City and County of San Francisco

Under general supervision, performs difficult, responsible and specialized clerical work, may assign clerical and office work to subordinate office personnel and performs related duties as required. Essential functions include: interpreting, enforcing and carrying out existing methods and procedures relative to office operations; making regular contacts with other departmental personnel and providing information; explaining and interpreting existing laws, regulations and administrative policies to the general public in connection with office activities; gathering, preparing and maintaining a wide variety of records, reports and documents relative to office operations; and calculating basic mathematical computations in connection with the preparation of various reports.

This is the senior-level position in the Clerk series. It is distinguished from the 1404 Clerk in that it has supervisory responsibilities, and incumbents perform work that is more difficult than that performed by incumbents in the 1404 position.

May supervise subordinate office personnel.

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list.

1. Assigns clerical and office work to subordinate personnel.

2. Codes and indexes documents, records and correspondence. Methods may include color code, terminal digit, numerical, alphabetical and/or chronological order to ensure proper filing and ready access of data.

3. Disseminates information and answers inquiries by communicating with the public, departmental personnel and other departments.

4. Explains and interprets existing laws, regulations and administrative policies governing the activities of the assigned office to the general public and other City personnel.

5. Checks and reviews a variety of documents for completeness and accuracy.

6. Files, maintains and retrieves documents, records and correspondence in accordance with established procedures.

7. Compiles information and data necessary for the preparation of various departmental reports in which judgment may be exercised in the selection of data and materials.

8. Prepares and maintains a variety of reports in which judgment may be exercised in the selection of data and materials.

9. Makes mathematical computations using addition, subtraction, multiplication and division of whole numbers, decimals and fractions.

10. Exercises sound judgment and utilizes knowledge of applicable laws, regulations and procedures in solving daily clerical and office problems.

11. Receives a variety of telephone and in-person calls and routes such calls and individuals to proper places.

12. Receives and accounts for moderate amounts of money from the collection of fees and similar sources.

13. Operates office equipment, including calculators, photocopying equipment, adding machines, computer terminals, microfiche viewers, fax machines and postage meters.

14. Processes mail: opens, time stamps, sorts and distributes the incoming mail; stuffs and seals envelopes; makes daily pickup and delivery to ensure timely mailing and receipt of mail.

15. Performs related duties as required.

Knowledge of: standard alphabetical, numerical, and chronological filing systems.

Ability to: organize and make clerical work assignments; review processed work to assure accuracy, neatness and conformance to departmental regulations and polices; interpret laws, regulations and procedures in recommending solutions to problems; efficiently and accurately file, retrieve, code and index a wide variety of documents; record information in a neat, legible and accurate manner; follow written directions; make complex computations in addition, subtraction, multiplication and division; effectively communicate and understand complex concepts, policies and procedures both to and from departmental representatives and the general public; proficiently read and review a variety of documents and forms for completeness and accuracy; exercise tact and maintain poise in resolving disputes and differences arising with the public and other personnel; use a personal computer in a network environment to enter and update data, create documents and use system applications, e-mail, spreadsheets, word-processing and organizer software. 

These minimum qualifications are to be used as a guide for establishing the education, training, experience, special skills and/or license which may be required for employment in the class. Although these minimum qualifications are typical of the class, additional minimum qualifications and special conditions may apply to a particular position and will be stated on the job announcement.

1. Two (2) years (equivalent to 4000 hours) of verifiable clerical experience included preparing and maintaining a variety of records and/or documents, filing, use of office equipment, public contact and processing of incoming and outgoing mail; OR

2. Eighteen (18) months (equivalent to 3000 hours) of verifiable clerical experience as described in #1 and completion of a clerical training program (240 hours); OR

3. Eighteen (18) months (equivalent to 3000 hours) of verifiable clerical experience as described in #1 and 15 semester units (or equivalent quarter units) of coursework from an accredited college or university.

AMENDED: 12/04/09

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.