Job Description

PERSONNEL CLERK II

JOB CODE 01420

Effective Date:	Rev. 09/09A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to perform specialized clerical and technical duties associated with personnel activities. An employee in this classification ordinarily develops work procedures and independently carries work through to completion. Work problems involving important departures from standard policies, interpretations, or procedures are reviewed with the supervisor. Some positions act in a lead capacity over lower-level clerical personnel. This classification typically reports to a Personnel Aide, Personnel Analyst, Personnel Officer, or Personnel Supervisor. It is distinguished from the classification of Personnel Clerk I by the greater complexity and responsibility of work assigned, and work generally is reviewed for results achieved.

ESSENTIAL FUNCTIONS:

• Answers personnel-related questions and handles complaints tactfully and courteously;
• Assists customers in person and over the phone;
• Creates and maintains clerical, statistical, and personnel and payroll records;
• Ensures data on personnel forms adheres to personnel and payroll rules and practices;
• Ensures performance reviews are received in a timely manner from managers and supervisors by preparing and maintaining records of performance review notifications;
• Enters data or information into a personal computer or other keyboard device;
• Explains Personnel Rules, memoranda of understanding, and administrative regulations to other City employees;
• Gathers and compiles data such as leave and payroll data;
• Processes personnel forms such as leave slips, pay exceptions, Human Resources Data Change forms, etc., in a timely manner for biweekly payroll;
• 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;
• 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.
• Operating department payroll practices.
• Personnel Department programs, including health and life insurance, deferred compensation, workers' compensation, tuition reimbursement.
• Personnel policies, practices, and procedures.

Ability to:

• Communicate with customers, clients, or the public in person or by telephone.
• Comprehend and make inferences from material written in the English language.
• Exercise independent initiative and judgment and establish priorities for own workload.
• Interpret and explain rules, regulations, and policies.
• Learn job-related material primarily though oral instruction and observation. This learning takes place mainly in an on-the-job training setting.
• Maintain confidentiality of personnel information.
• Make decisions on both routine and non-routine problems.
• Operate a variety of standard office equipment (e.g., calculator, copy machine, fax machine, and other related office equipment).
• Perform basic arithmetic (i.e., addition, subtraction, division, multiplication).
• Remain in a sitting position for extended periods of time.
• 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 problems and tasks that come up simultaneously or unexpectedly.
• Write clear, concise correspondence on routine matters using proper business English.

Additional Requirements:

• Appointments to positions in the Aviation Department are subject to passing a Federal Bureau of Investigation (FBI) background check and a City of Phoenix or other law enforcement agency fingerprint check prior to hire.
• Appointments to positions in the Law Department, Municipal Court, and Public Defender’s Office are subject to meeting appropriate background standards.
• 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:
Three years of experience performing responsible and varied clerical work, and working with computerized personnel systems. Other combinations of experience and education that meet the minimum requirements may be substituted.