1404 Clerk

Administrative Assistant

Recruitment #TEX-1404-902977

Introduction

The Department of Elections (Department) conducts all federal, state and local elections in the City and County of San Francisco, currently serving approximately 475,000 registered voters. The Department follows the rules and regulations established by federal, state, and local laws – notably, the Voting Rights Act, the Help America Vote Act, the Americans with Disabilities Act, and the City’s Language Access Ordinance.  Additionally, the Department operates in an open and transparent manner to inspire the City’s confidence in the integrity of elections processes.

The Department encourages a culture in which personnel from multiple divisions routinely collaborate on projects or consider new approaches to improve the Department’s services to voters. 

The Department is located in City Hall and is comprised of eight divisions that undertake the diverse tasks necessary to plan and administer elections.

Several months before an election, the Department’s staffing is augmented, as temporary employees are hired to assist with election preparations. Because of statutory deadlines and the numerous processes that must occur prior to, during, and after an election, the hiring process is staggered, with employees hired as they are needed.  For the November 6th election, the Department plans to hire approximately 250 seasonal workers to assist the year-round staff with a variety of functions.

The Department is seeking applications for one position in the Administration Division who will assist with various tasks associated with hiring seasonal personnel for the November 6th election. This position works to support the Administration Division team in conducting a seamless hiring of personnel and ensuring administrative processes are completed in a timely and accurate manner.

Appointment Type:
Temporary exempt, full time appointment is not to exceed six (6) months or 1040 hours. Exempt employees are considered “at will” and serve at the discretion of the appointing officer.

Duration of work:
The position has an estimated start date of September 10th and an estimated end date of November 23rd. Successful employees may be offered the opportunity to return to temporary exempt positions in support of future elections.

Work hours:  
Hours will be 40 hours per week. Work hours are generally 8 a.m. to 5 p.m., Monday through Friday, with occasional evening and weekend hours required. Working overtime is common during an election cycle as well as immediately before and after an Election Day. The position requires occasional lifting and moving of up to 20 pounds, copy paper, and supplies.

Position Description:
The ideal candidate must have strong work ethic and a high level of integrity. This position requires someone with excellent attention to detail, demonstrated abilities to learn new subject matter in a short period of time, some experience or knowledge in human resources, and the ability to present information in a clear and engaging manner.    

The responsibilities of the position include but are not limited to the following: 

  • Assisting the Payroll and Personnel clerk with the hiring process for nearly 250 employees
  • Assisting with reviewing hiring documentation for completeness and accuracy
  • Scheduling interviews with prospective employees
  • Scanning, copying, and filing hiring documentation
  • Tracking candidates’ progression through the hiring process using Excel or other applications
  • Assisting with onboarding newly hired employees
  • Conducting employment verification
  • Scheduling fingerprinting appointments
  • Creating employee badges and nameplates
  • Providing general clerical support
  • Assisting with other election-related functions, as needed

Minimum Qualifications

These minimum qualifications are to be used as a guide for establishing the education, training, experience, special skills and/or license which may be required for employment in the class. Although these minimum qualifications are typical of the class, additional minimum qualifications and special conditions may apply to a particular position and will be stated on the job announcement. 

  1. One (1) year (equivalent to 2000 hours) of verifiable clerical experience including preparing and maintaining a variety of records and/or documents, filing, use of office equipment, public contact and processing of incoming and outgoing mail: OR 
  2. Six (6) months (equivalent to 1000 hours) of verifiable clerical experience as described in #1 and completion of a clerical training program (240 hours); OR 
  3. Six (6) months (equivalent to 1000 hours) of verifiable clerical experience as described in #1 and 15 semester units (or equivalent quarter units) of coursework from an accredited college or university.

Desired Qualifications:

The stated desirable qualifications may be used to identify job finalists for hiring.

  • Attention to detail
  • Experience or knowledge in human resources
  • Ability to work quickly and accurately to complete tasks
  • Great interpersonal skills and ability to work as part of a team in a fast-paced, deadline-driven environment
  • Computer skills including Power Point, MS Word, MS Excel, Adobe Acrobat, and Internet research
  • Public speaking, ability to present information to groups of new staff

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.

Benefits

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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