4213 ASR-Office Assistant

Recruitment #TEX-4213-114031

Introduction

Appointment Type: Temporary Exempt. This position is excluded by the Charter from the competitive civil service examination process and shall serve at the discretion of the Appointing Officer. The duration of the appointment is expected to be up to 24 months.

Who We Are

The Office of the Assessor-Recorder is responsible for carrying out property tax-related functions governed by the State Constitution and State and local laws. Our core responsibilities include locating all taxable property in the City and County of San Francisco, identifying ownership, establishing a taxable value, and applying all legal exemptions. Property broadly includes both real property and personal property owned by businesses. The Office of the Assessor-Recorder is also responsible for recording documents and maintaining those public records. Over 400 different types of documents are recorded annually, including deeds of trust, reconveyances, liens, and public marriage licenses. The Office is also responsible for collecting any transfer tax due upon a change in property ownership. The Office of the Assessor-Recorder strives to conduct our work with the core principals of professionalism and integrity. 

What We Do

Heightened activity in the real estate and business markets means increased demand for the work of our office. Every year, property tax revenue remains the largest single source of funding for the City’s General Fund revenue, representing over $2.4 Billion in Fiscal Year 2020-21. This revenue funds crucial services like public safety, education, neighborhood improvements, and health and family support services. This past year, the dedicated work of the Assessor-Recorder staff to close the property tax roll represented a cumulative value of over $328 Billion and generating over $3.7 Billion dollars in local revenues. This is due in part to strong growth in the real estate market, additional construction across San Francisco, and our office’s efforts in increasing efficiency. In recent years, we have taken significant steps toward modernizing our operations, including kicking off a multi-organization effort aimed at modernizing City-wide Property Assessment & Taxation Systems (Project SMART). Project SMART (System for Managing Assessments, Records and Transactions) is a multi-year project to replace our legacy property assessment system that manages the City’s $328 Billion in assessed property value. The new system will handle all aspects of assessment functions and will be able to integrate with other City systems, specifically the Office of the Treasurer & Tax Collector and the City Controller's Office.

What We Are Looking For

The Office of the Assessor-Recorder is looking for a temporary exempt from civil service 4213 Office Assistant to backfill employees on extended leave. This is the entry-level class of the Assessor-Recorder support series. Incumbents initially work under immediate supervision to perform routine office support and customer service duties while learning the specialized office policies and procedures that are unique to the Assessor-Recorder's Office. Duties emphasize routine customer service 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.      

Other essential duties may include, but are not limited to:

  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.

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.

 

Verification:
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 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.

 

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

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be vaccinated against COVID-19 as a condition of employment.  For details on how it is applicable to your employment, please click here.

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

Late or incomplete submissions will not be considered. Mailed, hand delivered or faxed documents/applications will not be accepted.

In line with the Official Public Health Order to slow the spread of COVID-19, “shelter-in-place” has been issued for all San Francisco residents that is expected to be in effect until further notice. As a result, Department of Human Resources (DHR)’s office (located at 1 South Van Ness Avenue, 4th Floor, San Francisco, CA 94103) is currently closed to the general public. If you have any questions, please feel free to email the Human Resources Analyst listed on this announcement.

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).

Applicants 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.

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.

If you have any questions regarding this recruitment or application process, please contact the Human Resources Analyst, Kimberly Gibney, by telephone at 415-554-4976 or by email at Kimberly.gibney@sfgov.org.

Selection Procedures

Online application filing deadline will conclude at 5PM, Friday, August 20, 2021. Due to the volume of inquiries we receive, we are unable to give application status updates. While we are not able to reach out to every applicant, the hiring manager will contact you directly after the filing deadline if your skills and experiences are a strong match for the position. 

The selection process will include an evaluation of applications and an assessment of candidates' relative job-related knowledge, skills, and abilities. Only those applicants most closely meeting the needs of the Department will be invited to participate in the interview 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

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 are advised to keep copies of all documents submitted. Submitted documents become a permanent part of the exam record 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.

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

Exam Type:  Exempt
Issued:  August 13, 2021
Carol Isen
Human Resources Director
Department of Human Resources
Recruitment ID Number: TEX-4213-114031
ASR/KG/415.554.4976

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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