Application opening: Monday 12/23/2024

Application deadline: Friday 1/3/2025

Recruitment ID: PBT-1226-154027

 

APPOINTMENT TYPE: Permanent Civil Service (PCS). This is a Position-Based Test conducted in accordance with CSC Rule 111A. Note that this position is SUPERVISORY and therefore not union represented.

Salary Range (Step 1 - Step 5): $48.2347 - $58.6296/hour; $100,328 - $121,950/year.

City College of San Francisco is an urban community college with locations throughout the city. Our vision is to provide a sustainable and accessible environment where we support and encourage student possibilities by building on the vibrancy of San Francisco and where we are guided by the principles of inclusiveness, integrity, innovation, creativity, and quality. We offer an affordable opportunity for students to earn associate degrees, prepare for transfer, and pursue career and technical education. This is an exciting time at City College of San Francisco and the right person can make a major impact. Be part of positive change as we transform this dynamic institution for a successful future.

Under general direction, the Chief Payroll and Personnel Clerk is a second level supervisor responsible for managing the activities of a large, varied and complex payroll/personnel division. The essential job functions include: managing and directing assigned staff performing complex payroll/personnel duties using computerized systems, including the maintenance and control of complicated payroll/personnel records; supervising staff, and assigning and evaluating work; interpreting and implementing policies and procedures; developing and updating procedures and techniques for payroll and related personnel functions; providing customer service, and handling pressure and crisis situations; determining and verifying proper salary payment; payroll processing of new hires, transfers, leaves of absence, and separations of personnel; preparing payroll/personnel reports, memos, and responses; conferring with other departmental personnel and representatives of outside organizations in connection with the various laws, codes, rules, and regulations applicable to particular departmental payroll/personnel operations; performing difficult, responsible and complex clerical tasks including the recordkeeping of personnel documents, reconciliations, and performing related duties as required.

Essential Job Duties and Responsibilities:

1. Manage and direct assigned staff performing complex payroll/personnel duties using computerized systems, including the maintenance and control of complicated payroll/personnel records and account reconciliation.

2. Supervise staff and assign and evaluate work performed in areas such as time reporting, payroll and personnel processing, and health and dental reconciliation.

3. Interpret and implement, and stay up to date with pertinent laws, ordinances, regulations, policies and procedures to clarify and expedite payroll and personnel processing.

4. Develop and update procedure and technique for payroll and related personnel functions; write new procedures for the implementation of policies; maintain expenditure records; and may prepare budget and statistical data.

5. Provide customer service, and handle pressure and crisis situations with individuals, such as employees or members of the general public.

6. Verify proper salary payment in compliance with prescribed rules and regulations, such as various government codes, charter provisions, and union contracts; and maintain related accounting controls for audit purposes.

7. Prepare payroll/personnel reports, memos, and responses to correspondence and telephone inquiries regarding a wide variety of salary and payroll/personnel matters. Ensure child support and other garnishment/levy related tasks are completed on time.

8. Confer with other departmental personnel and representative of other agencies/organizations in connection with the various laws, codes, rules, and regulations applicable to particular departmental payroll/personnel operations.

9. Perform difficult, responsible and complex clerical tasks, including the recordkeeping of various personnel documents and files and processing of various retirement files.

10. Proper deduction and earn code set-up which includes correct taxability of the earn and/or deduction code on payroll.

11. Perform related duties and responsibilities as assigned.

Minimum Qualifications: 

Five (5) years of progressively responsible clerical and office experience in the preparation and maintenance of detailed and complex payroll and personnel records and reports, including at least two (2) years of responsible supervisory experience.

Substitution:

Completion of thirty (30) semester/forty-five (45) quarter units of coursework, with a minimum of twelve (12) semester/eighteen (18) quarter units of coursework in business administration, accounting, mathematics, human resources, or a closely related field may substitute for one (1) year of the required non-supervisory experience.

Possession of a Certified Payroll Professional (CPP) Certificate issued by the American Payroll Association may substitute for one (1) year of the required non-supervisory experience.

 

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process.

Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.

·       Select the “I’m Interested” button and follow instructions on the screen.

Your application MUST include the following documents.  To upload these items, please using the "Additional attachments" function within the application process.

• Cover letter expressing your interest in the position, specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this announcement.

• Current Resume

• Educational Verification

Verification of Education: Verification of qualifying education must include copies of transcripts, diplomas or certificates posting your degree(s) and Major(s). If verification cannot be obtained, the applicant must submit a signed statement with the application explaining why such verification cannot be obtained.

Requests for waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization, before an application can be processed. Please contact the CCSF Human Resources Department at (415) 452-7660 for evaluation sources. Failure to submit the required verification or request for waiver with the application at the time of filing will result in rejection of the application.

Verification of Experience: Verification may be requested at any time during this recruitment and selection process. If requested, verification of experience needed to qualify must be submitted on the employer’s letterhead and indicate the name of the applicant, job title, dates of employment, hours/week, and duties performed and must be signed by the supervisor and/or appropriate company representative.

Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement with the application explaining why verification cannot be obtained. Waiver requests will be considered on an case-by-case basis. Failure to submit the required verification or request for a waiver at the time of verification is requested may result in the rejection of the application.

SELECTION PROCEDURES:

After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

Behavioral Consistency Questionnaire (BCQ) (Weighted 100%)

Candidates will be prompted to complete a BCQ as part of the recruitment process. The BCQ is designed to measure the following items:

• The knowledge of payroll preparation and record keeping procedures applicable laws, ordinances, policies, rules and regulations governing the preparation and process of payroll and personnel records and reports.

• The skill to prioritize competing requests with various degrees of consequences and escalate issues that need additional assistance.

• The ability to review, interpret, and explain Collective Bargaining Agreements (CBA) and Memoranda of Understanding (MOU).

• The ability to calculate deductions and various payroll payments/deductions

• The ability to analyze and make logical and independent decisions and provide recommendations for decisions for complex payroll issues.

Only qualified candidates will be notified of the exact date, time, and location of the examination.

Passing Score: Candidates must obtain a passing score on the exam in order to be placed on the score report for positions in this job class.

Candidates will be placed on the eligible list in rank order according to their final score.

Notices to Candidates: Qualified candidates will be sent notices via email for completion prior to the creation of the score report ("eligible list"). Each notice will include the date by which responses must be received. Failure to complete these steps by the established deadlines will result in disqualification.

Eligible List/Score Report: A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process 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 twenty-four (24) months, and may be extended with the approval of the Human Resources Director.

Certification: The certification rule for the eligible list resulting from this examination will be Rule of Ten Scores (RO10). Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

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.

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.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

Applicants may be contacted by email about this recruitment 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, @ccsf.edu, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

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.

 

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. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ .

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.

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.

Applications materials including the cover letter and the updated resume will be reviewed for relevant qualifying experience.  Only those applicants who most closely meet the requirements for this position will be invited to participate in the selection process.  

Applicants meeting the minimum qualifications are not guaranteed an invitation to interview. Qualified applicants who are selected for an interview will be notified of the exact date and time.

The department may implement screening mechanisms in order to determine applicants’ qualifications for this position.  Only applicants most closely meeting the needs of the department will be invited to continue in the selection process.  Applicants meeting the minimum qualifications are not guaranteed advancement through all steps in the selection process. 

Additional Information Regarding Employment with the City and County of San Francisco:

• Information About The Hiring Process (https://sfdhr.org/information-about-hiring-process)

• Conviction History

• Employee Benefits Overview  (https://sfdhr.org/benefits-overview)  

• Equal Employment Opportunity (https://sfdhr.org/equal-employment-opportunity)  

• Disaster Service Worker (https://sfdhr.org/disaster-service-workers)

• ADA Accommodation

• Veterans Preference (http://sfdhr.org/information-about-hiring-process#veteranspreference)

• Right to Work

• Copies of Application Documents (https://sfdhr.org/information-about-hiring-process#copies)

• Diversity Statement

Benefits:

1.  Additional Days Off with Pay. As stipulated in the appropriate bargaining agreements and board resolutions, Classified employees working full-year (260 days/year) work schedules are granted, as paid days off, the days between Christmas Day and New Year’s Day, as well as an additional five (5) paid days off during spring break. Eligible school-term-only (STO) employees who are not scheduled to work the designated days between Christmas and New Year’s Day shall be granted three (3) paid days off to be scheduled by mutual agreement between the employee and supervisor. Eligible school- term-only (STO) employees who are not scheduled to work the days designated as Spring Break will not be paid for these days off.

2.  New employees hired on or after October 1, 2013 will contribute 2% of salary to the San Francisco Retiree Health Care Trust Fund (RHCTF).

Contact: 

• If you have questions regarding this recruitment or application process, please contact Edward Tang., City College of San Francisco, Human Resources Classified Unit, by email at ehgtang@ccsf.edu.

ADA Statement:  

Applicants who require a reasonable accommodation to participate in this hiring process should contact the Title 5/EEO/ADA Compliance Officer at 415/452-5053 to make the necessary arrangements. Please be aware that verification of a covered disability under the ADA may be required.

New Hires: As approved by the governing Board of the San Francisco Community College District, beginning October 1, 2021, City College of San Francisco requires that new and current employees, students, and business partners participate in the COVID Safety Campaign. All parties entering CCSF facilities must demonstrate proof of COVID vaccination in compliance with current CDC and SFDPH guidelines. New hires must submit documentation for verification to the Human Resources Department.

EEO Statement: 

It is the policy of the City College of San Francisco to provide all persons with equal employment and educational opportunities regardless of race, color, ancestry, national origin, ethnic group identification, religion, age, gender, marital status, domestic partner status, sexual orientation, disability or AIDS/HIV status, medical conditions, gender identity, or status as a Vietnam-Era veteran. These categories specifically include status as a lesbian, gay, bisexual, transgender, or questioning person in any District program or activity. For further information, contact the Title 5/EEO/ADA Compliance Officer at (415) 452-5053.

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.

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.