Personnel Clerk (1202) - Citywide - (C00263)

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.

THIS IS A CITYWIDE EXAM

Application Opening: April 29, 2024

Application Deadline: May 13, 2024 (11:59 PM PT)

Recruitment ID: CBT-1202-C00263

Role description

Under direct supervision, the Personnel Clerk performs a variety of specialized clerical duties in connection with personnel related matters:

• Process personnel transactions by gathering information.

• Process personnel requisitions and modifications; creates and updates personnel files, either manually and/or electronically.

• Compiles data and generates reports concerning and ensures accuracy.

• Responds to phone and personnel inquiries regarding various personnel matters.

• Files personnel documents according to established departmental procedures by using chronological and alphabetical filing systems; accepts legal documents and ensures documentation/information is properly maintained and posted in a timely manner.

• Maintains computerized records and database information; ensures accuracy of data.

• Processes and schedules appointments for personnel matters.

• May include additional duties as assigned.

How to qualify

Experience: One (1) year (equivalent of 2,000 hours) of verifiable experience maintaining personnel records and generating reports. Note: Personnel records are records relating to employees that are maintained within an HR environment.

Substitution: Possession of a certificate of completion from the San Francisco Human Services Agency's Career Pathway Clerical Administrative Program will substitute for the minimum qualifications listed above.

Verification of completion from the San Francisco Human Services Agency's Career Pathway Clerical Administrative Program must be verified by copy of the certificate of completion stating that 1202 Personnel Clerk is included in the list of City classes. Please upload the certificate in Smart Recruiters when you apply to this position.

Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Please review our articles on Employment Application and Minimum Qualifications and Verification of Experience and/or Education for considerations taken when reviewing applications.

What else should I know?

SELECTION PROCEDURES: 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

Candidates must achieve a passing score on the Examination in order to be ranked on the resulting eligible list/score report. The Examination is a standardized examination and, therefore, test questions and answers are not available for public inspection or review in accordance with Civil Service Rule 111.11.14.

The multiple-choice exam will be administered on a computer. Qualified applicants will be notified by email of the exact time, date of the examination. If you also apply and meet the minimum qualifications for the 1204 Senior Personnel Clerk recruitment (C00264), you will only be scheduled once.

The score that you achieve on the 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 12 months of the date of this examination, your score will be automatically applied to that announcement. However, after twelve months, 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 twelve months 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 going forward since it is the most recent (even if it turns out to be lower than your original score).

Exam Preparation Materials:

Clerical Exam Candidate Handbook

Multiple-Choice Test Preparation Manual

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 24 months and may be extended with the approval of the Human Resources Director.

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.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ .] 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 http://sfgov.org/civilservice/rules.

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

• Information About the Hiring Process

• Conviction History

• Employee Benefits Overview

• Equal Employment Opportunity

• Disaster Service Worker

• ADA Accommodation

• Veterans Preference

• Right to Work

• Copies of Application Documents

• Diversity Statement

Exam Analyst Information: If you have any questions regarding this recruitment or application process, please contact the exam analyst, Jennifer Bushman at Jennifer.Bushman@sfgov.org.

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.