Junior Administrative Analyst - Wastewater Enterprise - SFPUC (1820)

Project Name: Environment Management System (EMS)/Project

Position Description

This position performs various technical and administrative support duties related to the Environment Management System (EMS) Project.

The Collection System Division (CSD) of Wastewater Enterprise (WWE) retains multiple records in an electronic document management system, Microsoft SharePoint software.

These records include internal audit records; versions of revised policies, procedures, and work instructions; records stored in databases including training, maintenance system, laboratory system, chemical inventory system, distributed control system, etc. instrument maintenance records; Personnel files, all completed data forms; and other documentation.

External records include contracts, permits, and other documents that are provided by outside sources. The purpose of this project is to define the steps that WWE follows to ensure that all relevant records are properly identified, collected, indexed.

The incumbent will be scanning, uploading, and tracking Covid cleaning updates in Maximo; sorting, reviewing, and scanning current and historical documents in SharePoint to reduce unnecessary hardcopies and to help consolidate files to clear up storage spaces; assisting with tracking inspections of permittee sites, account receivables and permit applications; monitoring and updating data from grit dumping tickets in the Recology Permit Log and cross-reference charges on invoices.

The incumbent will serve as a Gatekeeper for the CSD SharePoint site. This position, in coordination with the administrative staff, covers the front reception area and performs related duties as required.

Essential Duties and Responsibilities

• Codes and indexes documents, records, and correspondence. Methods may include color code, terminal digit, numerical, alphabetical and/or chronological order to ensure proper filing and ready access of data.
• Disseminates information and answers inquiries by communicating with the public, departmental personnel, and other departments.
• Explains and interprets existing laws, regulations and administrative policies governing the activities of the assigned office to the general public and other City personnel.
• Checks and reviews a variety of documents for completeness and accuracy.
• Files, maintains, and retrieves documents, records, and correspondence in accordance with established procedures.
• Works closely with divisional managers and supervisors in identifying uploading records.
• Organizes labeling and indexing all related documents in accordance with WWE and Collection System Division policy.
• Provides recordkeeping quality assurance for division-wide consistency.
• Implements and supports document management transition into SharePoint.
• Disseminates information and answers inquiries to all WWE Collection System Division staff regarding all related SharePoint documents.
• Files, maintains, and retrieves documents in accordance with established procedures.
• Assists all divisional managers and supervisors with all related SharePoint matters.
• Uploads all SharePoint content and storage and preservation of all related documents.

Work Location

• 3801 3rd Street, Suite 600, San Francisco, CA 94107

Work Schedule

• 7:00 a.m. – 4:00 p.m., Monday - Friday (On-Site only)