Career Opportunity

1226-Chief Payroll And Personnel Clerk

Recruitment: RTF0135140-01101153

Published: August 15, 2023

Accepting applications until: September 07, 2023

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

About:

San Francisco is a vibrant and dynamic city, on the forefront of economic growth & innovation, urban development, arts & entertainment, as well as social issues & change. This rich tapestry of culture and ideas is sustained by our City's commitment to heighten the quality of life for San Franciscans and residents of the greater Bay Area. Our employees play an important role not only in making our City what it is today, but also in shaping the future of San Francisco. 

Application Opening:  July 21, 2023

Application Deadline:  May close anytime, but not before August 11, 2023

Compensation Range:  $98,150 - $119,288 Yearly

Recruitment ID: PBT-1226-135141 / RTF0135140-01101153

Role description

Under general direction, the Chief Payroll and Personnel Clerk manages the activities of a large and complex sub-unit of the San Francisco Municipal Transportation Agency (SFMTA), Human Resources Division.  This position will be responsible in managing and directing assigned staff performing complex payroll/personnel duties using computerized systems; supervising and evaluating subordinates’ work; developing and/or updating policies and procedures for personnel and related payroll functions; reconciling and maintaining complex position control systems; preparing, analyzing and presenting a variety of detailed reports to various audiences; and performing related duties as required. 

Essential Duties:

• Manages and directs assigned staff performing complex payroll/personnel duties using computerized systems, including the maintenance and control of complicated payroll/personnel records.
• Supervises staff, and assigns and evaluates work performed in areas such as payroll and personnel processing, human resources functions, and position control systems.
• Interprets and implements pertinent laws, rules, ordinances, regulations, policies and procedures to clarify and expedite payroll and personnel processing.
• Develops and updates standard operating procedures and techniques for personnel and related payroll functions; writes new procedures for the implementation of policies; maintains expenditure records; and may prepare budget and statistical data.
• Determines and verifies proper salary payment in compliance with prescribed rules and regulations, such as various government codes, charter provisions, and union contracts; and maintains related accounting controls for audit purposes.
• Reconciles and maintains position control systems; participates in the fiscal ASO reconciliation process.
• Reviews, updates, and approves the processing of status changes, such as new hires, transfers, and separations of personnel.
• Prepares payroll/personnel reports, memos, and responses to correspondence and telephone inquiries regarding a wide variety of salary and payroll/personnel matters.
• Serves as departmental liaison and confers with other departmental personnel and representatives of other agencies/organizations in connection with the various laws, codes, rules, and regulations applicable to particular departmental payroll/personnel operations.
• Analyzes and interprets computer output reports in order to respond to employees' personnel problems and discrepancies; generates, reviews and maintains a variety of automated reports.
• Performs difficult, responsible and complex clerical tasks, including the recordkeeping of various personnel documents and files.
• Provides customer service, and handles pressure and crisis situations with individuals, such as employees or members of the general public.
• Performs related duties and responsibilities as assigned.

How to qualify

Five (5) years of progressively responsible clerical and office experience in the preparation and maintenance of detailed and complex payroll and personnel records and reports, including at least two (2) years of responsible supervisory experience. 

SUBSTITUTION: 

Completion of thirty (30) semester / forty-five (45) quarter units of coursework, with a minimum of twelve (12) semester/eighteen (18) quarter units of coursework in business administration, accounting, mathematics, human resources, or a closely related field may substitute for one (1) year of the required non-supervisory experience. Possession of a Certified Payroll Professional (CPP) Certificate issued by the American Payroll Association may substitute for one (1) year of the required non-supervisory experience. 

Desirable Qualifications:
The stated desirable qualifications may be used to identify candidates advancing to the interview process and/or to identify job finalist(s) at the end of the selection process when referred for hiring.

For HR Unit Role:

• Experience in/knowledge of recruitment and hiring coordination.
• Working knowledge of the Civil Service Rules or similar rules in relation to certifications, referrals, appointments and separations.
• Extensive work experience using Applicant Tracking Systems
• Extensive work experience using Human Capital Management systems

For Payroll Unit Role:

• Experience with a payroll system for 1000+ employees, preferably PeopleSoft or tier one ERP system.
• Experience with employee Leave protections (such as FMLA, CFRA, Paid Parental Leave, etc.).
• Knowledge of rules and regulations related to leaves of absence and ability to interpret and clearly explain leave procedures and guidelines to employees and division supervisors.

For HR or Payroll Unit Role:

• Two years experience supervising a team of five or more subordinates.
• Experience auditing payroll and/or personnel data for inaccuracies and applying necessary fixes.
• Experience handling confidential payroll/personnel issues appropriately and sensitively.
• Attention to detail.
• Ability to meet constantly changing deadlines; juggle multiple competing priorities/assignments simultaneously.
• Ability to analyze and make logical and independent decisions and provide recommendations for decision..
• Ability to communicate clearly and concisely both orally and in writing.
• Able to problem solve and work independently with integrity and a positive attitude.
• Experience with reviewing, interpreting and explaining Collective Bargaining Agreements (CBA) and Memoranda of Understanding (MOU).
• Strong interpersonal and communication skills, able to confidently interface with people; develop and maintain positive working relationships with all levels of the organization, staff and employees.
• Strong project, time and organizational management skills with the enthusiasm and desire to timely complete projects.
• Advanced knowledge and skills in Microsoft Suite applications

What else should I know?

Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. More information can be found at: https://sfdhr.org/information-about-hiring-process#verification. 

SELECTION PROCEDURE:

Exam Process: (General Exam Process Information)
Minimum Qualification Supplemental Questionnaire (Weight - Qualifying): Candidates will be prompted to complete a Supplemental Questionnaire prior to being placed on the eligible list. Failure to complete the questionnaire may result in disqualification from the selection process.

Basic Supervisory Exam: (Weight: 60%)

Candidates who meet the minimum qualifications will be invited to a written multiple-choice examination that is designed to measure basic knowledge of various supervisory practices and procedures (e.g. directing, counseling, guiding, evaluating, motivating, disciplining, developing and training subordinates, delegation, etc.) as well as customer service and reading comprehension.

This is a standardized examination and, therefore, test questions and test answers are not available for public inspection or review. The examination is administered via computer or in paper format. Qualified candidates will be notified of the particular format to be used in their test appointment notification. 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. Please note this test is used for other supervisory classes therefore your test score may be applied to one or more of these classes if you choose to apply to future recruitments. 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.

Training & Experience Evaluation (Weight: 40%):

Candidates will be prompted to complete the Supplemental Application that must be submitted during the online application process.  Candidates will be evaluated on their relative knowledge, skill and ability levels in job-related areas. It is important that the information provided on the supplemental application be accurate and complete.  All statements made on the application materials are subject to verification.

A passing score must be achieved on both the Basic Supervisory Exam and the Training & Experience Evaluation in order to be ranked on the eligible list.  The department may administer additional position-specific selection procedures to make final hiring decisions.

CERTIFICATION RULE:

The certification rule used for the eligible list resulting from this selection process will be the Rule of Ten Scores.  The hiring department may conduct additional selection processes to make final hiring decisions.

Eligibility List/Score Report:

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/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Director of Transportation or the Civil Service Commission.

The duration of the eligible list resulting from this examination process will be of 6 months, and may be extended with the approval of the Director of Human Resources.

Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments which use this classification, please see http://www.sfdhr.org/Modules/ShowDocument.aspx?documentID=21246. Search that document by title or job code to see which departments use the classification.

Exam Analyst Information: If you have any questions regarding the Exam Process, please contact the exam analyst, suzanne.wong@sfmta.com. All your information will be kept confidential according to EEO guidelines. 

Note:   Any  new information  concerning  work  experience,  education,  training  and  other  information  that is  submitted  after  the  filing  deadline  may  not    be  used  for  scoring  or  considered  to determine  whether  you  meet  the  minimum  qualifications. 

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 / Veterans Preference / Seniority Credit in Promotional Exams / Right to Work / Copies of Application Documents / Diversity Statement

Terms  of  Announcement  and  Appeal  Rights:
Applicants  must  be  guided  solely  by  the  provisions  of  this  announcement,  including requirements,  time  periods  and  other  particulars,  except  when  superseded  by  federal,  state  or local  laws,  rules  or  regulations. 

The terms of this announcement may be appealed under Civil Service Rule 110.4.    Such appeals must be submitted in writing to the Department of Human Resources, 1 S Van Ness Avenue, 4th Floor, San Francisco, CA  94103 by close of business on the 5th business day following the issuance date of this examination announcement.   Information concerning other Civil Service Commission Rules can be found on the Civil Service Commission website at http://sfgov.org/civilservice/rules.

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.