DataSF
1844-Senior Management Assistant
DataSF, San Francisco, California, United States, 94199
SENIOR MANAGEMENT ASSISTANT (Executive Support / Office Manager) - Department of Emergency Management (1844)
The Department of Emergency Management (DEM) manages disaster preparation, mitigation, and response; 9-1-1 dispatch, and homeland security grants distribution for the City and County of San Francisco. For more information on the Department of Emergency Management, please visit:
sfdem.org . The UASI division improves regional capacity to prevent, protect against, respond to, and recover from terrorist incidents and catastrophic events. UASI utilizes federal homeland security grant funds to analyze regional risks, identify capability gaps, and build a secure, prepared, and resilient region. Application Opening:
November 15, 2024 Application Filing Deadline:
Interested applicants are encouraged to apply as soon as possible as this announcement may close at any time but no sooner than 5:00 pm on December 2, 2024. Appointment Type:
This is a Permanent Exempt (PEX), Category 18 position. This position is exempt from Civil Service Commission rules pursuant to the City and County of San Francisco, Charter Section 10.104, and incumbents are considered “at will” and serve at the discretion of the Appointing Officer. Under direction and supervision of the General Manager, the Senior Management Assistant performs difficult and complex 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. Performs related duties as assigned. Essential functions of these positions include, but are not limited to: Provide overall administrative and management support to the General Manager, including coordinating meetings with a range of stakeholders, taking meeting notes, returning messages, managing GM’s inbox/calendar, tracking schedules, and other general administrative office tasks; Serve as lead coordinator for the quarterly public meetings of the regional Approval Authority, ensuring the timely drafting and dissemination of meeting agendas, coordinating and ensuring professional reports and presentations are prepared and delivered for each meeting, documenting and posting meeting minutes, and answering related administrative questions from Approval Authority members and stakeholders; Track and ensure completion of action items requested by the General Manager through coordination and follow up with members of the UASI Management Team; Prepare and develop draft content for the General Manager and/or Bay Area UASI Management Team official correspondence, including letters, memos, and policies and procedures; Prepare executive talking points, presentations, and reference materials for the General Manager to support their participation in Approval Authority meetings, press events, public or community engagements, and other internal and external meetings, ensuring content is clear, concise, well-organized, consistent, and error-free; Oversee and maintain quality control of the content on the Bay Area UASI website by ensuring all information is current, posted, and easy to navigate; Oversee and coordinate office management tasks for the Bay Area UASI, including ensuring that rent is paid, assisting with new staff onboarding/offboarding, ordering and monitoring supplies and equipment in accordance with City purchasing policies, and other tasks to support a well-functioning team; Perform required supportive administrative tasks for UASI Management Team program managers and regional workgroup chairs to ensure well-coordinated and well-executed programs on behalf of the region; Serve as the liaison between the UASI Management Team and departmental IT support staff to help track and troubleshoot internal IT issues or needs; Lead the content coordination, organization, and final formatting and design for the UASI Annual Report and any associated additional content for distribution; Support the administrative requirements for each grant application process, including compiling all required documentation for submission into the Web Grants system; Support the coordination of the annual project selection process for each of the 12 Bay Area UASI counties as required; Promote employee wellness and engagement activities for the UASI team; Perform other related duties as assigned. How to qualify
Education:
Possession of a Baccalaureate Degree from an accredited college or university
AND 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. Substitution:
Additional qualifying experience in 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. Desirable Qualifications: Ability to prioritize tasks, manage time to meet competing demands, and work efficiently using templates to provide prompt deliverables. Experience providing administrative support to a range of stakeholders/high-functioning managers with file management, data organization, logistical coordination of schedules, etc. Graphic design interest and proficiency (i.e. Adobe Creative Cloud / InDesign). Proficiency with Microsoft Word, Microsoft Teams, Excel, SharePoint. Ability to perform work on multiple reports, documents, or other technical materials simultaneously and in a timely manner with high-quality outcomes. Superior written and verbal communication skills for producing clear, concise, and well-organized materials that require minimal review. This includes superior editing skills and high attention to detail. Familiarity with Homeland Security Grant Programs and the ability to manage records and data pursuant to grant guidelines. Knowledge about and/or experience with federal grants, UASI program, Homeland Security, and/or emergency management. Experience coordinating and/or preparing for commission or board meetings that are open to the public and subject to public comment. VERIFICATION: 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
sfdhr.org . 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. 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. What else should I know?
SELECTION PROCEDURE: The selection process will include evaluation of applications in relation to minimum requirements. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview. Notes:
Applicants who meet the minimum qualifications are not guaranteed advancement through all of the steps in the selection procedure. Additional Information Regarding Employment 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
careers.sf.gov
and begin the application process. Applicants may be contacted by email about this recruitment 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. 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.
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The Department of Emergency Management (DEM) manages disaster preparation, mitigation, and response; 9-1-1 dispatch, and homeland security grants distribution for the City and County of San Francisco. For more information on the Department of Emergency Management, please visit:
sfdem.org . The UASI division improves regional capacity to prevent, protect against, respond to, and recover from terrorist incidents and catastrophic events. UASI utilizes federal homeland security grant funds to analyze regional risks, identify capability gaps, and build a secure, prepared, and resilient region. Application Opening:
November 15, 2024 Application Filing Deadline:
Interested applicants are encouraged to apply as soon as possible as this announcement may close at any time but no sooner than 5:00 pm on December 2, 2024. Appointment Type:
This is a Permanent Exempt (PEX), Category 18 position. This position is exempt from Civil Service Commission rules pursuant to the City and County of San Francisco, Charter Section 10.104, and incumbents are considered “at will” and serve at the discretion of the Appointing Officer. Under direction and supervision of the General Manager, the Senior Management Assistant performs difficult and complex 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. Performs related duties as assigned. Essential functions of these positions include, but are not limited to: Provide overall administrative and management support to the General Manager, including coordinating meetings with a range of stakeholders, taking meeting notes, returning messages, managing GM’s inbox/calendar, tracking schedules, and other general administrative office tasks; Serve as lead coordinator for the quarterly public meetings of the regional Approval Authority, ensuring the timely drafting and dissemination of meeting agendas, coordinating and ensuring professional reports and presentations are prepared and delivered for each meeting, documenting and posting meeting minutes, and answering related administrative questions from Approval Authority members and stakeholders; Track and ensure completion of action items requested by the General Manager through coordination and follow up with members of the UASI Management Team; Prepare and develop draft content for the General Manager and/or Bay Area UASI Management Team official correspondence, including letters, memos, and policies and procedures; Prepare executive talking points, presentations, and reference materials for the General Manager to support their participation in Approval Authority meetings, press events, public or community engagements, and other internal and external meetings, ensuring content is clear, concise, well-organized, consistent, and error-free; Oversee and maintain quality control of the content on the Bay Area UASI website by ensuring all information is current, posted, and easy to navigate; Oversee and coordinate office management tasks for the Bay Area UASI, including ensuring that rent is paid, assisting with new staff onboarding/offboarding, ordering and monitoring supplies and equipment in accordance with City purchasing policies, and other tasks to support a well-functioning team; Perform required supportive administrative tasks for UASI Management Team program managers and regional workgroup chairs to ensure well-coordinated and well-executed programs on behalf of the region; Serve as the liaison between the UASI Management Team and departmental IT support staff to help track and troubleshoot internal IT issues or needs; Lead the content coordination, organization, and final formatting and design for the UASI Annual Report and any associated additional content for distribution; Support the administrative requirements for each grant application process, including compiling all required documentation for submission into the Web Grants system; Support the coordination of the annual project selection process for each of the 12 Bay Area UASI counties as required; Promote employee wellness and engagement activities for the UASI team; Perform other related duties as assigned. How to qualify
Education:
Possession of a Baccalaureate Degree from an accredited college or university
AND 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. Substitution:
Additional qualifying experience in 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. Desirable Qualifications: Ability to prioritize tasks, manage time to meet competing demands, and work efficiently using templates to provide prompt deliverables. Experience providing administrative support to a range of stakeholders/high-functioning managers with file management, data organization, logistical coordination of schedules, etc. Graphic design interest and proficiency (i.e. Adobe Creative Cloud / InDesign). Proficiency with Microsoft Word, Microsoft Teams, Excel, SharePoint. Ability to perform work on multiple reports, documents, or other technical materials simultaneously and in a timely manner with high-quality outcomes. Superior written and verbal communication skills for producing clear, concise, and well-organized materials that require minimal review. This includes superior editing skills and high attention to detail. Familiarity with Homeland Security Grant Programs and the ability to manage records and data pursuant to grant guidelines. Knowledge about and/or experience with federal grants, UASI program, Homeland Security, and/or emergency management. Experience coordinating and/or preparing for commission or board meetings that are open to the public and subject to public comment. VERIFICATION: 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
sfdhr.org . 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. 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. What else should I know?
SELECTION PROCEDURE: The selection process will include evaluation of applications in relation to minimum requirements. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview. Notes:
Applicants who meet the minimum qualifications are not guaranteed advancement through all of the steps in the selection procedure. Additional Information Regarding Employment 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
careers.sf.gov
and begin the application process. Applicants may be contacted by email about this recruitment 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. 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.
#J-18808-Ljbffr