Job Description

As the Operations Associate, you will be the primary administrative person who manages general office operations. Essential functions include: day-to-day management and coordination of the agency’s office and facilities needs, IT and technical support, data management, and HR support.

This position reports to the Deputy Director – Finance and Administration.

Duties include but are not limited to: 

Office Management: General reception duties, distribute mail and packages; order office supplies and printed materials; maintain all office equipment; manage facilities and workplace safety including emergency preparedness coordination; develop and maintain various office/record systems, and electronic files; generate tickets and resolve, monitor, track, and refer problems and requests to the proper group; generate tickets and resolve, monitor, track requests. Agency Support: Coordinate and facilitate staff meetings; provide administrative support to the Deputy Director – Finance & Administration; provide back-up support as necessary to the Commission Secretary; assist in the maintenance of office wide data collection and report development including language access and racial equity mandates; participate in various workgroups around reopening, recovery and the strategic planning process.

HR Support: Develop, maintain and ensure compliance with the departmental policies and procedures; lead the onboarding and offboarding process for all staff; track and oversee mandatory staff trainings and Citywide mandates. Ensure staff attends the Ergonomic Awareness Training, and coordinate equipment needs for ergonomic set-up and adjustments.  Coordinate all workstation evaluations.

Finance/Data:  Coordinate and lead all administrative contracts and payments. Citywide Liaison: Serve as the agency’s liaison with other city departments and ensure agency’s compliance with all citywide initiatives. IT Implementation: Act as main point of contact for the Department of Technology; ensure staff workstations are functioning and troubleshoot when needed; oversee IT support for staff and provide training and troubleshooting on equipment, software, applications which may include the Microsoft Suite, Adobe Creative Cloud, Form Assembly, and WebEx; maintain agency’s cybersecurity compliance; support and manage all agency wide technology systems and website; and manage agency wide IT projects such as database builds, and new software implementation. Ensures all essential office equipment is regularly maintained and functioning, records are updated, and schedule repairs, or replacement.

Qualifications

1. 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 fields, or other subject areas closely related to a specific departmental program or function; AND

2. 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: 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.

DESIRABLE QUALIFICATIONS: 

• Excellent customer service skills
• Strong written, oral, and listening skills
• Strong communication and problem-solving skills
• The ability to interact with customers over the telephone and in-person in a pleasant, professional, and courteous manner
• Ability to think on your feet, provide well-thought out solutions, and create new procedures for departmental staff

Additional Information

SALARY: $87,386-$96,382 Annually

FILL TYPE: Permanent Exempt

WORK HOURS: 40 hours per week 

All your information will be kept confidential according to EEO guidelines.

If you have any questions regarding this recruitment or application process, please contact Lauren Taylor at lauren.l.taylor@sfgov.org

HYBRID WORK CULTURE

We work in a hybrid environment, and you may be expected to work in the office up to 3 days per week.

Additional Information

• 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

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, 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.

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

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.