City and County of San Francisco

Assessor-Recorder Office Assistant (#4213)

$28.61-$34.78 Hourly / $4,960.00-$6,028.00 Monthly / $59,514.00-$72,332.00 Yearly


Definition

Under immediate supervision, performs routine but specialized office support and customer service work within the Assessor-Recorder’s Office; provides primary counter reception and initial document receipt/processing; provides information to the public regarding the recording, archiving, and retrieving of legal documents; assists appraisal staff with researching, gathering and compiling routine assessment-related information; and performs related duties as required.

Distinguishing Features

This is the entry-level class of the Assessor-Recorder support series. Incumbents initially work under immediate supervision to perform routine office support duties while learning the specialized office policies and procedures that are unique to the Assessor-Recorder's Office. Duties emphasize routine activities pertaining to appraisal services, document processing and various support services. As experience is gained, incumbents learn to perform duties with greater independence within established guidelines. This class may be distinguished from the higher-level class of 4214 Assessor-Recorder Office Specialist because that is the journey-level class where incumbents perform the full range of journey level office support duties typically assigned to the class.

Supervision Exercised

None

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. Performs a limited range of routine but specialized office support and customer service duties in the Assessor-Recorder’s Office; learns to receive, files and processes deeds, reconveyances, releases of liens, judgments, marriage certificates and various legal and other documents; performs basic screening and review of documents for accuracy and completeness; refers customers to other Office staff and/or outside agencies as required.
  2. Learns to provide factual and procedural information regarding assessment and recording laws, regulations, policies and procedures in person, by mail or over the phone to a wide range of individuals including attorneys, government agencies and the public; provides basic instructions to customers regarding the use of specialized equipment to search for records and documents.
  3. Assists professional appraisal staff by compiling, organizing and distributing assessment and/or appraisal-related documents and information; tabulates data and information; maintains statistical reports.
  4. Operates personal computers, computer terminals and other equipment to research databases, documents and records and locate requested information; provides and/or sends copies of requested documents according to Office policies and procedures.
  5. Computes and receives payments for routine service fees; issues receipts.
  6. Performs routine data entry to correct, verify, update, and maintain databases, including the tax assessment roll; enters data into fields, corrects minor errors and researches/retrieves data and statistics.
  7. Types and prepares various items such as letters and forms; proofreads and checks typed materials for accuracy, completeness and compliance with well-defined policies and procedures.
  8. Receives, opens, stamps and distributes mail; tabulates, records and processes fees received.
  9. Researches, retrieves, updates and tracks information in automated systems; checks for duplicate accounts and other data errors.
  10. Establishes, maintains and purges files and records according to well defined parameters; may assist with microfilming, micro-imaging, duplicating and reproducing records; maintains tickle files and follows up on matters as needed.
  11. Performs other general office administrative duties; attends meetings and trainings; may serve on committees and task forces.

Knowledge, Skills and Abilities

Knowledge of: Standard office practices and procedures; basic laws, principles and practices pertaining to public administration; basic practices and methods of customer service; business data processing principles and practices, including the uses of computer equipment; correct English usage including grammar, spelling and punctuation; basic arithmetic; record keeping principles and practices

Ability or Skill to: Perform detailed and accurate office work; provide courteous and effective customer service to a wide variety of people; organize and maintain data, files and records; prioritize work and perform multiple activities; explain and apply policies, procedures, forms and concepts; type letters, forms and other documents; make arithmetic computations; understand and carry out oral and written instructions; establish and maintain effective working relationships with others; operate standard office equipment; use various office automation tools such as word processing and spreadsheet applications

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.

Education:

Experience:

Two (2) years of progressively responsible office support experience that required the use of data management systems, researching documents, and extensive contact with the public. At least one (1) year of the experience should have been at a level comparable to the class of Clerk in the City/County of San Francisco.

License and Certification:

None

Substitution:

1) Completion of coursework from an accredited college or university may substitute for the above-required experience on a year-for-year basis, where thirty (30) semester or forty-five (45) quarter units is equivalent to one (1) year; OR 2) Completion of a clerical training program (at least two-hundred forty (240) hours) may substitute for six (6) months of the above-required experience.

Notes

SUPPLEMENTAL INFORMATION

PROMOTIVE LINES
To: 4214 Assessor-Recorder Office Specialist

ORIGINATION DATE:
05/10/11

AMENDED DATE:
09/11/20

REASON FOR AMENDMENT:
To accurately reflect the current tasks, knowledge, skills & abili-ties, and minimum qualifications.

BUSINESS UNIT(S):
COMMN


CLASS: 4213; EST: 9/11/2020;