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Program Specialist

1 month ago

San Francisco, California, United States City and County of San Francisco Full time

About the Opportunity

The City and County of San Francisco's Department of Early Childhood is seeking a highly skilled Program Specialist to join our Child and Family Well-being Division. As a key member of our team, you will play a critical role in supporting the implementation of grants and initiatives that promote the well-being of children and families in San Francisco.

Key Responsibilities

  • Provide administrative support to grant-making, procurement processes, contract execution, compliance and monitoring processes, site visits, and invoice management.
  • Prepare and process grant documents for program officers to review, which includes contract/grant agreements, insurance, invoices, invoice documentation review, monitoring documentation, regulatory compliance, program reports and program site visit reports.
  • Manage and perform associated tasks and logistics for in-person and remote meetings, sponsored community events, and trainings; provide technical support; set-up/break-down, transport, and lift materials, supplies and equipment.
  • Maintain effective community relations and communications with a broad range of stakeholders; maintain close email and phone contact with personnel of funded agencies and projects.
  • Use information management techniques and systems to develop, manage, and maintain records/documents associated with grant-making cycle, tracking systems of grant making activities, and key document storage/retrieval.
  • Process, compile, review and summarize quarterly reports and other program and performance data; prepare reports and recommendations as assigned.
  • Maintain up-to-date and comprehensive contact lists of staff of funded programs, inclusive of key sub-contractors and their staff.
  • Provide grantee technical assistance to staff of funded programs to ensure their effective completion of monitoring and compliance activities and otherwise ensure they remain compliant with grant agreement; perform grant monitoring tasks as assigned and identify emerging themes for grantee and program improvement.
  • Support staff of funding programs in developing annual scopes of work, program plans, budgets, and budget modifications, support correct entry into the online Contract Management System (CMS), and provide quality assurance reviews.
  • Assist with grantees' understanding of and compliance with evaluation activities; assist in review of submitted data to ensure completeness and provide quality assurance review using Contract Management System, Excel and other data management software tools.
  • Support use of, entry into, and enhancements of department-wide data and information systems, CMS or Sparkler.
  • Participate in county-wide joint fiscal and compliance monitoring process, as needed.
  • Work with cross-departmental teams as assigned to implement and enhance office procedures and systems, as needed.
  • As needed: Attend and support Community and Policy Body meetings; act as back-up for administrative staff and other Department of Early Childhood administrative duties; assist members of the public; assist with audit and public information requests.
  • Other duties as assigned
  • This position will require some evening and weekend meetings, including travel regionally and nationally.

Requirements

The ideal candidate will possess a baccalaureate degree from an accredited college or university and two (2) years of administrative/professional experience in community development, housing and/or housing development, workforce development, finance, education, social work, children/youth work, criminal justice or elections related work. Alternatively, the candidate may possess a baccalaureate degree from an accredited college or university with a major in one of the following fields: public or business administration, urban planning, government, social work, education, finance or criminal justice and one (1) year of administrative/professional experience in community development, housing and/or housing development, workforce development, finance, education, social work, children/youth work, criminal justice or elections related work. A Master's degree from an accredited college or university in public policy, planning, social work, public administration, finance, education, criminal justice, or business administration may also be considered. Verifiable administrative/professional experience involving community development, housing and/or housing development, workforce development, finance, education, social work, children/youth work, criminal justice and/or elections related work may substitute for the educational requirement in Minimum Qualification #1 on a year-for-year basis.

Desirable Qualifications

The ideal candidate will also possess two (2) years of full-time progressively responsible experience in a public or private organization, of which one (1) year was in family support, maternal/infant/child health, early intervention, and/or early care and education fields. Experience in providing technical and/or administrative experience across multiple teams, strong skills in project and time management, excellent writing and verbal skills, bi-lingual Spanish, Chinese, or African American Vernacular English, and experience with wide ranging cloud-based data systems are also desirable.

Additional Information

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://www.jobaps.com/sf/ and type "9772" into the "Search by class or keyword" field. Click the link to open the Job Announcement, 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 and 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.