Personnel Transactions Coordinator

Please Note: a candidate must successfully pass a thorough background investigation including a criminal history check for job-related convictions fingerprinting polygraph test credit check and a drug use history to be considered for this position.

IDEAL CANDIDATE STATEMENT

The Sacramento Police Department is seeking a Personnel Transactions Coordinator to join the Personnel Services Division. The main responsibilities of this position include managing employee timesheets along with leave of absence requests for all department employees. The ideal candidate should be able to multi-task prioritize and manage their workload in a high-energy fast-paced environment. The ideal candidate should have excellent customer service skills be a team-player and be able to maintain a positive and effective working relationship with both our internal and external customers.

DEFINITION

To coordinate centralized personnel clerical activities and process personnel transactions for an assigned department or large and complex division.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by professional or management personnel. Responsibilities may include indirect supervision of lower-level clerical positions.

EXAMPLES OF DUTIES

Depending upon assignment duties may include but are not limited to the following:

- Serve as central contact between the assigned department/division and other City departments regarding routine personnel matters.
- Prepare and maintain centralized departmental/division personnel files and computerized personnel records.
- Determine work assignment priorities to comply with established deadlines.
- Prepare forms needed to fill vacant positions; maintain records of vacant and filled positions.
- Maintain records of departmental/division selection interviews; schedule selection interviews; notify eligibles of interview results; arrange pre-employment physicals.
- Calculate funding required for new positions.
- Prepare personnel transaction forms to enter new employees into the personnel and payroll systems and to reflect changes in employee status and pay.
- Meet with new departmental/division employees to explain rules and policies.
- Verify employee compliance with licensing and physical requirements.
- Monitor and update departmental/division position control.
- Coordinate departmental/division employee evaluation system.
- Review departmental/division time cards and financial records for accuracy; clarify discrepancies; prepare time card corrections; monitor compliance with FLSA requirements; monitor sick leave usage.
- Research interpret and respond to requests for information regarding City and departmental/division rules policies directives contracts and similar documents.
- Research and compile data and basic statistical information.
- Compose routine correspondence; type a wide variety of reports correspondence and statistical reports.
- Review personnel actions for accuracy and completeness.
- Review departmental/division leave requests; prepare leave reports; verify accuracy of time cards and benefits during leave.
- Safeguard and distribute payroll checks and time cards.
- Create and revise departmental/division personnel forms.
- May schedule employees for shift assignments; monitor employee eligibility for overtime standby or call back; monitor shift trades and approve trades based upon departmental/division policies.
- May verify employee eligibility for incentive pay.
- Operate a variety of office machines and equipment.
- Perform related duties as assigned.

Knowledge of:

- Basic City personnel rules policies and procedures; and payroll procedures.
- City employee agreements.
- English usage spelling grammar and punctuation.
- Record keeping and data gathering principles and procedures.
- Office procedures methods and equipment.
- Arithmetic through percentages.
- Basic principles of supervision and training.

Ability to:

- Understand interpret and explain City and departmental/division rules policies directives contracts and similar documents.
- Understand the organization and operation of the City.
- Learn department/division policies procedures organization and operating details.
- Plan coordinate and organize work to meet deadlines.
- Compose routine correspondence.
- Communicate clearly orally and in writing.
- Prepare and maintain accurate records and reports.
- Research and compile information.
- Operate office machines and equipment.
- Make arithmetical calculations quickly and accurately.
- Plan and assign work and train other clerical employees.
- Establish and maintain cooperative relationships with those contacted in the course of work.

Experience:

One year of experience comparable to the II level clerical class in the City of Sacramento. Comparable experience would be two years of clerical experience including one year at a level where only occasional instruction or assistance was given and work was reviewed only upon completion.

PROBATIONARY PERIOD:

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.