1403 Elections Clerk

Administrative Assistant

Recruitment #TEX-1403-901473



1403 Administrative Assistant 


Introduction :  The Department of Elections (Department) conducts all public federal, state, district and municipal elections in the City and County in a manner that is free, fair, and functional. 

The Department is responsible for conducting elections under 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; maintaining an open process that inspires public confidence in the election system; providing and improving upon a public outreach and education plan to engage eligible potential voters in San Francisco; and continuing to improve its services by streamlining processes and anticipating the future needs of San Francisco voters.


The person in this position works in the Administration division of the Department and reports to the 1844 Senior Management Assistant. The activities of the Administration division are separated into five areas of responsibility:  Budget, Purchasing, Personnel, Payroll, and Information Coordination. The Administrative Assistant provides vital administrative, clerical, secretarial and research support to all five areas.

The Department is located in City Hall, 1 Dr. Carlton B. Goodlett Place, Room 48, and is comprised of eight divisions that undertake the diverse tasks necessary to plan and administer elections.


Appointment Type: Temporary Exempt, full-time position. Exempt employees considered “at will” and serve at the discretion of the appointing officer.


Duration of Employment: The estimated start day for the position is March 14, 2016. The estimated end date is mid-November 2016.


Work Hours:  8:00 a.m. – 5:00 p.m. with a one-hour lunch break and two 15-minute breaks in the morning and afternoon. The work hours will generally be Monday –Friday. In May and June and again in October and November, work hours will vary and will include weekends, and evenings, and potentially holidays.


Examples of Duties:


1.     Assists in writing and editing administrative studies and reports, and compilation and analysis of various data sets;


2.     Assists in distributing public relations materials (e.g., press releases, public notices, etc.);


3.     Assists in processing hiring paperwork while ensuring completeness and accuracy, and maintains responsibility for scheduling fingerprinting appointments and ensuring candidates attend as scheduledl 


4.     Conducts employment verificationl


5.     Maintains a variety of manual and electronic fiscal and personnel information, files, and purchasing records;


6.     Assists with creating and updating personnel files and purchasing records, manually and  electronically;


7.     Compiles meeting agendas and meeting notes and distributes the documents as appropriate; follows up on action plans resulting from the meetings;


8.     Assists in coordinating various office support services;


9.     Assists in performing inventory upon receipt of goods and distributing them to the requestors within the Department;


10. Assists coordinating election related needs with other City agencies and departments;


11. Assists with the preparation of plans for the space required to execute various election processes;


12. Performs a variety of other duties, to be determined and assigned as needed.

Minimum Qualifications

Two (2) years (equivalent of 4000 hours) of verifiable clerical experience including preparing and maintaining a variety of records and documents, public contact and gathering information.


Substitution:  Completion of a clerical training program (240 hours) or the equivalent of 15 units of coursework from an accredited college or university may substitute for up to 6 months of clerical experience.


Desired Qualifications

·       Excellent organizational and administrative skills and a demonstrated ability to work independently and employ a systematic approach to achieving multiple objectives; 

·       Ability to work well with all levels of internal management and staff, as well as outside departments, agencies, clients and vendors;

·       Excellent writing, verbal, and interpersonal skills;

·       Proficiency in operating computers using Windows-based programs, including word processing,  use of pivot tables and complex Microsoft Excel formulas;

·       Ability to drive an automobile (and possession of a valid California driver’s license)

·       Ability to lift and/or move up to 35 pounds. 

How To Apply

In addition to the standard City and County employment application, each applicant must submit a resume and a cover letter explaining why he or she is a good fit for the Administrative Assistant position. Applications without resumes and cover letters will not be considered. Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

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

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.

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).

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, Paul Greene by telephone at 415-551-8939 or by email at paul.greene@sfgov.org.

Selection Plan

Applications will be screened for relevant qualifying experience.  Those applicants most qualified will be offered interviews.  Possession of the minimum qualifications does not guarantee an interview

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.


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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