support activities; monitors productivity and evaluates outcomes; compiles and produces a variety of status reports for management; ensures compliance with established departmental policies, procedures and goals, as well as legal requirements and regulatory mandates.

3. Supervises the work of assigned staff: plans, assigns, directs and reviews work; monitors and evaluates performance of subordinate personnel; completes performance appraisals and counsels employees; provides training and aids in staff development; fosters cooperation and teamwork amongst staff.

4. Coordinates work and/or planning functions with other offices, programs, agencies, contractors, departments and members of the public to meet established goals and objectives: acts as liaison and promotes good working relationships with other offices, programs, agencies, contractors, departments and members of the public; addresses issues relevant to assigned office, program, operation or section with departmental personnel, representatives of other departments and outside agencies, and members of the public, including resolution of problems and complaints; arranges meetings, develops agenda and conducts meetings as needed; participates in department meetings, including making presentations; may represent department at meetings and hearings.

5. Performs a variety of research and reporting functions; identifies issues; consults with departmental personnel and other individuals/experts; evaluates information and documentation from a wide variety of sources; conducts surveys and needs assessment; gathers, compiles and analyzes statistical and other data; writes reports and prepares documentation for evaluation by management and/or administrative staff; presents reports and data, including formal presentations to groups.

6. Develops and/or recommends policies, procedures and work practices for an office, program, operation or section; reviews and evaluates existing policies, procedures and work practices; consults with managers, administrators and other staff; views and evaluates the effect of proposed and existing legislation, regulations and law on organizational structure and operations; develops/recommends and implements changes to policies and procedures in compliance with overall City/departmental policies and goals.

7. Performs or assists in budget development, resource planning, and fiscal reporting: assesses staff and resource needs of office, program, operation or section based on research and consultation with managers and administrative staff; reviews budget re-quests from departmental managers; assists in development of annual departmental budget; monitors revenues and/or expenditures; performs fiscal/financial analysis; gathers information and prepares reports related to budget, fiscal, resource and staffing issues.

8. Develops and administers contractual agreements: develops language and specifications; prepares contractual documents; prepares requests for proposals and bid solicitation; consults with departmental staff to ensure that departmental requirements are accurately described; evaluates bid information provided by contractors/vendors; establishes and maintains contractual relationships; monitors legal agreements to ensure ongoing compliance.

9. Monitors and oversees grants received and/or disbursed by department: when over-seeing grants received by department, prepares grant proposals, reviews funding limitations and other requirements specified by grantor, monitors departmental expenditures to ensure funding limitations are not exceeded, monitors other criteria to ensure compliance with standards required by grantor; when overseeing grants awarded and disbursed by department, determines fund for specific grant categories, drafts grant guidelines and eligibility requirements, reviews grant applications for compliance with guidelines/requirements, creates and leads panels that make recommendations for grant awards, may provide technical assistance to grantees to assure ongoing compliance with terms of grant.

1844 Senior Management Assistant - Job Related and Essential Qualifications:

Knowledge of: principles, procedures, protocols, legal standards and regulations utilized in a variety of management and administrative functions such as: management and/or supervision of an office, program, operation, section or facility; budget planning and development; financial/fiscal monitoring and reporting activities; evaluation and development of management policies and procedures; evaluation of existing and proposed legislation, legal standards & regulatory mandates; development and administration of contractual agreements; grant oversight and monitoring.

Ability or Skill to: interpret and apply established management and supervisory principles, policies and procedures; plan, assign, train, direct and monitor the work of assigned staff; evaluate performance and counsel employees; effectively utilize existing staff and resources; direct, monitor and evaluate the functions, staffing and resources of a pro-gram, office or section, including projection of staffing and material needs; develop and/or make recommendations for operational methods, policies and procedures, including implementation of changes and evaluation of impact; prioritize and organize multiple assignments and projects for self and others; exercise sound judgement and appropriately refer issues to managers; coordinate work and functions with other offices, programs or sections; ensure compliance with established policies and procedures; facilitate attainment of established goals and objectives; identify, gather and evaluate information from a variety of sources; formulate logical conclusions and develop effective courses of action and/or recommendations; use computer applications, including e-mail, word processing, spreadsheets, databases and the internet to prepare correspondence, reports and other documentation, extract and process information and create and maintain records; prepare clear, accurate and well-organized reports, memos, and correspondence; speak clearly and concisely in order to effectively express ideas and communicate work-related information to a variety of individuals and groups; listen, ask appropriate questions and effectively elicit information; establish and maintain effective working relationships with staff, officials and the general public.

1844 SENIOR MANAGEMENT ASSISTANT - MINIMUM QUALIFICATIONS

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

1. Education: Possession of a baccalaureate degree from an accredited college or university.

2. Experience: Three (3) years full-time equivalent experience performing professional-level 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.

AND

3. EXEMPT-TO-PERMANENT (E2P) ELIGIBILITY REQUIREMENT FOR THE 1844 CLASSIFICATION

In accordance with Civil Service Rule 111.37.3, to be eligible for the Exempt-to-Permanent (E2P)                           recruitment process, a candidate must meet all of the following criteria:

+ Be a current Category 16, 17, or 18 exempt employee,

+ Serving in the 1844 Senior Management Assistant classification, and

+ Have continuously worked a minimum of 2,080 hours (equivalent to one full-time year) in the 1844 Senior Management Assistant class, with no breaks in service.

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:  https://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.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application. Applications completed improperly may be cause for ineligibility, disqualification or may lead to a lower score.

SELECTION PROCEDURES:

+ Job Application - Applicants must fully complete the job application for this recruitment on the City and County of San Francisco's website. Information from resumes does not substitute for the information on the job application or preliminary questionnaire.

+ Preliminary Questionnaire – Training and Experience Assessment (100% weight)- After submitting the application online, candidates will be prompted to complete a Preliminary Questionnaire as part of the online employment process.

+ The Preliminary Questionnaire will serve as the Training and Experience Assessment for this recruitment. The Application and Preliminary questionnaire will be used to determine whether an applicant qualifies to be placed on this recruitment’s eligible list.

+ This recruitment differs from the regular class-based testing process. Applicants will not take a traditional written exam. Instead, they will be evaluated based on their responses to the Preliminary Questionnaire, which will serve as the Training and Experience Assessment for this recruitment.

+ Important - Please answer the Preliminary Questionnaire thoroughly, even if the information is already included in your application or résumé.

3. Ranking Based on Verified Exempt In-Class Service Duration - Qualified applicants will be ranked on            the eligible list based on the length of their exempt City service (in Category 16, 17, or 18) in the 1844                  Senior Management Assistant class, along with any additional qualifying points (e.g., promotive status),                as outlined in Civil Service Commission (CSC) rules. All work history will be verified using official City                    records, which will serve as the final authority in determining qualifying service.

ELIGIBLE LIST: A confidential eligible list of qualified candidates will be created and used for certification purposes only. An score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this selection process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

DURATION OF ELIGILBLE LIST: The duration of the eligible list resulting from this examination process will be 6 months and may be extended with approval of the Human Resources Director.

To find Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Counts-by-Job-Codes-and-Department-FY-2021-22.pdf.

CERTIFICATION RULE: The certification rule for this recruitment is RULE OF LIST.  This means that hiring managers can choose any candidate from the entire certified list of eligible applicants, not just the top ranks (highest scorers).

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.

•          Select the “I’m Interested” button and follow instructions on the screen

Note:

1. Please ensure the information on your application is accurate. It may not be possible to change after you’ve applied.

2. Your first and last name should match your legal ID for verification purposes. A preferred first name may be included in parentheses. Here is an example: Samuel (Sam) Jackson

3. Your email address should be consistent across all jobs applied to on our website.

4. Use a personal and not a shared email address. Doing so may prevent your application from submitting properly.

Important Email Contact Information: Applicants may be contacted by email about this recruitment and, therefore, it is your responsibility to ensure that your registered email address is accurate and kept up-to-date. Also, applicants must ensure that emails from CCSF is not blocked on your 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, @smartalerts.info, and @smartrecruiters.com).  Note: 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.

Additional Information Regarding Employment with the City and County of San Francisco:

+ Information About the Hiring Process (https://sfdhr.org/information-about-hiring-process)

+ Conviction History

+ Employee Benefits Overview  (https://sfdhr.org/benefits-overview)

+ Equal Employment Opportunity (https://sfdhr.org/equal-employment-opportunity)

+ Disaster Service Worker (https://sfdhr.org/disaster-service-workers)

+ ADA Accommodation

+ Veterans Preference (http://sfdhr.org/information-about-hiring-process#veteranspreference)

+ Seniority Credit in Promotional Exams [required for Combined, Promotive, Entrance (CPE) Exams only]

+ Right to Work (https://sfdhr.org/information-about-hiring-process#identification)

+ Copies of Application Documents

+ Diversity Statement (https://sfdhr.org/information-about-hiring-process#diversitystatement)

Terms of Announcement and Appeal Rights: Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations.  [Note: The correction of clerical errors in an announcement may be posted on the Department of Human Resources website at https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ .] The terms of this announcement may be appealed under Civil Service Rule 110.4.  Such appeals must be submitted in writing to the Department of Human Resources, 1 S Van Ness Avenue, 4th Floor, San Francisco, CA 94103-5413 by close of business on the 5th business day following the issuance date of this examination announcement.  Information concerning other Civil Service Commission Rules involving announcements, applications and examination policies, including applicant appeal rights, can be found on the Civil Service Commission website at http://sfgov.org/civilservice/rules.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Verilyn Byrd at [email protected]. Be sure to include the recruitment ID, E2P-1844- E10158, in your subject line.  Thank you.

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.