1226 Chief Payroll And Personnel Clerk

Recruitment #PBT-1226-086283


The following information describes the civil service classification for which applications are being solicited.
Make sure you read the entire announcement before completing the application form.

The purpose of this examination announcement is to establish an eligible list for this classification.

This is a Position-Based Test conducted in accordance with CSC Rule 111A.

Announcement has been amended to reflect changes in the Minimum Qualifications and new filing deadline.  Applicants who have already submitted their application do not need to reapply.


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.


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.



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:

  • Two (2) year of experience supervising a team of five (5) or more subordinates.
  • Extensive work experience using JobAps and PeopleSoft software.
  • Analytical skills with the ability to audit and ensure accurate completion of personnel transactions and/or payroll, including files and reports.
  • Excellent judgment in handling confidential payroll/personnel issues appropriately and sensitively.
  • Experience in/knowledge of recruitment and hiring coordination.
  • Working knowledge of the City and County of San Francisco (CCSF) Civil Service Rules in relation to certifications, referrals, appointments and separations.
  • 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 work in a large, fast-paced and constantly changing environment.
  • Ability to communicate clearly and concisely both orally and in writing.
  • Able to problem solve and work independently with integrity and a positive attitude.
  • Knowledge of Collective Bargaining Agreements (CBA) and Memoranda of Understanding (MOU).
  • Strong interpersonal 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.
  • Able to develop strategic, analytical thinking that recognizes the long term implications of decisions.
  • Advanced knowledge and skills in Microsoft applications such as Word, Excel, Access, PowerPoint and Outlook.


City and County of San Francisco employment applications for this position will be accepted through an on-line process only. Mailed, hand delivered or faxed applications will not be accepted. Visit www.jobaps.com/sf to begin the application process.


•           Click and select 1226 Chief Payroll and Personnel Clerk (PBT-1226-086283)

•           Click on “Apply” and read and acknowledge the information

•           Click on “I am a New User” if you have not previously registered, or on “I have REGISTERED PREVIOUSLY”

•           Follow instructions given on the screen.


Computer kiosks are available for the public from 8:00 a.m. to 5:00 p.m. Monday through Friday to file online applications in the lobby of the Department of Human Resources, 1 South Van Ness Avenue, 4th Floor, San Francisco and in the lobby of SFMTA Human Resources office, 1 South Van Ness Avenue, 6th Floor, San Francisco.


Applicants may be contacted by e-mail.  It is their responsibility to ensure that their registered e-mail 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).


Upon successful submittal of the application online, the applicant will receive a notification on the screen, as well as in the applicant’s e-mail inbox, acknowledging the receipt of the application by the SFMTA - Merit Section.  If you have any questions regarding this recruitment or application process, please contact the exam analyst, Suzanne Wong, by telephone at 415-701-5009 between 8:30 a.m. – 12:00 p.m. and 1:00 p.m. - 4:30 p.m. Monday through Friday or by email at suzanne.wong@sfmta.com.



Applicants may be required to submit verification of qualifying experience, education and driver license at any point in the application, examination and/or departmental selection process. Written verification (proof) of qualifying experience must verify that the applicant meets the minimum qualifications stated on the examination announcement. Written verification must be submitted on employer’s official letterhead, specifying name of employee, dates of employment, types of employment (part-time/full-time), job title(s), description of duties performed, and the verification must be signed by the employer. City employees will receive credit for the duties of the class to which they are appointed. Credit for experience obtained outside of the employee’s class will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rules. Experience claimed in self-employment must be supported by documents verifying income, earnings, business license and experience comparable to the minimum qualifications of the position. Copies of income tax papers or other documents listing occupations and total earnings must be submitted. 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.



Minimum Qualification Supplemental Questionnaire (Weight: Qualifying):

Candidates will be prompted to complete a Supplemental Questionnaire as part of the online employment application. This Minimum Qualification Supplemental Questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications for this position. Applicants must also complete the official application. It is essential that applicants provide complete information in identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.


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.



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.



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 Transportation.


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.



Make sure your application and any attachments to the application submitted at the time of filing are complete and accurate and include details on all experience, education, training and other information that qualifies you for this recruitment.  Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment or inability to receive full credit for scoring purposes.  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. Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.


Qualified applicants with disabilities requiring reasonable accommodation in the selection process must contact the SFMTA by phone at 415.701.5009, or 415.701.5043 (TTY); or in writing to: SFMTA Human Resources, Merit Section, 1 South Van Ness, 6th Floor, San Francisco, CA 94103.  For further information, contact 415.701.5009.


Reasonable Accommodation Request:

Information on requesting reasonable accommodation for persons with disabilities can be found at: http://sfdhr.org/information-about-hiring-process#applicantswithdisabilities


Veteran’s Preference:

Information regarding requests for veterans preference can be found at:



Seniority Credit in Promotional Exams:



Position Based Testing:



General Information concerning San Francisco Municipal Transportation Agency Employment Policies and Procedures:

Employment Information for the San Francisco Municipal Transportation Agency can be obtained at http://sfdhr.org/information-about-hiring-process, or hard copy at 1 South Van Ness Avenue, 6th Floor. This information, including information regarding appeals of the terms of this announcement, is part of the terms of all announcements.


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.  Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at www.jobaps.com/sf.


The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule.  Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director.  Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date. Information concerning other Civil Service Commission Rules involving announcements, applications and examination policies, including applicant appeal rights, can be found on the Civil Service Commission website at http://sfgov.org/civilservice/rules.


Copies of Application Documents:

Applicants are encouraged to keep copies of all documents submitted.  Submitted documents become a permanent part of the exam records and will not be returned.  The hiring department may require applicants to submit the same documents and/or additional documents at a later date.


Right to Work:

All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.


Employee Wellness Program:

The SFMTA strives to be your employer of choice by providing an environment that supports your personal health & wellbeing with physical, nutritional, mental/emotional and financial resources. Since 2010 the SFMTA has been providing worksite wellness activities, as well as providing recognition opportunities to those individuals who successfully achieve personal milestones in wellness. For more details on the Wellness Program, please visit Employee Wellness Program Description page: https://www.sfmta.com/reports/employee-wellness-program.


Women, Minorities, and Persons with Disabilities are encouraged to apply

An Equal Opportunity Employer


Exam Type:  Combined Promotive & Entrance

Issued: July 12, 2019, amended September 20, 2019

Micki Callahan

Human Resource Director

Department of Human Resources

Recruitment ID Number: 086283

MTA/SW: 415.701.5009

Conviction History

As a finalist 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 finalist. 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 selected as a finalist, 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.


All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.


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