Appointment Type
This is a Temporary Exempt (TEX), Category 16 position not to exceed six (6) months or 1,040 hours in a fiscal year. This position is excluded by the Charter from the competitive civil service selection process. 

Specific information regarding this recruitment process are listed below:

• Application Opening: September 26, 2023
• Application Deadline: May close at any time but not before October 12, 2023
• Recruitment ID: RTF0140299-01155586

Who We Are
Through the provision of coordinated, compassionate, and high‐quality services, the Department of Homelessness and Supportive Housing (HSH) strives to make homelessness in San Francisco rare, brief, and one-time. The Department provides assistance and support to homeless and at‐risk youth, adults and families to prevent imminent episodes of homelessness and end homelessness for people in San Francisco. Services including outreach, homelessness prevention, emergency shelter, drop‐in centers, transitional housing, supportive housing, short‐term rental subsidies, and support services to help people exit homelessness. For more information on the department, please visit our https://hsh.sfgov.org/.

What We Do
San Francisco is a pioneer in homeless services and a leader in providing supportive housing as a permanent exit from homelessness. The Department of Homelessness and Supportive Housing (HSH), founded in 2016, is a national leader in the movement to end homelessness by developing a coordinated, equity-driven, client-focused system of compassionate services while piloting innovative models, and implementing best practice solutions with measurable results. HSH’s Homelessness Response System (HRS) oversees and implements a system of care that shelters, houses, and serves approximately 14,000 people daily. Major programs include: street outreach and service connection through the Homeless Outreach Team (SFHOT); 3,000-bed shelter system for adults and families including shelters for members of the LGBTQ community; rapid rehousing rental subsidies for families, adults, older adults, and transitional aged youth; the Problem Solving and flexible financial assistance programs; and robust supportive housing programs with nearly 10,000 units which provide permanent housing and services to formerly homeless individuals and families.

Under the direction of the Deputy Director for Programs, the Management Assistant will perform professional-level administrative and/or management duties in a variety of functional areas, such as: operations and communication; office/operations management; administration and program reporting; development and administration of contractual agreements support; and evaluation and development of management policies and procedures. This position supports the day-to-day operations of the Programs division, and is expected to exercise sound judgment, maintain confidentiality, and take initiative.

Essential Duties and Responsibilities:
This position provides administrative support to the Programs division within the Department of Homelessness and Supportive Housing. Responsibilities may include, but are not limited to:

1. Managing the schedule of the Deputy Director for Programs.
2. Supporting the Deputy Director with preparing materials, taking minutes, coordinating general meetings, training, and events.
3. Acting as the primary point of contact for the Deputy Director and Programs division.
4. Managing logistics for public and internal meetings.
5. Managing the division’s calendar of meetings and events.
6. Coordinating with staff from nonprofit organizations and other City departments.
7. Coordinating the procurement of office supplies and materials, in accordance with Department policy.
8. Coordinating with HR, Admin & Finance and IT to meet the needs of the division.
9. Booking and managing travel logistics for division staff members.
10. Managing reimbursement requests from division staff members.
11. Conducting background research and preparing materials for key meetings.
12. Assisting and supporting division initiatives and projects as needed.
13. Assisting with the writing and implementation of policies, procedures, and workplace practices of the division, in accordance with the Department as a whole.
14. Supporting the Departments response to all information requests made under Sunshine or Freedom of Information Act.
15. Assisting with the upkeep of the division’s website page, calendar, and external facing communication as needed.
16. Conducting research and data collection and analysis as needed.
17. Routinely maintaining and updating information contained in electronic and hard copy records, ensuring that the most up-to-date information.
18. Supporting the development of presentations, graphs, charts, reports, proposals, surveys, databases, and mailing/ distributions.
19. Attending, coordinating and implementing administrative support for Shelter Hearings, Shelter Arbitrations and the Shelter Grievance Systems.
20. Performing related duties as assigned.

Minimum Qualifications:

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

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:

Education substitution: Applicants may substitute up to 2 years of 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.

Note: One year of full-time employment is equivalent to 2000 hours. (2000 hours of qualifying work experience is based on a 40-hour work week.) Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time employment.

Desirable Qualifications:

The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring:

• Proven experience with coordinating complex calendars and heavy schedules for executives.
• Proficient in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook.
• Familiarity with the City and County of San Francisco policies, procedures, and work practices.
• Demonstrate on a consistent basis confidentiality, professionalism, poise, flexibility, and accuracy within a fast-paced environment of frequent interruptions, conflicting priorities, and changing workloads.
• Professional level verbal and written communications skills to effectively convey information.
• Ability to proactively anticipate needs, resourcefulness, and responsiveness, and problem solve with independent judgment and initiative.
• Understanding of HIPAA and the ability to observe strict confidentiality in all aspects of services provided.
• Experience working directly with people of vulnerable populations with diverse cultural backgrounds.

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.

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.

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 lower scores.

Selection Procedures
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 to participate in the oral/performance interview. 

What else should I know?

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

• Information About the Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Right to Work
• Copies of Application Documents
• Diversity Statement

HOW TO APPLY
Applications for City and County of San Francisco jobs are only accepted through an online process.

Visit https://careers.sf.gov/ and begin the application process.

• Select the “Apply Now” button and follow instructions on the screen

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. 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).

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.

If you have any questions regarding this recruitment or application process, please contact the analyst Caryn Hom at [email protected]

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.