Senior Personnel Clerk (1204) - Citywide - (C00464)

Under direction, the Senior Personnel Clerk performs difficult, responsible and specialized clerical duties in connection with personnel related matters. The essential functions of this job include: processing personnel transactions; processing personnel requisitions and modifications either manually and/or electronically; compiling and analyzing data for reports; creating and updating personnel files; responding to inquiries made by phone or in person; training clerical staff; processing and scheduling appointments; and may be assigned to supervise clerical staff. The Senior Personnel Clerk works directly with the public, departments and employees concerning various personnel matters.

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.

1. Processes personnel transactions by gathering information for new hires, certifications, separations, reassignments, referrals, leaves of absence and other personnel matters; and by filling out forms and distributing copies to appropriate departments and individuals to ensure that all personnel actions are initiated, and that correct records are posted and maintained.

2. Processes personnel requisitions and modifications by filling out forms and/or entering information into the system either manually and/or electronically to ensure that requests are submitted by the department to fill vacant positions; and locating budget information for requisitions and position control.

3. Compiles and analyzes data for reports concerning employee status, probationary periods, payroll activities, certifications, referrals, registry, position control, budget, merit increases, performance appraisal; issues and tracks notifications to candidates for response; and verifies and corrects information to ensure accuracy of reports.

4. Creates and updates personnel files, manually and/or electronically, regarding, appointment data, verification of employment, history cards, files, payroll forms, FMLA, probationary period, retirements, benefits, photo identification process, and other relevant information to ensure that accurate information is kept on employee file.

5. Responds to telephone and personnel inquiries from city employees, applicants, and other interested individuals concerning various personnel related matters, such as payroll, employee benefits, leaves of absence, etc.

6. Trains clerical staff to properly complete personnel related forms in order to ensure that correct procedures, rules, policies and regulations are utilized.

7. May supervise clerical staff engaged in the preparation and maintenance of confidential forms, cards and files to ensure that established personnel related procedures are followed.

8. Processes and schedules appointments for medicals, fingerprinting, drug testing, employment verification, background check, and driver's license renewals to ensure that employee's records are completed and updated.

9. Performs related duties and responsibilities as assigned staff and the public; train clerical staff; supervise clerical staff; and identify problems and provide possible solutions.

Experience: Two (2) years equivalent of 4,000 hours) of verifiable experience maintaining personnel records and generating reports equivalent to the duties of City and County of San Francisco class 1202 Personnel Clerk.

**ACTION REQUIRED: As part of the application process, you must complete the Minimum Qualification Supplemental Questionnaire (MQSQ) https://forms.cloud.microsoft/g/qEhFdyetHf

Verification of Education and Experience:

Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Review SF Careers Employment Applications for considerations taken when reviewing applications.

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://careers.sf.gov/knowledge/experience-education/.

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 San Francisco

Selection Procedure:
After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

Minimum Qualification Supplemental Questionnaire (MQSQ): Candidates will be required to complete an MQSQ as part of the employment application. This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications (MQ) for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.

Clerical Test - Written Examination (Weight: 100%): Candidates who meet the minimum qualifications will be provided the opportunity to participate in a written multiple-choice exam to determine their relative knowledge, skill and ability level in one or more of the following job-related areas. These areas may include, but are not limited to:

Ability to establish and maintain effective and cooperative working relationships and to effectively work with others
Ability to communicate effectively, professionally, and courteously with others in a clear, concise, and understandable manner
Ability to enter data accurately into systems
Ability to prepare, organize and maintain records
Knowledge of utilizing a filing system to organize information and ability to effectively manage a filing system for record keeping of information and/or documentation
Ability to use office machines and equipment for office operational needs
Ability to type information accurately and efficiently
Ability to communicate written information in a clear, concise and understandable manner
Ability to understand information to assist in following directions
Ability to utilize various computer software programs
Ability to organize time and materials accordingly in order to work more efficiently
Ability to use mathematical formulas to perform calculations and analysis

This is a standardized multiple-choice examination. In accordance with Civil Service Rule 111.11.4, inspection privileges do not apply to the questions and answers in this examination.

The multiple-choice exam will be administered remotely. This computer-administered exam can be taken at home. Candidates must have access to a computer and reliable internet connection to participate in this exam. Candidates will be scheduled for a specific time and date to complete the examination.

The score you achieve on this examination shall 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 this test again should you apply and be found eligible for a future announcement for which this particular test is used. If the test for this future announcement is held within 1 year of the date of this examination, 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 test. 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 this test is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent (even if it turns out to be lower than your original score).

If a significant modification is made to this exam in the future, the application of “banked” scores may no longer be appropriate. In such a rare circumstance, candidates with “banked” scores would be required to re-take the exam sooner than the three year period specified above.

Candidates must achieve a passing score on the examination in order to be placed on the resulting eligible list.

The score you achieve on this examination shall 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 this test again should you apply and be found eligible for a future announcement for which this particular test is used. If the test for this future announcement is held within one year of the date of this examination, 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 test. 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 this test is used. Please note that, should you re-test, your re-test score would become your official score since it is the most recent (even if it turns out to be lower than your original score).

If a significant modification is made to this exam in the future, the application of “banked” scores may no longer be appropriate. In such a rare circumstance, candidates with “banked” scores would be required to re-take the exam sooner than the three-year period specified above.

Candidate scores on this examination may also be applied to other announcements involving other job titles, when directed by the Human Resources Director.

Eligible List/Score Report:
A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants 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 the 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 of 24 months, and may be extended with the approval of the Human Resources Director.

To find Departments which use this classification, please see the city’s Position Counts by Job Codes and Departments.

Terms of Announcement and Appeal Rights

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. [Note: The correction of clerical errors in an announcement may be posted on the Department of Human Resources website at https://careers.sf.gov/.]

The terms of this announcement may be appealed under Civil Service Rule 110.4. Such appeals must be submitted in writing to the Department of Human Resources, 1 S Van Ness Avenue, 4th Floor, San Francisco, CA 94103-5413 by close of business on the 5th business day following the issuance date of this examination announcement. Information concerning other Civil Service Commission Rules involving announcements, applications and examination policies, including applicant appeal rights, can be found on the Civil Service Commission website at https://sf.gov/departments/civil-service-commission.

Additional Information Regarding Employment with the City and County of San Francisco:

Where to Apply

All job applications for the City and County of San Francisco must be submitted through our online portal. Please visit https://careers.sf.gov/ to begin your application process.

Computers are available for the public (9:00 a.m. to 4:00 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 and at the City Career Center at City Hall, 1 Dr. Carlton B. Goodlett Place, Room 110.

Ensure your application information is accurate, as changes may not be possible after submission. Your first and last name must match your legal ID for verification, and preferred names can be included in parentheses. Use your personal email address, not a shared or work email, to avoid unfixable issues.

Applicants will receive a confirmation email from notification@smartrecruiters.com 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.

If you have any questions, you may contact Anita Nham at Anita.nham@sfgov.org Recruitment ID: REF60615V

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.