Career Opportunity

Assistant Clerk - Board Of Supervisors - (1492) - (122742)

Recruitment: RTF0122741-01101389

Published: May 27, 2022

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About:

• Application Opening: May 27, 2022
• Application Filing Deadline: Continuous. Applicants are encouraged to apply as soon as possible as the application may close at anytime, but not before June 10, 2022.
• Compensation Range: $104,624-$127,192
• Recruitment ID:  TEX-1492-122742 / RTF0122741-01101389

The Board of Supervisors is the legislative branch of the City and County of San Francisco that responds to the needs of the people, establishes city policies, and adopts ordinances and resolutions. For more information visit: https://sfbos.org/

Role description

Appointment Type:
Temporary Exempt (TEX): This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer. The duration of the appointment shall not exceed 6 months.

Position Description:

Pursuant to Charter, Section 2.117, the Clerk of the Board shall have charge of the office and records of the Board of Supervisors, its committees and its classified staff. Under general supervision by the Legislative Deputy, the Assistant Clerk performs complex and responsible legislative, administrative clerical/secretarial, and analytical work in connection with the activities of one or more committees of the Board of Supervisors or the Sunshine Ordinance Task Force, and performs other duties as assigned. The essential functions of this job include: upholding the legislative process; reviewing legislative files for accuracy and completeness; organizing and preparing agendas for committee meetings; preparing legal notices and official advertising; attending committee meetings, taking notes, and preparing official minutes; preparing legislation and other reports related to committee actions; organizing and updating official legislative files; conducting research and responding to requests from the public and other departments; performing data entry and database maintenance; conducting quality control on the various files and documents processed; providing assistance to the Clerk of the Board and supervising staff in the absence of Deputy Clerks; and providing assistance and training to newly appointed Assistant Clerks when necessary. One Assistant Clerk shall be solely assigned and provide similar essential functions to the Sunshine Ordinance Task Force, including drafting of determinations made by the Task Force and coordinating compliance concerns for City departments and the public on the Sunshine Ordinance.

A successful candidate must be a team player who is able to multi-task under tight deadlines, work with or without supervision, and provide constant attention to detail while maintaining accuracy. A successful candidate's flexibility, ability to prioritize work, and good judgment will allow him/her to thrive in this deadline-driven environment. Strong written and verbal communication skills, customer service orientation, and work ethic define characteristics of a person who will flourish in this environment. Candidates with emotional intelligence and who demonstrate high levels of collaborative behavior with other employees are desirable.

The essential duties of this position include:

• Withstand influence, maintains neutrality, and uphold the legislative process by carrying out the functions, requirements, duties or terms of the following: complies with Federal, State and Local law, Clerk of the Board or Civil Service established procedures, and the Board's Rules of Order (and/or Roberts Rules of Order).
• Identifies, contacts and follows up with departments and other sources to obtain required attachments, documents and policy recommendations required for consideration of proposals, and ensures such attachments and documents are received before an item is submitted for a draft agenda.
• Prepares legal notices and official advertising following specific timelines and determine if notice was properly executed in the newspaper, mailed and/or posted.
• Independently composes and types correspondence relative to office operations - requiring knowledge of operations and regulations- for departments and Supervisors offices, prior to providing it to the Clerk of the Board for signature and/or approval.
• Organizes and prepares agendas for committee meetings to meet legal and operational requirements.
• Attends and clerks committee meetings; operationally and procedurally manages the meeting, taking notes, and preparing accurate minutes.
• Facilitates committee action, prepares legislation, substitutions, amendments, and other related reports within the required time frame.
• Draft determinations made by the Sunshine Ordinance Task Force.
• Coordinate compliance concerns for City departments and the public on the Sunshine Ordinance.
• Communicates courteously and effectively with City officials, their staff and the general public.
• Performs data entry and database maintenance.
• Conducts research and responds to requests from the public and other departments received in person, by phone, electronic mail, or fax.
• Provides assistance to the Clerk of the Board and Legislative Deputy Clerk, and supervises staff in the absence of the Deputy Clerk.
• Provides assistance and training to newly appointed staff when necessary.
• Performs other duties as required.

Nature of Essential Duties Include: Ability to effectively manage stressful situations under constant mandated deadlines. Extensive work in a standard office environment, which may involve prolonged sitting, bending, and operation of typing, word processing, and other office equipment. Ability to work outside normal business hours and attend evening meetings when necessary. Ability to adapt to change and work as part of a self-directed team.

How to qualify

Five (5) years of secretarial experience, including at least one (1) years of experience performing high­ level secretarial/administrative duties in a legislative body, such as the Board of Supervisors, City Council, City Commission, or Board of Directors. AND

Two (2) continuous years of recent and verifiable work experience in the Legislative field handling regulations, noticing, policy bodies, parliamentary procedure, agendas, and minutes.

AND

Ability to type 55 wpm (net) and take notes to record the minutes of a committee meeting of the Board of Supervisors.

Substitution: A baccalaureate degree from an accredited college or university in English, Public Administration, Journalism, Political Science, Business Administration, Urban Studies, or related field may be substituted for the two (2) years of the secretarial experience. No substitution may be made for the required one year of experience performing high-level secretarial/administrative duties in a legislative body.

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

Desirable Qualifications

The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring.

• Exercise independent, sound judgment, free from outside influence, and can escalate issues to manager when needed;
• Ability to carry out responsibilities in a busy environment while keeping tight timelines;
• Strong organizational and people skills;
• Experience writing accurate, well organized, and grammatically correct documents, which include, but are not limited to, legislation, letters, memoranda, and reports;
• Demonstrated ability to use computer applications, including email, word processing, spreadsheets, databases, and the internet to develop, prepare and/or maintain correspondence, reports, and other documentation.

Verification:

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 https://sfdhr.org/how-verify-education-requirements

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:

Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine the applicants’ qualifications. Only those applicants whose backgrounds best match the position will be invited to participate in the selection process. Applicants meeting minimum qualifications are not guaranteed advancement in the selection process.

Selected applicants will be invited for interviews.

What else should I know?

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
• 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.sf.gov/ 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.

Analyst Information: If you have any questions regarding this recruitment or application process, please contact the recruitment analyst, Jessica Wong at jessica.j.wong@sfgov.org.

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.