Senior Clerk

Recruitment #PEX-1406-107097

Introduction

1406 SENIOR CLERK
CITY COLLEGE OF SAN FRANCISCO 

LOCATION:  VETS - Veteran Resource Center.  Ocean Campus.

CONTACT PERSON:  Dr. Mandy Liang - Dean of Student Completion and Retention.

APPOINTMENT TYPE:  One (1) Permanent exempt Full time, Full year position (260 Days). Exempt employees are considered “at will” and serve at the discretion of the appointing officer.

This position is grant-funded and is funded on a yearly basis. Hours are subject to change after appointment dependent upon grant status.

POSITION DESCRIPTION:

Under the general supervision of the area Dean, the Senior Clerk will perform difficult, responsible and specialized clerical support duties for the Veterans Educational Transition Services (VETS) Office and the Veterans Resource Center. The essential functions include providing assistance in the coordination and monitoring of day-to-day office operations and procedures, organizing and maintaining a variety of records, preparing reports and documents related to office operations and procedures, maintaining the front office and reception areas, providing high level of services to students and supporting veteran students’ successfully transition from military life to civilian life through education.

This position may be required to work evenings and weekends as needed.

JOB DUTIES:
1. Assist with the coordination and maintenance of daily operations of the VETS Office and the Veterans Resource Center.
2. Create and sustain a welcoming atmosphere by demonstrating understanding and sensitivity to the unique needs of veteran students
3. Make appointments for students to meet with a veteran counselor and/or other staff
4. Assist in making meeting arrangements, setting up workshops and special events, and preparing materials for meetings, workshops, and outreach events.
5. Organize student records and database; maintain the confidentiality of records and data
6. Prepare and maintain a variety of reports and paperwork include but not limited to work orders, timesheets, term purchase agreements, contracts, requisitions, confidential student records, letters, memos, training manuals.
7. Respond to student inquiries and questions via phone, email, virtual help counter, and manage the front office and reception area in a professional, respectful and diplomatic, and timely manner. Make referrals to other departments and resources as appropriate.
8. Maintain tracking of materials and supply inventories for the office, including receiving deliveries and tracking inventory of supplies.
9. Prepare and submit bi-weekly payroll for classified employees
10. Supervise lab aides and student workers and manage their timesheets
11. Explain existing laws, regulations, policies, and procedures to students and other stakeholders clearly and concisely in both verbal and written forms.
12. Communicate effectively and professionally with the public, students, other employees, vendors, and other stakeholders tactfully, clearly, concisely and courteously to address and resolve issues, concerns, and needs while working under steady pressure with frequent interruptions.
13. Maintain the work areas in a clean, organized, professional, and welcoming manner in both the VETS Office and the Veterans Resource Center.
14. Update and maintain the department’s webpages, social media accounts, and other digital and printed materials
15. Participate in staff meetings, training, and other professional development activities to keep current about policies, regulations, and enrollment processes in order to provide accurate and complete information to students.
16. Exercise sound judgment and utilize knowledge of applicable laws, regulations, and procedures in solving daily clerical and office operational issues.
17. Perform other duties as assigned.


Minimum Qualifications

1. Two (2) years (equivalent to 4000 hours) of verifiable clerical experience included 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. Eighteen (18) months (equivalent to 3000 hours) of verifiable clerical experience as described in #1 and completion of a clerical training program (240 hours); OR
3. Eighteen (18) months (equivalent to 3000 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.

NOTE: Work experience with the District as a College Work Study (CWS) student or Lab Aide (3597 Classification ) will not be considered as qualifying experience.

How To Apply

To be considered for this position, an online application must be submitted, go to http://jobs.ccsf.edu/postings/4845 on City College of San Francisco's website along with the following materials.

NOTE:  Employment history must be filled out on the application or your application will not be considered.

Applications filed without the required documents will be rejected.  Substitution of required documents is not permitted.

1. A City College of San Francisco Online Application. Start by clicking on the “Apply for this Position” button at the top of the page; AND

2. A letter expressing interest in the position specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this announcement; AND

3. A current resume summarizing educational background and related work experience; AND

4. If applicable, verification that you meet the minimum experience and training requirements for the 1406 classification. The minimum qualifications (MQs) for the 1406 Senior Clerk class is listed above. If you meet minimum qualifications through MQ #1, no additional educational verification is required. If you meet minimum qualifications through MQ#2 or MQ#3, you MUST submit educational verification as stated below.

Verification of Education:
Verification of qualifying education must include copies of transcripts, diplomas or certificates posting your degree(s) and major(s). If verification cannot be obtained, the applicant must submit a signed statement with the application explaining why such verification cannot be obtained. Requests for the waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization, before an application can be processed. Please contact the City College of San Francisco Human Resources Department at (415) 452-7660 for evaluation sources. Failure to submit the required verification or request for waiver with the application at the time of filling will result in rejection of the application.

Selection Procedures


Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine applicants’ qualifications. Only those applicants who most closely meet the needs of the Department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.


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

Issued:  September 9th, 2020
Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number:  PEX-1406-107097 Senior Clerk
CCD/FG (415) 452-7669

Benefits

 1. Additional Days off with Pay. As stipulated in the appropriate bargaining agreements and board resolutions, Classified employees working full-year (260 days/year) work schedules are granted, as paid days off, the days between Christmas Day and New Year’s Day, as well as an additional five (5) paid days off during spring break. Eligible school-term-only (STO) employees who are not scheduled to work the designated days between Christmas and New Year’s Day shall be granted three (3) paid days off to be scheduled by mutual agreement between the employee and supervisor. Eligible school-term only (STO) employees who are not scheduled to work the days designated as Spring Break will not be paid for these days off.

New employees hired on or after October 1, 2013 will contribute 2% of salary to the San Francisco Retiree Health Care Trust Fund (RHCTF).



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