Administrative Specialist (8601)

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 position will be funded by the Securing the Cities (STC) Grant Program to provide overall support for regional partners and stakeholders during the program.

Under the direction of the STC Program Manager, the STC Administrative Specialist will provide administrative support to the UASI leadership in budget development and administration including financial analysis, reporting, and monitoring the Department of Homeland Security (DHS) grant award to the Bay Area Region.

The position will provide programmatic support in documentation, reporting, and collaborative efforts with local, state, and federal partners.

Through the DHS Countering Weapons of Mass Destruction Office (CWMD), the San Francisco STC Bay Area program is funded by a cooperative grant, which focuses on building / sustaining radiological / nuclear preventive, left of Boom , capabilities within an Area of Responsibility (AOR) that includes twelve Bay Area counties as well as the counties of Sacramento, Fresno, and Washoe, NV.

The scope of work include :

• Provide administrative support to the STC Program Manager to build nuclear detection capabilities for the STC region. Assist State, local, and tribal governments in the development of local radiological / nuclear detection capability resulting in awareness, equipment, training, technical support, exercises, and capability development.
• Utilize strong written skills to ensure that STC materials are developed and distributed in a timely manner for stakeholders to fully participate in the development of the program.
• Provide a common information sharing environment. Establish information connectivity among domestically deployed detection systems and Federal, State, local, tribal, private and regional data analysis centers, to include connectivity for technical reachback and adjudication support.

Information exchange is critical to reducing the risk of any terrorist attack.

• Use a regional approach to coordinate activities and resources for all participating agencies. Establish administrative infrastructure to support a nuclear detection program.
• Establish coordination mechanisms between operational partners within a national concept of operations. An Operations Plan that supports the Domestic Detection.

The specific and essential duties of this position include :

• Provide administrative support for the STC Region Program.
• Draft and edit multiple reports, documents or other technical materials simultaneously and in a timely manner; ensure materials are clear, concise and well-organized.
• Prepare correspondence, instructional memos, and other written materials with minimal review required by Program Manager.
• Monitor and coordinate meeting schedules with Principal Partner agencies; ensure the timely drafting and dissemination of meeting minutes.
• Effectively coordinate and conduct virtual meetings and any presentations necessary.
• Review, evaluate and analyze information used in the development and implementation of plans, policies and procedures for the participants in the STC Program.
• Research, analyze and provide reference information related to technical studies in STC program planning.
• Provide information to staff on policies regarding STC operations.
• Review and analyze information for the preparation and dissemination of STC Program information and determine best method of information presentation (including electronic and print postings and distribution).
• Review and assess documents and processes to assist with the development and implementation of the STC program.
• 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 :

• Working knowledge of the plan development process.
• Proficiency with Adobe InDesign and Microsoft Suite (especially PowerPoint)

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.

Additional Information

What else should I know?

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 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 :

• 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

Submit your application through this job ad. Applicants will receive a confirmation email from [email protected] 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, Jennifer Bushman 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.