Assistant Clerk, Board of Supervisors

Recruitment #PBT-1492-097842

Introduction

The announcement has been clerically amended on 9/17/2019.

APPOINTMENT TYPE: Permanent Civil Service (PCS).  This is a Position-Based Test conducted in accordance with Rule 111A of the San Francisco Civil Service Commission Rules.

ABOUT US:

The Board of Supervisors is the legislative branch of the City and County of San Francisco.  The Clerk of the Board of Supervisors has the mission to maintain the Board's legislative history and provide administrative support to the members of the Board of Supervisors in response to the needs of the public.  Pursuant to the San Francisco Charter, Section 2.117, the Clerk of the Board appoints a qualified Assistant Clerk to perform the stated functions within the Office of the Clerk of the Board.

POSITION DESCRIPTION:

Under direct supervision of the Legislative Deputy Director, the Class 1492 Assistant Clerk clerks and performs complex and responsible legislative, administrative, clerical/secretarial, and analytical work in connection with the activities of one or more legislative committees of the Board of Supervisors: the Sunshine Ordinance Task Force that makes orders of determination and coordinates compliance concerns for City departments; other quasi-state or other City department bodies; and decennially, during each US Census, a Redistricting Task Force that is convened to redraw the supervisorial district lines.  

 EXAMPLES OF DUTIES

  • Clerks and attends committee meetings, both on- and off-site; operationally and procedurally manages the meeting, takes notes, and prepares official minutes;
  • Implements the routine legislative process—carrying out the functions, requirements, duties or terms of the following: compliance 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); will seek counsel from Legislative Deputy or Clerk of the Board when non-routine issues arise;
  • 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 accepted into the legislative process;
  • Prepares legal notices and official advertising following specific timelines and determines if notice was properly executed in the newspaper, mailed and/or posted;
  • Reviews, organizes, and updates official legislative files, conducts quality control on files and documents processed;
  • Independently composes and types correspondence relative to office operations- requiring knowledge of operations and regulations- for departments and Supervisor’s 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;
  • Ability and willingness to set up meeting rooms at off-site locations with minimal assistance;
  • Facilitates committee action, prepares legislation, substitutions, amendments, and other related reports within the required time frame;
  • Communicates courteously and effectively with City officials, their staff, and the general public; may need to speak on camera;
  • Performs data entry and database maintenance;
  • Conducts research and responds to requests from the public and other departments that are 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; and
  • Performs other duties as assigned.

Nature of Work: Extensive work in a standard office environment, which may involve prolonged sitting, bending, and operation of typing, word processing, and other office equipment.

Minimum Qualifications

MINIMUM QUALIFICATIONS

Five (5) years of secretarial experience, including at least one (1) year 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 clerking a policy body or equivalent advisory body, including handling regulations, noticing, following parliamentary procedure and writing 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.

Verification of Typing Abilities: Candidates must submit certification of their typing abilities. Certificates must be dated within the past six months. Please ensure typing certificates reflect the applicant’s name, date certificate was obtained, typing speed, accuracy rate and a certificate number. For this recruitment (PBT-1492-097842), an online test will be accepted.

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 two (2) years of the secretarial experience. No substitution may be made for the required one (1) year of performing high-level secretarial/administrative duties in a legislative body, nor can a substitution be made for the required two (2) years of experience clerking a policy body or equivalent advisory body. The above minimum qualifications reflect special conditions associated with the position(s) to be filled. They may differ from the standard minimum qualifications associated with this job class.

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

Additional Requirements: Ability to work in a standard office environment which may involve prolonged sitting, bending and operation of typing, word processing, and other office equipment; and ability to work outside normal business hours and evening meetings. Ability to adapt to change, and work independently as well as part of a team.  Ability to effectively manage stressful situations under constant mandated deadlines. Ability to work outside normal business hours and attend evening meetings when necessary.

Special Condition:

The above minimum qualifications reflect special conditions associated with the position(s) to be filled. They may differ from the standard minimum qualifications associated with this classification. 

DESIRABLE QUALIFICATIONS

A successful candidate will be a formerly trained clerk with verifiable experience clerking a policy body or equivalent advisory body, including direct responsibility for all aspects of a meeting, while working with a presiding officer, chair, chief clerk ,or other type of management.  A successful candidate's flexibility, ability to prioritize work, and good judgment is essential 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. Desirable candidates exhibit strong emotional intelligence and demonstrate collaborative behavior with other employees. 

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 will escalate issues to manager when needed;

* Strong organizational and people skills; and

* Experience writing accurate, well organized, and grammatically correct documents, which include, but are not limited to: legislation, letters, memoranda, and reports.

Verification of Experience: 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 Verification of experience, when requested, must be on the employer's letterhead and must show the name of the applicant, job title(s), duties, dates of service, and must be signed by the employer. City employment may be verified by submitting a performance evaluation in lieu of other verification. City and County employees will receive credit for the duties of the class to which appointed. Credit for experience obtained outside of the employee's class will only be allowed if recorded in accordance with the provisions of Civil Service Commission Rules. Verification may be waived if impossible to obtain. Waiver requests will not automatically be granted, but will be considered on a case-by-case basis. 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.

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

  • Select the desired job announcement
  • Select “Apply” and read and acknowledge the information
  • Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
  • Follow instructions on the screen

Need help completing the application?

Computers 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 Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

We communicate by email.

Applicants may be contacted by email about this announcement 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).

You 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.

Word of advice:

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.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

Have questions about the application process?

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Anna Owens, by telephone at (415) 554-7707, or by email at anna.owens@sfgov.org.

 

Selection Plan

Minimum Qualification Supplemental Questionnaire (Weight: Qualifying):

Applicants will be prompted to complete a Minimum Qualification Supplemental Questionnaire ("MQSQ") as part of the online application process. All applicants must complete the MQSQ and it must be submitted with the application by the final filing deadline. The information provided on the MQSQ must be consistent with the information on the application and is subject to verification. Applicant responses to the MQSQ will be used to assist in determining if applicants meet the minimum qualifications for the position. 

Supplemental Questionnaire (100%)

Applicants will be prompted to complete a Supplemental Questionnaire that must be submitted during the online application process. All applicants must complete the Supplemental Questionnaire. The purpose of the Supplemental Questionnaire is to evaluate the experience, knowledge, skills and abilities that candidates possess in job-related areas, which have been identified as critical for this position and include, but are not limited to: the ability to prioritize work; the ability to pay attention to details; the knowledge and understanding of how to enforce and explain legislation; the ability to operate a computer using a variety of software programs; the ability to communicate effectively and courteously with city officials and the general public; and the skill to write reports and minutes in a clear, concise, and effective manner using proper grammar, punctuation, and vocabulary.

Selection Procedures

Eligible 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 Human Resources Director or the Civil Service Commission.

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

Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list/score report 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 https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Count-by-Job-Codes.pdf.

Certification:
The certification rule for the eligible list resulting from this examination will be Rule of Ten Scores.  Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

Conviction History

As a selected candidate 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 selected candidate. 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 a selected candidate, 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.

Conclusion

Terms of Announcement:

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.

General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at http://sfdhr.org/information-about-hiring-process or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.

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.

Requests:
Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at: 
http://sfdhr.org/information-about-hiring-process#applicantswithdisabilities

Information regarding requests for Veterans Preference can be found at: 
http://sfdhr.org/information-about-hiring-process#veteranspreference

Seniority Credit in Promotional Exams: 
Information regarding seniority credit can be found at:
http://www.sfdhr.org/index.aspx?page=20#senioritycredit

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.

 


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.

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