4213 Assessor-Recorder Office Assistant

Recruitment #CBT-4213-074118

Introduction

Appointment Type

This is a Class-Based Test administered in accordance with Civil Service Rule 111.

Who We Are

The Office of the Assessor-Recorder is responsible for carrying out property tax-related functions governed by the state constitution and state and local laws. Our core responsibilities include locating all taxable property in the City and County of San Francisco, identifying ownership, establishing a taxable value, and applying all legal exemptions. Property broadly includes both real property and personal property owned by businesses. The Office of the Assessor-Recorder is also responsible for recording documents and maintaining those public records. Over 400 different types of documents are recorded annually, including deeds of trust, reconveyances, liens, and public marriage licenses. The Office of the Assessor-Recorder is also responsible for collecting any transfer tax due upon a change in property ownership. We strive to conduct our work with the core principals of professionalism and integrity.

What We Do

Heightened activity in the real estate and business markets means increased demand for the work of our Office. In fiscal year 2015-2016, property tax revenue alone accounted for more than 28% of the City’s General Fund revenue, or over $1.29 billion. This revenue funds crucial services like police, fire, health and family support services. Through the dedicated work of the Assessor-Recorder staff, the City experienced an 8% increase in the local assessment roll compared to the previous year, representing a cumulative value of approximately $202 billion. This is due in part to strong growth in the real estate market, additional construction across San Francisco, and an overall stronger economic business climate. Fiscal year 2015-2016 transfer tax revenue of $274 million is the second highest level we have seen in the past ten years, and accounted for 6% of the City’s General Fund revenue. In 2015, we launched a new website featuring improved customer service, design navigation, search, and accessibility through virtually any device, including mobile devices. This year, we are working to digitize nearly 208,000 hard-copy property files and bring them “online,” which will ensure that historical records are appropriately preserved and allow staff to more easily and efficiently access property files. Meanwhile, our core values continue to drive our efforts to improve customer service.

What We’re Looking For

The Office of the Assessor-Recorder currently has two (2) 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 duties while learning the specialized office policies and procedures that are unique to the Assessor-Recorder's Office. Duties emphasize routine 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, file and process 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.

Minimum Qualifications

Experience: Three 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 year of the experience should have been at a level comparable to the class of Clerk in the City/County of San Francisco.

Substitutions: 1) completion of coursework from an accredited college or university may substitute for the above-required experience on a year-for-year basis, where 30 semester (or equivalent quarter) units is equivalent to one year; OR 2) completion of a clerical training program (at least 240 hours) may substitute for six months of the above-required experience.

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

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.

How To Apply

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, Gerald Buss by telephone at 415.554.5213, or by email at Gerald.Buss@sfgov.org.

Selection Plan

Screening of Applications:

Applications will be screened for relevant qualifying experience and education. Only those candidates who meet the minimum qualifications will continue in the selection process.

Written Examination (Weighted 100%):

Candidates who meet the minimum qualifications will be administered a written multiple-choice examination to determine their relative knowledge, skills and abilities in job-related areas which may include but not be limited to: standard office practices and procedures; basic laws, principles and practices pertaining to public administration; basic practices and methods of customer service; business data processing principles and practices, including the use of computer equipment; correct English usage including grammar, spelling and punctuation; basic arithmetic; and record keeping principles and practices.

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.

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

Certification:
The certification rule for the eligible list resulting from this examination will be Rule of Three 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.

 

Requests:
Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at: 
http://sfdhr.org/information-about-hiring-process#applicantswithdisabilities


Information regarding requests for Veterans Preference can be found at: 
http://sfdhr.org/information-about-hiring-process#veteranspreference

 

General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at 
http://sfdhr.org/information-about-hiring-process or hard copy at 1 South Van Ness Avenue, 4th Floor.

 

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.

 

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.

 

 

Terms of Announcement and Appeal Rights:

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.  [Note: The correction of clerical errors in an announcement may be posted on the Department of Human Resources website at www.jobaps.com/sf.] The terms of this announcement may be appealed under Civil Service Rule 110.4.  Such appeals must be submitted in writing to the Department of Human Resources, 1 S Van Ness Avenue, 4th Floor, San Francisco, CA 94103-5413 by close of business on the 5th business day following the issuance date of this examination announcement.  Information concerning other Civil Service Commission Rules involving announcements, applications and examination policies, including applicant appeal rights, can be found on the Civil Service Commission website at http://sfgov.org/civilservice/rules.

 

Exam Type:  Entrance
Issued:  March 10, 2017
Micki  Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: CBT-4213-074118
ASR/ GLB / 415-554-5213

 

 

 

 

 

 

 

 

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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