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Career Opportunity

Personnel Clerk - Access to City Employment (ACE) (1202)

Recruitment: REF3071O

Published: August 16, 2022


Leorah Dang -
John Weber -
Danielle Anderson -
Porsche Bunton -

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Department: Access to City Employment
Job class: 1202-Personnel Clerk
Role type: Permanent Exempt What does this mean?
Hours: Full-time


The Access to City Employment Program (ACE) seeks to hire qualified individuals with a disability into permanent entry-level jobs outside the normal civil service selection process. To be hired through the ACE Program, individuals must meet the minimum qualifications of the job and provide a Certification of Disability from the California Department of Rehabilitation or a Veterans Preference Letter from the U.S. Department of Veterans Affairs.

Role description

Definition: 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.

Examples of 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.

Knowledge, 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.

How to qualify

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.

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

What else should I know?

Notes: Amended: 1/11/12

Conviction History: As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as: Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code. Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164. Having a conviction history does not automatically preclude you from a job with the City. If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers: 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.

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

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.