Personnel Clerk (1202) - Citywide (C00463)

Personnel Clerk (1202) - Citywide (C00463)

Under supervision, the Personnel Clerk performs a variety of specialized clerical duties in connection with personnel related matters. The essential functions of this job include: processing personnel transactions by gathering information, filling out and/or distributing forms and/or documents; processing personnel requisitions and modifications either manually and/or electronically; compiling and generating data for reports; creating and updating personnel files; responding to inquiries made by phone or in person; filing personnel documents; entering and maintaining records and databases; processing and scheduling appointments. The Personnel Clerk works directly with the public, departments and employees concerning various personnel matters.

Essential duties include: processing 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 personnel records are posted and maintained.

Processing personnel requisitions and modifications either manually and/or electronically by filling out forms and/or entering information into the system; maintaining log by vice and assignment number, and locating budget information for requisitions and position control.

Compiles data and generates reports concerning employee status, probationary list, payroll activities; and verify information manually and/or by computer to ensure its accuracy.

Creates and updates personnel files, manually and/or electronically, regarding appointment data, verification of employment, and other relevant information to ensure that accurate information is kept on employee status; updates records to show changes in employee status, tax code and personal addresses.

Responds to phone and personnel inquiries from employees, applicants, and other interested individuals concerning various personnel matters, such as employee benefits, leaves of absence; and makes referrals as necessary.

Files personnel documents according to established departmental procedures by using chronological, and alphabetical filing systems; accepts subpoenas, summons and other legal documents to ensure that documentation/information is properly maintained and posted in a timely manner.

Maintains computerized records and database information by using word processing, spreadsheets and other applications to ensure accuracy of data and process personnel transactions.

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

Performs related duties and responsibilities as assigned.

Experience: One (1) year (equivalent of 2,000 hours) of verifiable experience maintaining personnel records and generating reports.

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.

Action required: As part of the application process, you must complete the Minimum Qualification Supplemental Questionnaire (MQSQ)

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

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.

• 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.

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/