Job Description

This position is a permanent civil service (PCS) position to support the work of the Deputy Director for Admin Services. The Records Management Division Manager (0923) duties include:

· Managing programs, operational activities, or projects of assigned section or program area;

· Supervises, trains, and evaluates the activities of personnel and/or coordinates and monitors the work of consultants and contractors working for the department;

· Manages **** staff to evaluate and implement goals, responsibilities, policies and procedures of the division

· Monitoring the work of and coaching subordinates to improve performance;

· Evaluates procedures, identifies, and analyzes problems and issues and may implement and document new procedures of the assigned section/program;

· Participates in budget development by providing detailed justification and persuasive arguments for proposals or initiatives;

· Coordinates budget preparation, monitors expenditures and financial reporting for assigned section; prepares reports, memoranda, and correspondence; and maintains statistical records. Implements and closely monitors budget expenditures; provides executive management with an early warning and practical options to potential cost overruns;

· Develops and implements operational policies to ensure the efficient operation of section or program;

· Supervise Two Permit Technician III – 16 staff Total.

· Responsible for training all staff to perform all operational duties.

· Maintains operational measures and reports the monthly.

· Responsible for the maintenance, digitization, indexing, and reproduction of construction records. Provides services to customers.

· Serve as the Custodian of Records. Represent the Department at Depositions.

· Responsible to the production Report of Residential Building Records (3R Reports), Sunshine Requests, Subpoenas, and Records Requests

· Maintain an up-to-date operational manual and Office Policy and Procedures here for all Records Management functions such as: Records, 3R Reports, Sunshine Requests, Subpoenas, Counter Operation, Quality control of indexing / scanned construction documents. etc.

· Responsible for maintaining the Departments Document Retention Policy.

· Prepare and maintain Office Policy and Procedures applicable to Records Management.

· Maintain open communication with Inspection Services and Permit Services on mutual aspects affecting the divisions and programs.

Qualifications

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

EXPERIENCE: Four (4) years of verifiable professional experience in engineering, architect and/or administrative function related to building plan reviews, building records, or construction permitting.

Education Substitution: Additional experience as described above may be substituted for the required degree on a year for year basis. Thirty (30) semester units or forty-five (45) quarter units equals one (1) year.

Experience Substitution: Possession of a Juris Doctorate (J.D.) or Master's degree may substitute for one (1) year of the required professional experience.

Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Please review our articles on Employment Application and Minimum Qualifications __ and Verification of Experience and/or Education __ for considerations taken when reviewing applications.

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

· Two (2) years of experience supervising Permit Technicians series or equivalent.

· Master’s degree from an accredited college or university in Civil, Electrical, Mechanical, or Structural Engineering; Construction or Project Management; or related field.

The ideal candidate with have a good balance of the following:

· Knowledge of management and administrative techniques; written and oral communication skills; computer skills; problem-solving skills; human resources management skills; interpersonal skills, team-building skills; leadership skills; and time-management skills.

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. More information can be found at: https://sfdhr.org/information-about-hiring-process#verification

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.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

Selection Procedures

Minimum Qualification Supplemental Questionnaire (MQSQ) (Weight: Qualifying): Candidates will be required to complete a MQSQ as part of the employment application at a later time. This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications (MQ) for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.

Training and Experience Evaluation (Weight: 60%):

Candidates who meet minimum qualifications will be sent a Training and Experience Evaluation Questionnaire that must be completed by the set date. Candidates will be evaluated on their relative knowledge, skill and ability levels in job-related areas.

Supplemental Questionnaire Evaluation (Weight: 40%):

Applicants who meet the minimum qualifications and pass the Training and Experience Evaluation will be sent an online Supplemental Questionnaire. The Supplemental Questionnaire is designed to measure the knowledge, skills and/or abilities in job-related areas required for the position. Applicants will be given a deadline to return the Supplemental Questionnaire. Those who do not respond by the established deadline will not be eligible to continue in the examination process and will not be added to eligibility list resulting from this process. All applicants’ responses to the Supplemental Questionnaire are subject to verification.

A passing score on the Training and Experience Evaluation and Supplemental Questionnaire must be achieved in order to be placed/ranked on the Eligible List. Candidates will be placed on the eligible list in rank order according to their final score.

NOTE: Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

Eligible List/Score Report:

A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law.

However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission. The duration of the eligible list resulting from this examination process will be of 6 months, and may be extended with the approval of the Human Resources Director.

To find Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Counts-by-Job-Codes-and-Department-FY-2021-22.pdf

Certification Rule:

The certification rule for the eligible list resulting from this examination will be Rule of List. Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

The duration of the eligible list resulting from this examination process will be of 6 months, and may be extended with the approval of the Human Resources Director.

Terms of Announcement and Appeal Rights:

Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/.

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule. Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director. Appeals must be submitted directly to the

Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

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 · Seniority Credit in Promotional Exams · 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.

Human Resources Analyst Information: If you have any questions regarding this recruitment or application process, please send inquires to Yvonne Lin, HR Analyst, at yvonne.lin@sfgov.org

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.