Job Description

PERSONNEL CLERK I

JOB CODE 01410

Effective Date:	Rev. 09/09A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to perform specialized personnel clerical and placement duties in the Personnel Department or the Personnel Section of an operating department. Work includes processing and checking personnel forms for adherence to Personnel Rules, Administrative Regulations, and Management Procedures, and coding for computer input. Work problems involving departures from standard policies, interpretations, or procedures are reviewed with the supervisor. Routine matters and communications with the public are completed with considerable independence. Work is subject to general direction with periodic review by supervisor, which typically is a Personnel Aide, Personnel Analyst, or Personnel Officer.

ESSENTIAL FUNCTIONS:

• Answers personnel-related questions and handles complaints tactfully and courteously;
• Answers phones and greets walk-in customers;
• Checks personnel forms for completeness and accuracy;
• Enters data or information into a personal computer or other keyboard device;
• Examines applicant identification documentation and codes forms in support of I-9 reporting requirements;
• Files I-9 forms with documentation attached;
• Initiates and prepares departmental personnel paperwork utilizing requisitions and eligible lists;
• Opens and distributes mail such as electronic and interoffice mail;
• Processes personnel-related requests such as salary increases and performance rating forms;
• Reviews forms for completeness and accuracy;
• Sets up, files, maintains, and purges hardcopy and electronic files;
• Uses software applications for word processing, spreadsheets, database creation and maintenance, information storage and retrieval, electronic file management, and related tasks;
• Writes clear, concise correspondence such as emails on routine matters using proper business English;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Customer service principles and techniques.
• Modern office practices, procedures, and standard record maintenance procedures applicable to a personnel office.

Ability to:

• Communicate with customers, clients, or the public in person or on the telephone.
• Comprehend and make inferences from material written in the English language.
• Establish priorities for own workload based upon such factors as need for immediate action, work objectives, and work schedule.
• Exercise independent initiative and judgment.
• Learn personnel policies and procedures through observation, verbal instruction, and written source documents.
• Maintain confidentiality of personnel information.
• Make decisions on routine problems and inform supervisor of those problems that cannot be solved on own initiative.
• Operate a variety of standard office equipment (e.g., calculator, fax machine, copy machine, and other related office equipment).
• Perform basic arithmetic (e.g., addition, subtraction, multiplication, and division) rapidly and accurately.
• Remain in a sitting position for extended periods of time.
• Understand and follow complex oral and written instructions given in the English language.
• Work cooperatively with others.
• Work safely without presenting a direct threat to self or others.
• Work under pressure to meet tight time schedules and deadlines, and handle significant problems and tasks that come up simultaneously or unexpectedly.

Additional Requirements:

• Appointments to positions in the Police Department are subject to meeting appropriate polygraph and background standards.
• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.
• Some positions require the performance of other essential and marginal functions depending upon work location, assignment, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
One year of experience performing varied clerical work, including processing computer coded input forms, and public contact. Other combinations of experience and education that meet the minimum requirements may be substituted.