1492 Asst Clk, Board of Supervisors

Recruitment #PBT-1492-067096

Introduction

This is a Position-Based Test conducted in accordance with Rule 111A of the San Francisco Civil Service Commission Rules.

 

RECEIPT OF APPLICATIONS MAY CLOSE AT ANYTIME, BUT NOT BEFORE FEBRUARY 26, 2016.

 

Position Description:

Pursuant to the Charter Section 2.117 the Clerk of the Board shall have charge of the office and records of the Board of Supervisors and its committees and its classified staff. Under general supervision, by the Legislative Deputy, the Assistant Clerk performs complex and responsible legislative and administrative clerical/secretarial work in connection with the activities of one or more committees of the Board of Supervisors and performs other duties as assigned. The essential functions of this job include: upholding the Legislative process; reviewing legislative files for accuracy and completeness; organizing and preparing agenda for committee meetings; preparing legal notices and official advertising; attending committee meetings, taking notes, and preparing official minutes; preparing legislation and other reports related to committee actions; organizing and updating official legislative files; conducting research and responding to requests from the public and other departments; performing data entry and database maintenance; providing assistance to the Clerk of the Board and supervising staff in the absence of Deputy Clerks; and providing assistance and training to newly appointed Assistant Clerks when necessary.

 

A successful candidate must be a team player who is able to multi-task and work with or without supervision while providing constant attention to detail and maintaining accuracy. A successful candidate’s flexibility, ability to prioritize work, and good judgment will allow him/her to thrive 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. Candidates with emotional intelligence and who demonstrate high levels of collaborative behavior with other employees are desirable.

 

Essential Duties:

 

The essential functions of the Legislative Clerk include but are not limited to the following:

  1. Withstand influence, maintains neutrality, and uphold the Legislative process, by carrying out the functions, requirements, duties or terms of the following: complies 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).  
  2. Screens proposed legislation submitted to the Clerk’s office for completeness, form, content and attachments; registers and assigns file numbers to such documents; types and sets up appropriate files; before legislative files are ready for the appropriate legislative action.
  3. Identifies, contacts and follows up with departments and other sources to obtain required attachments or documents missing from proposals, and assures such attachments and documents are submitted before an item is submitted for a draft agenda.
  4. Prepares legal notices and official advertising following specific timelines and determine if notice was properly executed in the newspaper, mailed and/or posted.
  5. Independently composes and types correspondence relative to office operations, requiring knowledge of operations and regulations, for department and Supervisors offices prior to providing it to the Clerk of the Board for signature and/or approval.
  6. Organizes and prepares agendas for committee meetings to meet legal and operational requirements.
  7. Attends and clerks committee meetings; operationally and procedurally manages the meeting, taking notes, and preparing accurate minutes.
  8. Facilitates committee action, prepares legislation, substitutions, amendments, and other related reports within the required time frame.
  9. Communicates courteously and effectively and follow through with City officials, their staff and the general public.
  10. Performs data entry and database maintenance.
  11. Conducts research and responds to requests from the public and other departments received in person, by phone, electronic mail, or fax.
  12. Provides assistance to the Clerk of the Board and Legislative Deputy, and supervises staff in the absence of Deputy Clerk.
  13. Provides assistance and training to newly appointed staff when necessary.
  14. Performs other duties as required.

Nature of Essential Duties Include: Extensive work in a standard office environment which may involve prolonged sitting, bending, and operation of typing, word processing, and other office equipment; Ability to work outside normal business hours and attend evening meetings when necessary; Ability to adapt to change, work as part of a self directed team; Ability to effectively manage stressful situations under constant deadlines.

Minimum Qualifications

Five (5) years of secretarial experience, including at least one (1) years 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 handling regulations, noticing, policy bodies, parliamentary procedure, agendas, and minutes.

 AND

 Ability to type 50 wpm (net) and take notes to record the minutes of a committee meeting of the Board of Supervisors.

 

Note: Candidates are required to submit certification of their typing abilities by the filing deadline. Certificates must be dated within the past six months. Please read, “Instructions for submitting verification documents” under Conclusion section.

 

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 code. Applicants who meet the minimum qualifications are not guaranteed advancement in the selection process.

 

Desirable Qualifications:

The following desirable qualifications may be considered at the final the selection process when candidates are referred for hiring. 

  • Exercise independent, sound judgment, free from outside influence, and can escalate issues to manager when needed;
  • Ability to carry out responsibilities in a busy environment while keeping tight timelines;
  • Strong organizational and people skills;
  • Experience writing accurate, well organized, and grammatically correct documents, which include, but are not limited to, letters, memoranda, and reports;
  • Demonstrated ability to use computer applications, including email, word processing, spreadsheets, databases, and the internet to develop, prepare and/or maintain correspondence, reports, and other documentation;

How To Apply

Applications for City and County of San Francisco jobs are being 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”

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

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 City and County of San Francisco (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).

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 exam analyst, Christine Cayabyab, by telephone at (415) 554-7707, or by email at christine.cayabyab@sfgov.org.

Selection Procedures

Screening Committee: (Weight: Qualifying)
In the event of a large number of qualified applicants, a committee of experts may evaluate the qualifications as described on the application materials of each candidate who has met the minimum qualifications for the position. Additional information may be requested at that time to assist in the screening process. Only the most qualified candidates will continue in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement in the process, and the decisions of the screening committee are final.

 

Training and Experience Evaluation: (Weight: 100%)
Candidates will be prompted to complete a Supplemental Questionnaire that must be submitted during the online application process. Candidates who meet the minimum qualifications will be evaluated based on the information provided in the application and supplemental questionnaire to determine their possession of the knowledge, skills, and abilities required to perform the work in positions of Class 1492 Assistant Clerk, Board of Supervisors (listed above) and their final score and rank on the eligible list. 

 

A passing score must be achieved on the Supplemental Questionnaire Evaluation in order to be placed on the eligibility list according to final score. Applicants meeting the minimum qualifications are not guaranteed advancement in the selection process. The department may administer additional selection procedures upon certification in order to make a final hiring decision.

 

(Note:  All relevant experience, education, and/or training must be posted on the application employment record(s) in order to be properly reviewed and evaluated to receive a final score and rank during rating process. Please do not submit a resume in lieu of completing the electronic job application. All statements made on the application and supplemental application are subject to verification. Information on the application and supplemental application may be made available to the hiring department.)

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 applying 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 applying 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.

Conclusion

Notes

 

Certification:

The certification rule for the eligible list resulting from this examination will be Rule of Three (RO3) Scores. Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

 

Eligible List:

The eligible list resulting from this examination 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 12 months, and may be extended with the approval of the Human Resources Director. http://www.sfdhr.org/index.aspx?page=20#eligiblelists  

 

Employment, Character and Background Investigation:
http://www.sfdhr.org/index.aspx?page=20#Employmentbackground

 

General Information concerning CCSF Employment Policies and Procedures:
Important Employment Information for the CCSF can be obtained at
http://www.sfdhr.org/index.aspx?page=20 or hard copy at 1 South Van Ness Avenue, 4th Floor, San Francisco.

 

Terms of Announcementhttp://www.sfdhr.org/index.aspx?page=20#announcementsdefinitions
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.

 

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.
http://www.sfdhr.org/index.aspx?page=20#copies

 

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.

http://www.sfdhr.org/index.aspx?page=20#identification 

 

Requests: 

 

Reasonable Accommodations

Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable Americans with Disability Act Accommodation at:

http://www.sfdhr.org/index.aspx?page=20#applicantswithdisabilities

 

Veterans Preference

Information regarding requests for Veterans Preference can be found at:
http://www.sfdhr.org/index.aspx?page=20#veteranspreference 

 

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

 

Verification:
Applicants may be required to submit verification of qualifying education and experience at any point in the application, examination and/or departmental selection process. 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 CCSF. For more information on verification, please visit the following link: 

http://www.sfdhr.org/index.aspx?page=20#verification

 

Applicants must submit verification only when requested.

 

Verification of Typing Abilities:  Candidates are required to submit certification of their typing abilities by the filing deadline. Certificates must be dated within the past six months.

 

Verification of Experience:  Applicants may be required to submit verification of qualifying experience at any point in the application, examination, or departmental selection process. 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. CCSF 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.

 

Instructions for Submitting Verification Documents:

Applicants may submit any additional documents by:

 

    1.  Upload the documents through jobaps – you may upload documents by clicking the “Review” tab

         once you have filled out the online application, then click “Edit”;

         If requested, applicants may submit verification by one of the following methods:

         Include a Document Cover Sheet to assist in identifying the class for which you are applying

         when submitting additional documents using any method below other than method #1 below. The

         Cover Sheet may be found at http://www.jobaps.com/sf - Select “Choose a Help Topic” then “Print
         a Document Cover Sheet” - or you may access the Cover Sheet here:

         http://www.jobaps.com/SF/sup/doccover.pdf OR    

 

    2.  Scan the documents and send as an attachment to christine.cayabyab@sfgov.org 

 

    3.  Send the documents via U.S. postal mail to (must be postmarked by the filing deadline): 

                        Office of the Clerk of the Board of Supervisors, Attn: Personnel         

                        City Hall, 1 Dr. Carlton B. Goodlett Place, Room 244; San Francisco, CA 94102; OR

 

    4.  Hand deliver the documents to the Office of the Clerk of the Board of Supervisors

 

Exam Type: Entrance and Promotive
Issued: 02/12/16

Recruitment ID Number: 063419
Micki Callahan

Human Resources Director
Department of Human Resources

BOS/CC/554-7707

 

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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