Career Opportunity

Senior Clerk– Program Support Operations (PSO): Human Services Agency (1406) (130302)

Recruitment: REF20639X

Published: December 23, 2022

Apply using SmartRecruiters, the City and County of San Francisco's application portal.

About:

Special Conditions: This position requires the following Special Conditions

Language Special Condition

This position requires the ability to speak, read and write Vietnamese.

Experience Special Condition

One (1) year verifiable experience working in and providing direct services for diverse populations in a Health or Social Service program.

Company Description

Application Opening: December 23, 2022

Application Deadline: January 11, 2023

Compensation: $60,866- $86,476Annually

Classification Specification: https://careers.sf.gov/classifications/?classCode=1406&setId=COMMN

List ID: TPV-1406-130302; RTF 01117405

At the San Francisco Human Services Agency, we believe in a San Francisco where everyone has the opportunity and support to achieve their full potential.  We are comprised of the Department of Benefits and Family Support, and the Department of Disability and Aging Services, and are united by our commitment to deliver essential services that support and protect people, families, and communities.

From financial, nutritional and employment support to child and adult protective services, health care coverage, affordable childcare, and in-home services for older adults and persons with disabilities, our team lends support for all in need.

Our Commitment to Racial Equity

As we work towards our vision of an inclusive San Francisco, we embrace our responsibility to root out systemic racism by creating services and a workforce which reflect the lived experiences and strengths of the people we serve. We are committed to fostering a work environment where our differences are celebrated and everyone has what they need to thrive--no matter their race, age, ability, gender, sexual orientation, ethnicity, or country of origin. Click here to learn more about what this commitment looks like in action.

Role description

Under direction, the 1406 Senior Clerk performs difficult, responsible and specialized clerical work and may assign clerical and office work to subordinate office personnel. This is the senior-level position in the Clerk series. 

Incumbents in this position will work at various agency locations that accept applications from clients pursuing social services benefits administered by the Human Services Agency (HSA). This position requires effectively serving a diverse client base including those with histories of drug addiction, homelessness, incarceration, behavioral and other sensitive health issues.

Essential Duties and Functions

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job class and are not intended to be an inclusive list; may include additional duties as assigned.

Records Management

1. Processing applications of customers wanting to receive social services benefits

administered by the San Francisco Human Services Agency (SFHSA); assembling application packets for and assist supported programs.

2. Performing index clearances; entering and/or updating customer demographics in the various client databases.

3. Completing workflow requests from program staff.

4. Maintaining data integrity of various client data bases; merging duplicate files if appropriate, identifying and correcting erroneous customer information.

5. Working collaboratively with Program staff to troubleshoot and resolve issues pertaining to registration and clearance of case records.

6. Maintaining and routinely send folders to offsite storage for archiving.

7. Creating new and retrieving existing customer case folders; and managing offsite storage files.

9. Tracking customer case folder movement using the Agency’s Case Folder

Transit Tracking System and Client Index Database platforms.

10. Cross training staff members in the other Records Management (RM) units

and the Reception Operation (RO) units to improve the overall efficiency of the team.

11. Working in a Service Center environment conducting outbound and receiving inbound calls.

RECEPTION OPERATION

1. Receiving and verifying accuracy, completeness, and legibility of application packets. 

2. Performing preliminary screening of applicant using the California Welfare Information Network and other Agency systems.

3. Recording client demographics; scheduling date and time of intake appointments using a Lobby Management and Appointment Scheduling

systems.

4. Acting as lobby navigator assisting customers using kiosks; checking in customers for their scheduled appointments, and directing customers to appropriate service stations.

5. Providing customers general information, responding to customer inquiries, trouble-shooting customer ticket(s) and resolving other issues.

5. Operating CHANGES terminal to capture digital images of customers who are applying for CAAP benefits; and creating shelter reservation for CAAP applicants using CHANGES.

7. Answering in person and phone inquiries from other HSA staff, other government agencies, and the general public; including compile and generate reports from data sources as requested.

9. Receiving, storing, and stocking client applications and other pertinent forms; preparing confidential records, files and other pertinent forms for destruction.

10. Picking up bundled reading materials from local libraries for client use.

11. Cross-training in tasks performed by other staff members in the Records Management units.

How to qualify

Special Condition Language and Experience Requirements:

This position requires proficiency in speaking, reading and writing Vietnamese; AND

One (1) year verifiable experience working in and providing direct services for diverse populations in a Health or Social Service program.

Experience:

Two (2) years of clerical experience included preparing and maintaining a variety of records and/or documents, filing, use of office equipment, public contact and processing of incoming and outgoing mail.

Substitution

Any one of the following may substitute for six (6) months of the required experience:

Completion of a clerical training program (240 hours); OR

15 semester units (or equivalent quarter units) of coursework from an accredited college or university; OR

Completion of an approved City and County of San Francisco Clerical Administrative training program.

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

Verification of Experience and/or Education

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 http://sfdhr.org/index.aspx?page=456

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 of San Francisco.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

Selection Procedures   

The selection process will include evaluation of applications in relation to minimum qualifications of the position. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates.

If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited to continue in the selection process.

Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

What else should I know?

To find Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Counts-by-Job-Codes-and-Department-FY-2021-22.pdf

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

• Information About The Hiring Process
• Position Based Testing Information
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

How to Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit: https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.

• Select the “I’m Interested” button and follow instructions on the screen 

Applicants may be contacted by email about this recruitment and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

Applicants will receive a confirmation email 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 regarding this recruitment or application process, please contact the exam analyst, Carmen K. Lewis, by telephone at (415) 557-5241 or by email at carmen.lewis@sfgov.org. 

All your information will be kept confidential according to EEO guidelines.

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.