Management Assistant (1842) - Multiple Departments Citywide (C00195)

City and County of San Francisco; San Francisco (CA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Defined benefit retirement plan

Generous paid time-off package

Job summary

The City and County of San Francisco is hiring a Management Assistant to support multiple city departments. This full-time position involves professional-level administrative duties, budget management, and resource coordination. Candidates must possess a baccalaureate degree and have one year of relevant experience. This role offers competitive benefits and the chance to impact key city services, including public safety and environmental sustainability.

Current City policy allows for hybrid work schedules, ensuring a balance between on-site and remote work.

Qualifications

• Possession of a baccalaureate degree from an accredited college or university.
• One year full-time equivalent experience performing professional-level management and/or administrative duties.

Responsibilities

• Manage or assist in managing resources and staffing of an office.
• Supervise or assist in supervising the work of assigned staff.
• Assist in the development of policies and procedures for the office.

Skills

Administrative skills

Budget management

Supervisory skills

Education

Baccalaureate degree

Job description

Position Summary

Management Assistant (1842) – Multiple Departments Citywide (C00195)

• Full-time
• Certification Rule: Rule of the List
• Work Hours: Regular
• Job Code and Title: 1842-Management Assistant
• Fill Type: Permanent Civil Service
• Eligible List Type: Combined Promotive and Entrance

Are you interested in supporting City departments to solve key City services such as homelessness, environmental sustainability, transportation, green spaces, or public safety? If you are passionate about making a difference at the local level, are curious and open‑thinking, and enjoy managing and administering things, this job may be the right fit. The City and County of San Francisco is hiring multiple management assistants to be part of the City workforce of nearly 40,000 staff and growing. This is a unique opportunity to get direct insights into how San Francisco’s $14 billion budget is used to provide high‑quality services for residents, workers, and visitors. We are looking for candidates with a passion for public service.

San Francisco is a vibrant and dynamic city, on the forefront of economic growth and innovation, urban development, arts and entertainment, as well as social issues and change. This rich tapestry of culture and ideas is sustained by the 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 its future.

In addition to establishing a career with purpose and opportunity for professional growth, the City offers excellent benefits that include competitive salaries; medical, dental, and vision insurance; a defined benefit retirement plan; a deferred compensation plan; long‑term disability insurance; life insurance; and a generous paid‑time‑off package.

Under supervision, Management Assistants perform 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 the impact of existing and proposed legislation.

Current City policy allows for hybrid work schedules. Staff must work on‑site some days each week and may arrange to work remotely on other days.

Position Duties

• Manages or assists in managing 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 or materials; oversees various staffing and personnel‑related functions; oversees purchasing, billing, and inventory control; coordinates building security, maintenance, and utilization of space.
• Manages or assists in managing the functions of an office, section, operation, or program; plans, prioritizes, and schedules workload, delegating specific tasks to subordinate staff; coordinates and oversees clerical and 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.
• Supervises or assists in supervising the work of assigned staff; plans, assigns, directs, and reviews work; monitors and evaluates performance of subordinate personnel; completes performance appraisals and counsels employees; fosters cooperation and teamwork among staff; provides training and aids in staff development.
• Coordinates or assists in coordinating work and/or planning functions with other offices, programs, or sections to meet established goals and objectives; acts as liaison and promotes good working relationships with other offices, programs, sections, and departments; addresses or assists in addressing issues relevant to the assigned office, program, or section with departmental personnel, representatives of other departments and outside agencies and members of the public; arranges meetings and assists in the development of agendas; participates in department meetings, including making presentations; may represent the department at meetings and hearings on specific issues.
• Performs and/or assists management in a variety of research and reporting functions; identifies issues; consults with departmental personnel and other experts; evaluates proposals, information, and documentation from a wide variety of sources; conducts surveys and needs assessments; 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.
• Assists in the development of policies, procedures, and work practices of an office, program, operation, or section; reviews and evaluates existing policies, procedures, and work practices; consults with managers, administrators, and other staff; reviews and evaluates the effect of proposed and existing legislation, regulations, and law on organizational structure and operations; assists in the development and implementation of changes to policies and procedures in compliance with overall City/departmental policies and goals.
• Assists in budget development, resource planning, and fiscal reporting; assesses staff and resource needs of an office, program, or section based on research and consultation with managers and administrative staff; assists in reviewing budget requests from departmental managers; assists in developing the annual departmental budget; monitors revenues and/or expenditures and reconciles accounts; assists in fiscal/financial analysis; gathers information and writes or assists in writing reports related to budget, fiscal, resource, and staffing issues.
• Assists in the development, implementation, and administration of competitive bid processes and contractual agreements; assists in preparing the language and specifications; prepares or assists in preparing contractual documents; assists in preparing requests for proposals and bid solicitation; consults with departmental staff to ensure that departmental requirements are accurately described; assists in evaluating bid information provided by contractors or vendors; assists in establishing and maintaining contractual relationships; assists in monitoring and enforcing legal agreements to ensure compliance.
• Assists in the monitoring and oversight of grants received by the department; prepares or assists in preparing grant proposals; reviews funding limitations and other requirements specified by the grantor; assists in monitoring departmental expenditures to ensure funding limitations are not exceeded; assists in monitoring other criteria to ensure compliance with standards required by the grantor.

Education

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

Experience

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

Additional qualifying experience performing professional‑level administrative duties in functional areas such as program/office/operations management, budget development and/or administration, or contract/grant administration may substitute for the required education on a year‑for‑year basis. One (1) year (2000 hours) of additional qualifying experience will be considered equivalent to thirty (30) semester units or forty‑five (45) quarter units.

Verification of Education and Experience

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.

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 any other protected category under the law.