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Assessor-Recorder Office Assistant - Office of the Assessor-Recorder (4213) CBT

City and County of San Francisco

Assessor-Recorder Office Assistant - Office of the Assessor-Recorder (4213) CBT

San Francisco, CA
Full Time
Paid
  • Responsibilities

    Job Description

    The Office of the Assessor-Recorder currently has full time vacancies in class 4213 Office Assistant.  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.
  • Qualifications

    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.

    Additional Information

    SELECTION PROCEDURES

    MINIMUM QUALIFICATION SUPPLEMENTAL QUESTIONNAIRE - (WEIGHT: QUALIFYING) Candidates will be sent a Supplemental Questionnaire consisting of a Minimum Qualification Supplemental Questionnaire as part of the online employment application. The Minimum Qualification Supplemental Questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications for this position. It is essential that applicants provide complete information in identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.

    WRITTEN MULTIPLE-CHOICE EXAMINATION - (WEIGHT: 100%) Candidates who meet the minimum qualifications will be administered a written multiplechoice examination to determine their relative knowledge, skills and abilities in job-related areas which may include but not be limited to: Ability to learn and adapt to changing rules, regulations, policies, and procedures including office-specific software; Skill to perform detailed and accurate office work as a member of a team and independently with moderate supervision; Ability to provide courteous and effective customer service to a wide variety of people; Ability to organize work and perform multiple activities to complete assignments on time; Ability to explain and apply policies, procedures, forms, and concepts; Skill of basic arithmetic computation; Ability to follow written and oral instructions; Ability to establish and maintain effective working relationships; Skill to operate standard office equipment; Skill of basic to intermediate level Microsoft Word, Excel, Access, and/or PowerPoint; Knowledge of correct English usage including grammar, spelling, and punctuation; and, Ability to communicate effectively in person, on the phone, or in writing.

    The multiple-choice exam will be administered in a paper format. This is a standardized multiple-choice examination. In accordance with Civil Service Rule 111.11.4, inspection privileges do not apply to the questions and answers in this examination. A passing score must be achieved in order to be placed/ranked on the Eligible List. The hiring department may administer additional position-specific selection procedures to make final hiring decisions.

    Candidate scores on this exam may also be applied to other announcements involving other job titles, when directed by the Human Resources Director.

    Date(s) of Examination: Those applicants meeting the minimum qualifications will be notified of the exact date, time, and location to report to the examination.

    Certification Rule The certification rule for the eligible list resulting from this examination will be RULE OF TEN SCORES. Additional selection processes may be conducted by the hiring department prior to making final hiring decisions. Eligible List The purpose of an examination is to provide a list of qualified persons to be considered for employment. Candidates are ranked on an eligible list according to their overall scores in the examination.

    The duration of the eligible list resulting from this examination process will be SIX MONTHS, and may be extended with the approval of the Human Resources Director. Upon approval of the Human Resource Director (Civil Service Rule 111A.26.5), the eligible list/score report resulting from this announcement may be used by other departments that also use this classification or a similar classification.

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

    APPLICATION DEADLINE: Friday, January 28, 2022 at 11:59 PM

    SALARY RANGE: $59,800-$72,696 annually

    CONTACT: If you have any questions regarding this recruitment or application process, please contact the human resources analyst, Kimberly Gibney, by email at kimberly.gibney@sfgov.org.

    IMPORTANT INFORMATION

    • Conviction History
    • Employee Benefits Overview
    • Equal Employment Opportunity
    • Disaster Service Worker
    • ADA Accommodation
    • Veterans Preference
    • Right to Work
    • Copies of Application Documents
    • Diversity Statement

    CONVICTION HISTORY REVIEW: 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.

    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 31003109). 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.

    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.

    The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule. Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director. Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

    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.

    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.

    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.

  • Industry
    Government Administration