1202-Personnel Clerk

Job description

INTRODUCTION

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.

DISTINGUISHING FEATURES

The Personnel Clerk job code is distinguished from that of Clerk by its specialization on clerical tasks related to personnel. It is distinguished from the 1204 Senior Personnel Clerk in that the latter performs more difficult and responsible tasks than those assigned to incumbents in this job code.

SUPERVISION RECEIVED/EXERCISED

None

MAJOR, IMPORTANT, AND 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 personnel records are posted and maintained.

2. Processes 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.

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

4. 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.

5. 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.

6. 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.

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

8. 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.

9. Performs related duties and responsibilities as assigned.

IMPORTANT AND ESSENTIAL KNOWLEDGES, SKILLS, AND ABILITIES

Knowledge of:

Principals, practices, policies and procedures of office operations;

Filing systems;

Basic math.

Ability to:

Establish and maintain effective and cooperative working relationships;

Communicate effectively orally and in writing;

Use office and computer equipment;

Type and perform data entry accurately and efficiently;

Maintain records;

Read, comprehend and interpret information;

File, retrieve, code and index records;

Organize time and materials;

Perform personnel related procedures;

Evaluate and proofread documents;

Conduct research, collect data and perform analysis;

Exercise good judgment in making decisions;

Perform scheduling;

Perform accurate arithmetic calculations and analysis;

Influence, motivate, coach and challenge others;

Interpret laws, rules, regulations and procedures.

MINIMUM QUALIFICATIONS

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

One (1) year of verifiable experience maintaining personnel records and generating reports.

LICENSE AND CERTIFICATION

None

PROMOTIVE LINES

To: 1204 Senior Personnel Clerk

From: Entrance Examination

ORIGINATION DATE: 1/12/61

AMENDED DATE: AMENDED: 3/16/81; AMENDED: 12/8/99; AMENDED: 04/23/2007, Amended 1/12/2012

REASON FOR AMENDMENT To accurately reflect the current tasks, knowledge, skills and abilities defined in the most recent job analysis conducted for this job code.

BUSINESS UNIT(S): COMMN

Standard information

Disaster service work

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Historic and future compensation