Facilities & Operations Coordinator (1842)

Appointment Type:
This is a Permanent Exempt (PEX), Category 18 position. 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.

San Francisco is a vibrant and dynamic city, on the forefront of economic growth & innovation, urban development, arts & entertainment, as well as social issues & change. This rich tapestry of culture and ideas is sustained by our City's commitment to heighten the quality of life for the diverse population of San Franciscans and residents of the greater Bay Area. Our employees play an important role not only in making our City what it is today, but also in shaping the future of San Francisco.

Specific information regarding this recruitment process is listed below:

• Application Opening: March 4, 2025
• Application Deadline: March 19, 2025
• Appointment Type: Permanent Exempt
• Hours: Full-time
• Work Week: Monday to Friday, with some weekend work when needed
• Recruitment ID: PEX-1842-153787
• Salary range: $94,380 – $114,634

To Apply: Submit your application online by clicking on "I'm Interested" and completing the application. Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

Please Note: If applying through Indeed, you must complete the City and County of San Francisco application through SmartRecruiters by going to: https://careers.sf.gov/ . Incomplete applications will not be considered.  

Who We Are:

The San Francisco Adult Probation Department (SFAPD) is dedicated to recognizing the individuality and diversity of justice-involved adults, young people, and their families. The department aims to address the unique challenges faced by these individuals by providing services designed to help them permanently exit the criminal justice system. Through a combination of opportunity and accountability, SFAPD provides a continuum of supportive, integrated services that are tailored to address individual needs, empower clients to overcome barriers, and help them become contributing members of the community.  With a focus on enhancing public safety, seeking victim restoration, and maintaining structured and evidence-based supervision, the Adult Probation Department works tirelessly on behalf of San Francisco.

SFAPD operates the Community Assessment and Services Center (CASC) to provide comprehensive reentry services in partnership with city providers. The CASC operates as an innovative, ‘one-stop shop’, where probation clients can meet with their probation officers and then walk downstairs to receive immediate services.

INTRODUCTION

Under general supervision, the Management Assistant performs professional-level administrative and/or management duties in a variety of functional areas, such as: office/operations management; budget development, administration and fiscal reporting; development and administration of contractual agreements and grants; and evaluation and development of management policies and procedures, including evaluation of impact of existing and proposed legislation.

SUPERVISION EXERCISED

May supervise assigned clerical, technical and subordinate professional staff.

MAJOR, IMPORTANT, AND ESSENTIAL DUTIES

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list. The 1842 Management Assistant may be assigned to assist Sr. Leadership throughout the department at any time.

The Facilities & Operations Coordinator will play a critical role in creating clear trackable Facilities Management Plan to ensure smooth day-to-day facility operations in our Adult Probation Department (APD) Headquarters(HQ), located at 945 Bryant Street, SF and our Community Assessment and Service Center (CASC), located two blocks away at 564 6th Street, SF. Additionally, the Facilities & Operations Coordinator will assist in developing related support for key operations and program areas within the Department.

The ideal candidate is someone who works well with a team, independently; have exemplary organizational skills with the ability to multi-task and respond to rapidly changing priorities; and have superior interpersonal skills, high self-awareness, and sound judgment.

The Facilities & Operations Coordinator will have a high level of integrity, exceptional character, confidence, and the ability to remain calm in stressful situations. We are looking for a problem solver with excellent time management and prioritization skills, who is a passionate self-motivator.

The Facility & Operations Coordinator shall report directly to the Assistant Chief and will work closely with administrative and department staff.

Your responsibilities will include:

Facilities Coordination

• Assess facility needs and identify scope of projects to be completed at specific intervals each year. 
• Develop detailed Facilities Management plan, timelines, and budgets. 
• Identify and manage project stakeholders 
• Develop a tracking system for all office equipment, appliances, furniture, and supplies, including all warranties and maintenance requirements.
• Develops a system that oversees all cleaning, repairs, and facility-related services.
• Collaborate with building management at both APD Locations (HQ & CASC) for day‐to‐day matters.
• Implements and executes all programs associated with facilities management of both APD locations; including work orders, building maintenance, and cleanliness
• Transport materials and equipment and lift, move, and carry objects up to 50 pounds on a limited basis
• Provide excellent customer service to internal stakeholders by addressing complaints or issues promptly and professionally.
• Ensure compliance with health and safety regulations and actively participate in safety drills.

• Collaborate with Management to identify solutions to operational priorities.
• Attends all safety and emergency training sessions offered by the building and informs staff and others using APD facilities about safety and emergency procedures. Manages the floor warden program and coordinates the activities of floor warden volunteers.
• Coordinates with any caterers, contractors, etc. being brought in, including obtaining certificates of insurance and facilitating building access.
• May occasionally be required to work on the weekend and early morning hours when facility maintenance may be scheduled.
• Performs other duties as assigned.

General Operations

• Provides logistical support for medium/large group meetings onsite
• For on‐site meetings/trainings by external groups; independently partner with other support staff (i.e., IT, etc.) to
• Provides support to Program Associates and EAs during the planning, preparation, or managing of convenings onsite
• Routinely attends Facilities and Administration team meetings and maintains a thorough working knowledge of the priorities for the operations and initiative areas of the Department.
• Serves as the primary point of contact for external groups accessing the Department’s meeting/training space
• Provides support with additional clerical and administrative tasks and projects as needed.

Fleet Coordination

• Develop an effective Fleet Management Strategy for APD City Vehicles that:

• Ensures APD City vehicles are well-maintained and readily available for use
• Monitors and maintains inventory levels of supplies, equipment, and spare parts needed for vehicle maintenance and operations
• Ensures compliance with all City policies, procedures, and safety guidelines, as well as local, state, and federal regulations pertaining to fleet coordination
• Effective predictive inspection and maintenance schedule to prevent malfunctioning vehicles in the fleet; identify and resolve issues.
• Facilitates coordination with the appropriate teams for repairs and maintenance
• Maintains accurate records of vehicle inspections, maintenance activities, and generates reports as needed for management review
• Takes into consideration industry trends, technology advancements, and regulatory changes that may impact fleet operations and suggest necessary changes to maintain a competitive edge.

Special Projects

• Reimagine the Department’s equipment, firearms, and evidence storage. The Facilities & Operational Coordinator will be required to coordinate this effort which may include tasking building maintenance and facilities staff and working with vendors to install shelving, cages and secure lockers. The Facilities & Operations Coordinator will work closely with the Assistant Chief and a small group of officers assigned to evaluate and propose changes to APD’s current storage arrangement.
• The Facilities & Operations coordinator will work directly with vendors including those supplying firearms, ballistic vests, ammunition, and department-specific clothing and coordinate with the training & equipment coordinator and the rangemaster to create a system of accountability, distribution, internal allocation, delivery and final disposal of resources at the end of their lifecycle for approximately 90 sworn staff.
• Analyze and update the Departments sourcing strategies by partnering with suppliers to negotiate optimal sourcing terms, balancing cost, volume, and quality to achieve APD's performance standards and ensure long-term supply reliability.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: the principles, procedures and legal standards utilized in a variety of management and administrative functions such as supervision and/or management of an office, pro-gram, operation or section or facility; budget planning and development; financial/fiscal monitoring and reporting activities; evaluation and development of management policies and procedures; evaluation of existing and proposed legislation and regulatory mandates; development and administration of competitive bid processes and contractual agreements; and grant over-sight and monitoring.

Ability or Skill to: identify, gather and evaluate information from a variety of sources; formulate logical conclusions and develop effective courses of action and/or recommendations; use computer applications, including e-mail, word processing, spreadsheets, databases and the internet to prepare correspondence, reports and other documentation, extract and process information and create and maintain records; prepare clear, accurate and well-organized reports, memos, and correspondence; speak clearly and concisely in order to effectively express ideas and communicate work-related information to a variety of individuals and groups; listen, ask appropriate questions and effectively elicit information; establish and maintain effective working relation-ships with staff, officials and the general public; respect right of privacy and exercise discretion; interpret and apply established management and supervisory principles, policies and procedures; plan, assign, train, direct and monitor the work of assigned staff; evaluate performance and counsel employees; effectively utilize existing staff and resources; plan and direct the functions of a program, office or section; prioritize and organize multiple assignments and projects; exercise sound judgement and appropriately refer issues to managers/administrators; coordinate work and functions with other offices, programs or sections; ensure compliance with established policies and procedures; adjust to a fluctuating operations volume, and the pressures of a time sensitive delivery schedule; have exceptional attention to detail; strong organizational and time management skills, and ability to prioritize; excellent communication and interpersonal skills; strong problem-solving skills and analytical abilities; proficient with Microsoft Office; and facilitate attainment of established goals and objectives.

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 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:

Additional qualifying experience performing professional-level administrative duties in functional areas such as: program/office/operations management, budget development and/or ad-ministration, or contract/grant administration may substitute for the required education on a year-for-year basis. One (1) year (2000 hours) of additional qualifying experience will be considered equivalent to thirty (30) semester units or forty-five (45) quarter units.

DESIRABLES: 

• Related experience in Facilities Services.
• Related experience in Fleet Management 
• Related experience in Project Management 

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.

Verification of Experience and/or Education

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 or disqualification. 

SELECTION PROCEDURES

The selection process will include evaluation of applications in relation to minimum requirements and assessment of candidates’ job-related knowledge, skills and abilities in an oral interview, which may include a written or performance exercise.

Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the department will be invited to continue in the selection process. Applicants meeting the minimum requirements are not guaranteed advancement in the selection process. 

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.

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.