Application Opening: April 18, 2024
Deadline to Apply: 11:59pm Pacific Time on April 25, 2024

Appointment Type: Temporary Exempt (TEX).  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 shall not exceed 24 months.

IMPORTANT: Your application MUST include responses to the supplemental questionnaire found here:  https://forms.office.com/r/Xtg3diMcu9

Applicants must complete the supplemental questionnaire and the online application by the filing deadline.  The application will not be reviewed without a completed supplemental questionnaire and vice-versa.


The Agency

The San Francisco Municipal Transportation Agency (SFMTA), a department of the City and County of San Francisco, oversees Muni (the historic Municipal Railway), parking and traffic, biking, walking and taxis. Over one million people get around San Francisco and rely on us to ensure safe and reliable travel.

Our Vision: Excellent transportation choices for San Francisco.

Our Mission: We connect San Francisco through a safe, equitable, and sustainable transportation system.

About Us

The SFMTA has two vacancies in class 1202 Personnel Clerk, one in each of the business units listed below:

• Return To Work (RTW) Unit provides oversight and management of all leave related matters, including FMLA, CFRA, Public Health Emergency Leaves, sick leaves, personal leaves etc. and provides counsel to managers & employees on federal, state and local laws.
• Talent Acquisition Division Services (TADS) Unit is tasked to advise and work strategically with various divisions to recruit and retain talent in a variety of occupations to support and ensure an efficient and reliable Transit system for San Francisco. Job occupations range from clerical/administrative, professionals, labor, crafts, and trades to management.  The TADS Unit is responsible for a wide variety of critical phases and duties of a hiring cycle from position control/management, recruitment, applicant/candidate engagement, interview and selection, pre-employment to onboarding.

Return to Work (RTW) Unit

Under direction, the Personnel Clerk for the Return to Work (RTW) Unit performs a variety of specialized clerical duties in connection with personnel related matters in the Human Resources Division under the Return to Work Unit. The essential functions of the job include: processing leave of absence documents, communicating with employees regarding long-term leave documents and procedures, compiling leave related data in corresponding Human Resources Information Systems and Database, maintaining applications using Microsoft Office Suite, applying working knowledge to properly return employees back to work and filing various personnel related documents.

Examples of Important and Essential Duties

• Processes employee long-term leave transactions by researching employee leave history, rules and procedures.
• Maintains working knowledge of absence management laws, and policies to effectively respond to phone, email, and in person inquiries.
• Files personnel documents according to established departmental procedures by using chronological, and alphabetical filing systems; accepts subpoenas, summons and other legal documents to ensure that  documentation/information is properly maintained and posted in a timely manner.
• Maintains computerized records and database information by using word processing, excel for spreadsheets and other applications to ensure accuracy of data and process personnel transactions.
• Compiles data and generates reports concerning employee status, probationary list, payroll activities; and verifies information manually and/or by computer to ensure its accuracy.
• Generates, manages and maintains reports using advanced excel skills.
• Assists with creating and generating reports and statistics to meet user and program requirements; interfaces within the department, and users on regulations and reporting requests.
• Processes employees back to work on long-term leave by applying knowledge of department polices and required compliance with DOT, and Cal OSHA regulations.
• Performs other related duties and responsibilities as assigned.

Talent Acquisition Division Services (TADS) Unit

Under supervision, the Personnel Clerk performs a variety of specialized clerical duties in connection with personnel-related matters in the Human Resources, Talent Acquisition Unit.  The essential functions of this job include: processing personnel transactions by gathering information, filling out and/or distributing forms and/or documents; compiling and generating data for reports; creating and updating personnel files; responding to inquiries made by phone or in person; filing personnel documents; entering and maintaining records and databases; and scheduling and maintaining medical appointments. The Personnel Clerk works directly with the public, departments and employees concerning various personnel matters.

Examples of Important and Essential Duties

• Processes personnel transactions by gathering information and preparing forms and documents for new hires, certifications/referrals, separations, reassignments, and other personnel matters. Distributes copies to appropriate departments and individuals to ensure that all personnel actions are initiated and that correct personnel records are posted and maintained.
• Schedules pre-employment medical examinations, drug testing, and fingerprinting appointments using various computer systems and software.
• Compiles data and generates reports concerning employee status, probationary status, payroll activities; and verifies information manually and/or by computer to ensure its accuracy.
• Creates, updates, and maintains employee, employment, and other relevant data and information using word processing, excel spreadsheets, SharePoint, and other applications to ensure accuracy of data.
• Responds to phone and personnel inquiries from employees, applicants, and other interested individuals concerning various personnel matters such as employee benefits, leaves of absence. Redirects inquiries if/when necessary.
• Files personnel documents according to established departmental procedures by using chronological and alphabetical filing systems.
• Processes personnel requisitions and modifications either manually and/or electronically by filling out forms and/or entering information into the system.
• May assist Human Resources Analysts in collecting and monitoring receipt of employment verification, driver’s license, and other documents.
• May serve as a back-up for processing Disaster Service Worker (DSW) ID passes.
• Performs other related duties and responsibilities as assigned.

One (1) year of verifiable experience maintaining personnel records and generating reports.

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

Desirable Qualifications

The stated desirable qualifications may be used to identify candidates advancing to the interview process and/or to identify job finalist(s) at the end of the selection process when referred for hiring.

Return to Work (RTW) Unit

• Knowledge of Civil Service Rules and Regulations related to leaves of absence.
• Familiarity with employee Leave protections (such as Family and Medical Leave Act, California Family Rights Act, Paid Parental Leave, etc.).
• Familiarity with Long Term Leave processing.
• Strong MS Office skills specifically in excel to create reports and update applications.
• Familiarity with Excel formulas.
• Ability to conduct research, collect data and perform analysis.
• Ability to interpret and clearly explain Leave procedures and guidelines to employees and supervisors.
• Familiarity with Human Resources record management retention and file maintenance.
• Familiarity with confidentiality procedures and protocol in regard to Human Resource records and data.
• Experience working with a diverse workforce.
• Ability to influence, motivate, and work with interns.
• Ability to work independently.

Talent Acquisition Division Services (TADS) Unit

• Work experience using Applicant Tracking System (ATS) and Human Resources Information System or similar systems.
• Work experience using Microsoft applications such as Word, Excel, Access, and Outlook.
• Demonstrated strong organizational and document management skills.
• Attention to detail.
• Ability to follow instructions.
• Excellent customer service skills.
• Ability to meet constantly changing deadlines; juggle multiple priorities and assignments simultaneously.
• Familiarity with confidentiality procedures and protocol regarding personnel records and data.
• Experience working with a diverse workforce.
• Ability to communicate clearly and concisely both orally and in writing.
• Ability to work independently and be a team player.
• Ability to positively face difficult situations, challenges and handle stress.

Verification

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. More information can be found at: Information About the Hiring Process | Department of Human Resources (sfdhr.org).

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.

Selection Process

The selection process will include evaluation of applications in relation to minimum requirements. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluation qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.

Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

Additional Information Regarding Employment with the City and County of San Francisco:  Conviction History / Employee Benefits Overview / Equal Employment Opportunity / Disaster Service Worker / ADA Accommodation / Right to Work / Copies of Application Documents / Diversity Statement / SFMTA Employee Wellness Program

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 https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco.

This recruitment may be utilized to fill similar positions in this classification at the SFMTA.

For questions or inquiries, please contact Kingsley Yee at [email protected]

All your information will be kept confidential according to EEO guidelines.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.