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0932 Manager IV - Director of Facilities
Recruitment #PBT-0932-111713
DEPARTMENTPublic Library
ANALYSTMeiyi Ouyang
DATE OPENED8/27/2021 2:00:00 PM
FILING DEADLINE10/4/2021 5:00:00 PM
SALARY$69.05 - $88.11/hour; $11,969.00 - $15,273.00/month; $143,624.00 - $183,274.00/year
JOB TYPEPermanent PBT
EMPLOYMENT TYPEFull-Time
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INTRODUCTION
 This is a Position Based Test administered in accordance with Civil Service Rule 111A.
Come work for San Francisco Public Library!!!
San Francisco Public Library (SFPL) is dedicated to free and equal access to information, knowledge, independent learning and the joys of reading for our diverse communities. The library system includes the architecturally significant Main Library in the city’s Civic Center, 27 neighborhood branch libraries, a partnership library within SFMOMA, two administrative buildings and four bookmobiles. With a collection of more than 3.7 million items, and circulation exceeding 11 million each year, SFPL serves more than 6 million visitors annually. The library system has extraordinary political and fiscal support that mandates an annual funding allocation from the city’s property tax revenues, resulting in a budget of $171.2 million in FY 22. With a strong budget, SFPL has approximately 900 employees committed to outstanding public service.

In June 2018, the Library was named Library of the Year by Gale/Library Journal for its active promotion of San Francisco’s values of inclusion, diversity, and equity and its ability to create programs and policies that support those democratic values. The library embraces its role as the most democratic of institutions, providing safe and welcoming facilities for all. Through a robust array of services and programs, the library places an emphasis on literacy and learning, digital inclusion, social justice, equity and healthy communities. To learn more about SFPL, please visit https://sfpl.org/
SFPL’s Facilities Division:
The SFPL Facilities Division supports the daily operations of the library system through a collection of services, including custodial services, security, delivery services, stockroom and mail services, and building maintenance and repair. In addition, the Facilities Division manages capital projects, oversees fleet management for the Library, and leads the departmental emergency planning and response efforts. The Facilities Division is an integral partner in providing safe and welcoming facilities for the public and is a key collaborator with our public services divisions, other City agencies, and community-based partners in service delivery and planning for the future of SFPL. The division employs data, research, and lessons-learned to drive budget decisions, service allocation, and capital project recommendations. The Facilities Division’s philosophy is continuous improvement and collaboration. Its staff participate on and/or lead various department committees such as Health and Safety Committee, the Security and Communications Committee, and the Main Library Emergency Response Committee. The Facilities Division FY 22 operating budget totals $26.15 million, the FY 22 capital budget totals $16.29 million, and there is a total of 122 full time equivalent positions spanning various service types and disciplines. The Facilities Division is the third largest division at the San Francisco Public Library.
Position Description:
Reporting directly to the Chief Operating Officer, the Director of Facilities is responsible for the overall leadership, management, maintenance, security, and emergency management operations for the San Francisco Public Library, which consists of 30 buildings located in various parts of the city. This position administers capital improvement projects for the Library to promote public safety and enhance the buildings’ appeal and function. The Director of Facilities serves as a member of the Library’s senior management team; oversees and directs Custodial Operations, Engineering and Maintenance Operations, and Security and Emergency Management Operations to ensure that proper staffing, procedures, and training are in place; communicates well with all staff, vendors, contractors, and public communities to ensure the buildings are well maintained and safe. The Director of Facilities is a liaison to other city departments such as Department of Public Works, the Real Estate Division of the City Administrator, Department of Emergency Management, Department of the Environment, etc. to maintain effective working relationships between departments. The Director of Facilities is also the point of contact for various community groups and for civic organizations such as the Civic Center Community Benefit District.
Essential functions of this position include but are not limited to:
1. Plans, monitors, evaluates, and supervises the operations of the library’s Facilities Division; advises and consults with section managers; meets with appropriate staff to identify and resolve problems or conflicts; makes or recommends final decisions regarding policy, operations, and administrative procedures.

2. Develops, implements and maintains procedures to help the Facilities Division operate efficiently; work closely with the section managers of the Facilities Division to ensure required actions are taken to improve programs or services; champions service excellence for internal and external stakeholders; assists in the identification, development and implementation of departmental goals, objectives, policies, and priorities; assists in the determination of resource allocation and levels of service according to established policies.

3. Prepares the analysis of the information gathered from monthly division reports, and annual reports; document the findings from the reports to evaluate and to improve on the processes.

4. Monitors and coaches subordinates to improve work performance; hosts weekly meetings with section managers, and with the Facilities administrative team, to review progress of important initiatives; provide support and assistance to the managers as needed.

5. Directs the allocation of fiscal and staff resources to achieve timely outcomes and measurable goals; adjusts plans and programs to meet the needs of new services or projects, while continuing to address other departmental priorities.

6. Monitors and evaluates the efficiency of the division’s operations, including organizational structure, staffing levels, financial systems, and other internal operations; identifies and recommends alternative approaches or improvements.

7. May serve as liaison and point of contact for the Library, and maintain good working relationship with other city agencies, community based and non-profit organizations, and non-city agencies; explains and justifies Library or administrative procedures, policies, or programs; negotiates and resolves difficult and complex issues and problems. Serve as a member on the Board of the Civic Center Community Benefit District, and the Municipal Green Building Task Force.

8. Plans, develops, implements or directs major or complex construction or remodeling projects. Work closely with architects and project managers on various levels of capital projects, ranging from remodels to new construction. Attend Civic Design Review, City Planning, Board of Appeals, and other regulatory agency meetings as required.

9. Directs the research of complex, technical operational issues for building maintenance, security operations and emergency management; analyzes alternative solutions or approaches; recommends most effective course of action.

10. Leads the budget development process for the Facilities Division and provides detailed justification and persuasive arguments for proposals or initiatives, including the development of the department’s capital plan, facilities master plans, maintenance and repair needs system-wide, fleet management, and personnel structure and staffing levels. Oversees and administers the Facilities Division and capital budgets; directs and monitors expenditures in accordance with the approved budget.

11. Directs the preparation of a wide variety of statistical, fiscal, and operational reports; provides library leadership team with an early warning and recommends practical options to potential cost overruns.

12. Plans, develops, implements, and directs the Library’s Emergency Planning, with the Security and Emergency Planning Manager and administration. Coordinates the Library’s emergency plans and responses with the Dept. of Emergency Management, the City Administrator, Dept. of Human Resources, Dept. of Health, and other agencies. Directs and oversees emergency training and drills.

13. Plans, develops, implements or directs the Engineering section’s operations and maintenance procedures to ensure maintenance is being performed efficiently and within budget. Regularly review operations and maintenance budgets and schedules, assist Engineering section as needed with planning, strategy, and performance. Prepares summary reports on Library building condition and maintenance projects.

14. Oversees the annual updates of the Library’s section of the Capital Planning Committee’s Facilities Renewal Resource Model, and works with Capital Planning as required on Library related projects or reports. Review condition reports from FRRM. Chief Library liaison with the City Administrator’s Real Estate Division on matters pertaining to condominium owned Library Facilities, the rental of any library property to outside parties, and the potential rental or acquisition of new Library property.

15. Plans, develops, implements or directs the budgeting, selection, procurement and maintenance of the Library’s significantly large FF&E (furniture, fixtures and equipment) inventory. Produce reports for management on the costs and condition of FF&E for all Library facilities.

16. Work closely with Library Human Resources to fill vacancies and address personnel concerns within Facilities’ division; maintain effective relations with organized labor unions, and ensure division remains in compliance with the most current and applicable labor union memoranda of understanding.
Nature of the Work:
Most buildings or library branches with public access are operating 7 days a week, and some facilities operations occur after hours. The Director of Facilities must be available to be on-call after hours or during weekends to respond to emergency situations.

The Ideal Candidate:
The ideal candidate will be an innovative, facilities management professional with experience in administrative functions for a fast-paced, team-oriented environment where new ideas are welcomed and encouraged and is committed to racial equity and public service. The candidate should be an active listener, a thoughtful leader, and strategic thinker who can forecast future needs and develop solutions to adopt a modern, transparent, and efficient operation. The ideal candidate should have analytic, project, and change management experience as well as strong interpersonal skills to lead the agency through process and procedure improvements and institute a continual improvement paradigm. The successful candidate will be collaborative, personable, passionate about change management and professional development, including mentoring and coaching, and is politically astute. The candidate must be an excellent communicator with highly developed writing and presentation skills and willing to stay at the forefront of emerging capital, facilities management, security, and emergency planning trends on a local, state, and national level to develop strategic plans and best practices for the Library.
COMPENSATION AND BENEFITS:
The normal annual salary range is $143,624 to $183,274. Appointment above the maximum of the normal range may be considered based on documented and substantiated recruitment and retention issues or exceptional skills. A special approval process is necessary for appointment above the normal salary range. In addition to competitive salaries, the City offers flexible benefit plans with pre-tax elections which include: medical and dental insurance, Retirement Plan; 457 Deferred Compensation Plan; Social Security; Long-term Disability Plan; Life Insurance; paid Management Training program; 11 paid holidays per year; 5 floating holidays per year; 10 to 20 vacation days per year, depending on years of service; and may earn up to 100 hours paid administrative leave per year.
Equal Employment Opportunity:
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.
MINIMUM QUALIFICATIONS
1. Bachelor of Arts degree from an accredited college or university in business administration, construction management or related field. AND
2. Five years of experience in construction, maintenance and operation of facilities and buildings, including three (3) years of responsible supervisory experience.

Education Substitution: Additional experience as described above may be substituted for up to two (2) years of the education requirement on a year-for-year basis. One year of experience will be considered equivalent to 30 semester or 45 quarter units of college coursework.
Experience Substitution: Possession of a master’s degree in business administration, construction management or closely related field may be substituted for one (1) year of the required non-supervisory experience.
Note: One (1) year is equivalent to 2,000 hours worked. 2,000 hours of qualifying experience is based on a 40-hour work week.
Applicants must meet the minimum qualifications by the final filing date unless otherwise noted.
Desirable Qualifications:
The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring.
1. Master’s degree in business administration, public policy, public administration, construction management or related field.
2. Experience in supervisory or managing large group of staff in facilities or construction management.
3. Experience in project management of commercial and government buildings.
4. Demonstrated leadership and management of varied professions and vocations in a medium-sized organization with 100 staff or more.
5. Excellent verbal and written communication skills and experience interacting effectively with policy makers and public officials.
6. Racial equity and service excellence focus for internal and external customers. 
CONDITION OF EMPLOYMENT: All City and County of San Francisco employees are required to be vaccinated against COVID-19 as a condition of employment. For details on how it is applicable to your employment, please click here.
HOW TO APPLY
Applications for City and County of San Francisco jobs are only accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.
• Select the PBT-0932-111713 job announcement
• Select “Apply” and read and acknowledge the information
• Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
• Follow instructions on the screen
Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.
In line with the Official Public Health Order to slow the spread of COVID-19, “shelter-in-place” has been issued for all San Francisco residents that is expected to be in effect until further notice. As a result, Department of Human Resources (DHR)’s office (located at 1 South Van Ness Avenue, 4th Floor, San Francisco, CA 94103) is currently closed to the general public. If you have any questions, please feel free to email the Human Resources Analyst listed on this announcement.
Applicants may be contacted by email about this announcement 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).
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.
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.
Important: All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included in your application by the filing deadline. Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Applicant must attach the following documents online through JobAps at time of application filing; however, resumes will NOT be accepted in lieu of a completed City and County of San Francisco application.

1. Resume (Upload through “Resume” tab)
2. Cover Letter (Upload through “Other” tab)  
If you have any questions regarding this recruitment or application process, please contact the exam analyst, Meiyi Ouyang, by telephone at 415-437-4886 or by email at Meiyi.ouyang@sfpl.org. 
Verification:
Applicants may be required to submit verification of qualifying education and experience at any point in the application and/or departmental selection process. Written verification (proof) of qualifying experience must verify that the applicant meets the minimum qualifications stated on the announcement. Verification of qualifying experience must be on the employer’s letterhead, show the applicant’s name, dates of service, types of employment (part-time/full-time), job title(s), description of duties actually performed for each position, and must be signed by the employer. If the qualifying experience was performed on a part-time or as-needed basis, the total number of hours worked or average hours worked per week must also be included. Qualifying experience may be verified by performance evaluations showing duties performed. City and County employees will receive credit for the duties of the class to which appointed. Credit for experience obtained outside of the employee's class will only be allowed if recorded in accordance with the provisions of Civil Service Commission Rules. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456​.

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.
SELECTION PROCEDURES
Minimum Qualification Supplemental Questionnaire (Weight: Qualifying):
Candidates will be prompted to complete a Supplemental Questionnaire as part of the online employment application. This Minimum Qualification Supplemental Questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications for this position. Applicants must also complete the official application. It is essential that applicants provide complete information in identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.

Management Test Battery (Weight: 40%):
Candidates will be invited to participate in a computer-based examination designed to measure competencies in job-related areas which may include but not be limited to: Problem Solving; Leadership; Decision Making; Interpersonal skill; Human Resources Management; Team Building; Communication; Conflict Management and Process Improvement. For more information about this Management Test (and a suggested reading list) please visit: http://www.sfdhr.org/index.aspx?page=343​.
A passing score must be achieved on the Management Test Battery to continue in the selection process.
This is a standardized examination and, therefore, test questions and answers are not available for public inspection or review.
Scores attained on the Management Test Battery will be valid and 'banked' for three years, starting from the date of the examination. This means that, during this three-year time period, you will not be required to take the Management Test Battery. The Management Test Battery may be used for many other classes; therefore your test score may be applied to one or more of these classes if you choose to apply to future recruitments. If the selection process for the future announcement is held within one year of the date of this examination and it includes the Management Test Battery, your score will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your test score to the other announcement or (b) re-take the Management Test Battery. Re-testing is permitted no sooner than one year from the date of the examination and only in association with your eligibility for another announcement for which the Management Test Battery is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent.

Note: A passing score must be achieved on the Management Test Battery in order to continue in the selection process.
Supplemental Questionnaire Evaluation (Weight: 60%)
Applicants who achieve a passing score on the Management Test Battery will be sent a Supplemental Questionnaire designed to measure the knowledge, skills and/or abilities in job-related areas required for the position which may include but not be limited to: knowledge of vendor management and performance; ability to negotiate vendor contracts; ability to analyze RFPs and vendors bids; knowledge of emergency planning and incident command structure; principles and methods for evaluating program performance; ability to apply project management principles, methods, and tools; ability to deal tactfully and effectively with the general public, governmental officials, professional and technical persons and employees; ability to express facts and ideas in writing in a clear, convincing and organized manner; ability to manage and resolve conflicts and disagreements; ability to deal effectively with pressure and maintain focus and intensity even under adversity; ability to negotiate and find mutually acceptable solutions in order to build consensus; ability to make sound, well-informed, and objective decisions; ability to organize work; set priorities, and determine resource requirements; ability to develop other to perform; ability to prepare, justify, administer, and monitor the budget; ability to review construction plans and drawings; ability to rapidly adapt to new information, changing conditions, or unexpected obstacles.

Note: A passing score must be achieved on the Supplemental Questionnaire Evaluation in order to continue in the selection process.
IMPORTANT: Candidates must achieve a passing score on both Management Test Battery and Supplemental Questionnaire Evaluation in order to be placed on the Eligible List/Score Report in rank order according to their final scores.   
Additional Selection Processes: The hiring department may administer additional position-specific selection procedures prior to making final hiring decisions. Only those candidates whose qualifications most closely meet the needs of the Department will continue in the departmental selection process. Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process. 
Certification Rule
The certification rule for the eligible list resulting from this examination will be Rule of the List. Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

Eligible List
A confidential eligible list with names of candidates who have passed the civil service examination process will be created and used for certification purposes only. An examination score report will be established so interested parties can view the ranks, final scores, and number of eligible candidates. Applicant information, including names of candidates 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 that 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 twelve months and may be extended with the approval of the Human Resources Director.

Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list/score report resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments that use this classification, please click here. Search that document by title or job code to see which departments use the classification.
CONVICTION HISTORY
As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:
Having a conviction history does not automatically preclude you from a job with the City.
If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.
DISASTER SERVICE WORKERS
All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
CONCLUSION
Terms of Announcement
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 www.jobaps.com/sf.  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.
Reasonable Accommodation Request:
Applicants with disabilities requiring reasonable accommodation for this examination can find information on requesting a reasonable accommodation here.

Seniority Credit in Promotional Exams
Information regarding seniority credit can be found here.

Veterans Preference
Information regarding requests for veteran’s preference can be found here.

Copies of Application Documents
Applicants are advised to keep copies of all documents submitted. Submitted documents become a permanent part of the exam record and will not be returned. The hiring department may require applicants to submit the same documents and/or additional documents at a later date.

Right to Work
All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

General Information Concerning City and County of San Francisco Employment Policies and Procedures
Important employment information for the City and County of San Francisco can be obtained online here or hard copy at 1 South Van Ness Avenue, 4th Floor.

Exam Type: Combined Promotive & Entrance
Issued: 08/27/2021
Carol Isen
Human Resources Director
Department of Human Resources
Recruitment ID #: 111713
LIB/MO/415-437-4886; Meiyi.ouyang@sfpl.org
BENEFITS
All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.
For more information about benefits, please click here.
 


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