Job Description

This is a Permanent Exempt appointment not to exceed three (3) years. However, appointees would have an opportunity to reapply for an additional term. 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.  This is a full time, 40 hours per week appointment.

The Training and Exercise Program Administrative Specialist, under immediate supervision of the UASI Training and Exercise Regional Program Manager, will conduct administrative services for operating the Bay Area Training and Exercise Program (BATEP), supporting the BATEP Course Coordinators, and operating other UASI programs as needed. Tasks include supporting the BATEP with administration and documentation of 200+ courses annually. This position will manage customer / member support inquiries, develop and maintain programmatic tracking and analysis tools, and prepare reports regarding the overall program effectiveness.

The essential functions of this position include:

• Support training course administration for 200+ courses annually through completion of compliance documents, publishing courses on the website for registration, issuing notifications and reminders to training participants, managing registrations, and assisting BATEP Coordinators with logistical coordination.
• Provide customer support including help with registration to courses, development of BATEP accounts, queries, etc.
• Prepare and distribute agendas, notices, minutes, reports, and other communications to stakeholders, program staff, and leadership.
• Support development, management, and organization of program documentation such as the Integrated Preparedness Plan (IPP), Program Manual, and Course Catalog.
• Prepare graphic visuals for BATEP reports, presentations, events, etc for both electronic and print distribution.
• Prepare analytical summaries, reports, dashboards of program accomplishments.
• Monitor and recommend improvements for BATEP plans, policies, and procedures.
• Perform other duties and responsibilities as assigned.

Qualifications

EDUCATION: Possession of a baccalaureate degree from an accredited college or university; AND

EXPERIENCE: Six (6) months of experience providing technical support in an emergency management or homeland security agency; AND

CERTIFICATE: Completion of United States Department of Homeland Security, FEMA, Emergency Management Institute Courses: IS 100.b or ICS 100, and IS 200.b or ICS 200; AND

DRIVER'S LICENSE: Possession and maintenance of a valid driver’s license (a valid California driver’s license is required at the time of appointment).

EDUCATION SUBSTITUTION: Additional experience providing technical support in emergency management or homeland security agency, as described above, may substitute for the required degree on a year- for-year.  Thirty (30) semester units or forty-five (45) quarter units equal one (1) year.

EXPERIENCE SUBSTITUTION: Possession of a baccalaureate degree from an accredited college or university in Business, Public Administration, Emergency Management or a closely related field can substitute for the required experience.

DESIRABLE QUALIFICATIONS:

• Proficiency with Adobe Illustrator and the Microsoft Suite (especially Excel, SharePoint, Teams, and PowerPoint).
• Ability to perform work on multiple reports, documents, or other technical materials simultaneously and in a timely manner with high-quality outcomes.
• Strong written and verbal communication skills for producing clear, concise, and well-organized materials that require minimal review by the Program Manager.
• Familiarity with the Homeland Security Exercise and Evaluation Program (HSEEP) and the Integrated Preparedness Cycle.
• Familiarity with Homeland Security Grant Programs and the ability to manage records and data pursuant to grant guidelines.
• Experience supporting a team of high-functioning managers with data-entry, programmatic tracking and analysis, logistical coordination, and external stakeholder communications.
• Ability to prioritize tasks, manage time to meet competing demands, and work efficiently using templates to provide prompt deliverables.

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 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.

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

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
• Veterans Preference
• 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 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.

Exam Analyst Information: If you have any questions regarding this recruitment or application process, please contact the exam analyst Patty Wong at patty.wong@sfgov.org.

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

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.