Under general supervision, to perform a variety of specialized clerical duties related to certificated and/or classified personnel and staffing activities; to provide information and assistance to administrators, staff, job applicants, and the general public regarding personnel rules, regulations, policies and procedures; to prepare and maintain records; to maintain confidentiality of sensitive and privileged information; and to perform related duties as assigned.

Performs specialized clerical work in support of the Human Resources Division.

Processes, prepares, and maintains employment documents for new employees; reviews applications for state-issued credentials or other basic requirements; arranges for pre-employment physical examinations, background checks, and verifies employment eligibility of new employees.

Maintains accurate and confidential human resources data and records using both computerized and manual storage systems; processes forms, applications and other materials related to payroll, employee health and welfare benefits, leaves, credentialing and personal data as assigned; enters data for new and existing personnel in County and District human resources and payroll information systems, including salary and step placement; may assist with seniority and longevity calculations.

Provides a wide variety of information to administrators, employees and applicants concerning procedures, rules, contract provisions, policies, job openings, employee health and welfare benefits, and other information.

Under close supervision and according to an established exam plan, prepares opportunity notices; compiles and assembles test and interview materials; schedules candidates for departmental interviews and makes resultant employment offers.

May locate substitute staff, operate an automated sub-finder system, identify location and hours which require substitute support, and inform substitutes of assignments; processes related paperwork and maintains related records.

May prepares and process department travel requests, purchase orders, reimbursements, revolving cash and budget transfers, supply orders, printing requests and other items.

Answers the telephone and relieves coverage on the District switchboard.

Types from rough draft copy or notes a wide variety of materials including letters, records, reports and bulletins; sorts and files records, distributes mail and duplicates materials as required.

Tracks certifications and clearances of employees such as tuberculosis, first aid and CPR.

Operates standard office machines and computers, peripheral equipment and applicable software.

Assists personnel staff with major projects and other assignments as directed.

Attends a variety of meetings, conferences and trainings as assigned.

Performs related duties as assigned.

Bilingual Assignments

Bilingual positions also interpret between English and a designated second language for meetings and conferences and personal or phone inquiries; they may translate correspondence, reports, records, legal documents, and other written materials.

The Personnel Clerk differs from other classifications in the clerical/secretarial job family in that it performs general and more specialized clerical support duties in the Human Resources department, which handles a variety of confidential and privileged employee and applicant information. A Personnel Technician-Classified performs specialized clerical and technical duties for the classified personnel program; positions typically require an extensive knowledge of Merit System practices, rules and procedures and job classifications and practices common to school districts and the public sector, as well as skill in working with the County payroll system, applicant tracking systems, and other database functions. Positions designated as confidential differ from others in this class as they have access to information relating to employer-employee relations.

Knowledge of: Modern office practices, procedures and equipment; operation of standard office equipment including typewriter, calculator and copier; operation of computers, County payroll system, peripheral equipment and Microsoft Office software; correct English usage, spelling, grammar and punctuation; standard personnel practices; both computerized and manual record keeping techniques; and basic arithmetic.

Ability to: Learn pertinent rules, regulations, contracts, and procedures necessary for the job; prepare and maintain complex personnel records; maintain confidentiality of sensitive and privileged information; communicate effectively both orally and in writing; operate computer equipment to maintain and track records, enter data and generate a variety of lists, reports and other documents; work cooperatively with others; attend a variety of meetings, conferences and in-service trainings as assigned; Type sufficiently to complete reports, correspondence and other necessary; make arithmetical calculations with speed and accuracy as well as collect, record, and account for money received by the department.

Essential Physical Activities and Work Environment: Office environment. With or without reasonable accommodation, incumbents must have sufficient visual acuity to read computer screens, regulations, reports, and other data all day; sufficient hearing to comprehend ordinary phone and personal conversation; sufficient clarity of speech to explain regulations and procedures by telephone and in person; sufficient mental ability to understand and apply regulations and procedures, analyze and organize data, and learn software applications; physical ability to operate a computer and other common office equipment. This job generally requires 80% sitting, 10% walking, and 10% standing.

Typical Background: Any combination equivalent to graduation from high school and two years of increasingly responsible clerical experience involving complex clerical work in a computerized environment utilizing word processing, spreadsheet and database software and frequent public contact requiring the explanation of technical regulations and procedures. Experience performing complex clerical work in a human resources department is preferred.

Qualifications: In order to be considered qualified for a vacancy in this classification, a candidate must possess the required background and successfully demonstrate such background, knowledge, skills and abilities through an examination process.

1991 – Marlys Grodt & Associates ®
Revised 11/2006. Approved by the Personnel Commission on 11/16/06
Revised 07/24/2009-AT
Revised 09/2011 Approved by the Personnel Commission 09/21/11
Revised 7/01/2015 Approved by Personnel Commission 7/16/15
Revised 05/31/2018 – CS. Approval by the Personnel Commission on 06/14/2018
Revised 10/01/2021-CS. Approved by Personnel Commission on 10/21/2021
Reallocation 10/13/2022
Revised 8/2023-AL Approved by Personnel Commission on 8/17/2023