1404 - Administrative Clerk

Job description

Role Description Under general supervision, you will perform a wide range of clerical duties, ensure accurate recordkeeping, and provide professional customer service to internal and external stakeholders. This position plays an important role in supporting the smooth, accurate, and efficient delivery of Adult Probation Department services. This position may focus on one or more areas of specialization, including pretrial justice, reentry and rehabilitation, or violence reduction, while contributing to broader system-wide outcomes. Various Shifts: 7am-4pm 3pm-11pm On-Call 11pm-7am Examples of Important and Essential Duties In accordance with Civil Service Commission Rule 109, duties include but are not limited to: Client & Public Engagement: Serve as the first point of contact for clients, families, survivors, community members, service providers, and the public, creating a welcoming, professional, and supportive environment that builds confidence in APD as a source of assistance, information, and connection to services. Front Desk & Division Support: Support daily front-desk and administrative operations for the Restorative and Prevention Division, including Pretrial, Reentry, and Violence Response programs; receive visitors, determine the nature and urgency of requests, and connect individuals with appropriate staff, programs, or resources. Service Navigation & Linkage: Assist clients with navigating APD and community resources by providing information about CASC/SFAPD housing, benefits, employment, behavioral health, reentry, and other stabilization services. Client Intake & Administrative Support: Assist with client check-in, intake, appointments, forms, service requests, and other administrative processes while ensuring information is accurately documented and appropriately routed for follow-up. Records & Information Management: Maintain, organize, code, index, retrieve, and update client, program, and administrative records using established departmental systems and confidentiality requirements. Quality Control: Review forms, referrals, records, and other documents for completeness, accuracy, and compliance with established procedures; identify missing information and coordinate appropriate correction or follow-up. Communication & Coordination: Respond to inquiries from clients, the public, departmental staff, City agencies, courts, community-based organizations, and service providers and ensure requests are directed to the appropriate program or responsible staff member. Program & Event Support: Provide administrative and logistical support for Pretrial, Reentry, Violence Response, community engagement, client services, meetings, events, and other Restorative and Prevention Division activities. Data & Reporting: Enter, maintain, compile, and track program and service information used for operational monitoring, client follow-up, departmental reporting, and evaluation of service needs. Financial & Resource Processing: Receive, document, safeguard, and account for authorized payments, fees, program resources, or other materials in accordance with established departmental procedures. Office Operations: Process incoming and outgoing correspondence and mail; maintain forms, supplies, resource materials, and service information; operate standard office equipment and systems; and support efficient daily operations. Supportive Client Service: Recognize that individuals contacting APD may be experiencing significant challenges or immediate needs and provide responsive, respectful, trauma-informed assistance while maintaining professional boundaries, confidentiality, safety, and departmental procedures. Any additional assignments as needed Knowledge, Skills, and Abilities Customer Service: Ability to provide welcoming, respectful, and responsive assistance to clients, families, community members, and the public. Communication: Ability to listen effectively, communicate clearly, respond to inquiries, and connect individuals to appropriate staff, programs, and resources. Client Support: Ability to recognize client needs, provide basic service navigation, and support referrals and warm handoffs to Pretrial, Reentry, Violence Response, and community resources. Professional Judgment: Ability to exercise tact, patience, discretion, and sound judgment when interacting with individuals experiencing challenging or sensitive circumstances. Organization: Ability to organize work, maintain accurate records, process documents, manage multiple priorities, and follow established policies and procedures. Confidentiality: Ability to appropriately handle sensitive client, court, departmental, and other confidential and criminal justice information. Teamwork: Ability to work collaboratively with departmental staff, City agencies, community-based organizations, and service providers in support of client and operational needs. Technology: Ability to effectively use email, word processing, spreadsheets, databases, case-management systems, and other standard office technology. Adaptability: Ability to work effectively in a fast-paced public-service environment, respond to changing priorities, identify when assistance is needed, and appropriately elevate urgent or complex matters. Service Orientation: Ability to contribute to a supportive environment where every person is treated with dignity and leaves with clear information, appropriate next steps, and confidence in APD as a resource for support. Minimum Qualifications Experience One (1) year of clerical experience that must include: Preparing and maintaining records/documents Filing and retrieving records Using standard office equipment Providing public contact or customer service Processing incoming and outgoing mail Substitutions Any one of the following may substitute for six (6) months of the required experience: Completion of a 240-hour clerical training program Completion of 15 semester (or equivalent quarter) units of coursework from an accredited college or university Completion of an approved City and County of San Francisco Clerical Administrative Training Program What else should I know? Selection Procedures The selection process will include evaluation of applications in relation to minimum requirements and assessment of candidates’ job-related knowledge, skills and abilities. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to evaluate candidate qualifications. This typically includes an oral interview and/or a written or performance exercise. If this becomes necessary, only those applicants whose qualifications most closely meet the Department needs will be invited to continue in the selection process. Applicants meeting the minimum requirements are not guaranteed advancement in the selection process. Additional Information Regarding Employment with the City and County of San Francisco: Information About the Hiring Process Conviction History Employee Benefits Overview Equal Employment Opportunity Disaster Service Worker ADA Accommodation Right to Work Copies of Application Documents Diversity Statement How to Apply: Applicants are encouraged to apply immediately as this recruitment may close at any time, but not before September 7, 2026. Your application MUST include a resume. To upload, please attach using the "additional attachments" function. You may contact Janet MacEachern via email at with questions regarding this opportunity. Late or incomplete submissions will not be considered. Mailed, hand delivered or faxed documents/applications will not be accepted. Resumes will not be accepted in lieu of a completed City and County of San Francisco application. For best practices on the application process, please visit Apply for Jobs in the City and County of San Francisco Best Practices Guide. 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 updated. 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, @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 from 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. 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. The San Francisco Adult Probation Department (SFAPD) values the individuality and diversity of justice involved adults, recognize the unique challenges they face, and invest in their success through services designed to help them permanently exit the criminal justice system. Our reentry and rehabilitative services complement our supervision strategies by providing a unique blend of opportunity and accountability. We extend a continuum of integrated services to address our clients’ criminogenic needs and empower them to become productive members of the community. SFAPD dedicates endless energy toward enhancing public safety, seeking victim restoration and accountability, providing structured and evidence-based supervision, all on the behalf of the Superior Court of San Francisco. The San Francisco Adult Probation Department (APD) is seeking a qualified and detail-oriented Administrative Clerk to provide essential administrative and office support for Pretrial, Reentry, Violence Response and/or Records and Reception operations. Under general supervision, you will perform a wide range of clerical duties, ensure accurate recordkeeping, and provide professional customer service to internal and external stakeholders. This position plays an important role in supporting the smooth, accurate, and efficient delivery of Adult Probation Department services. The Ideal Candidate Our ideal candidate is organized, dependable, detail-oriented, and comfortable interacting with the public. You should excel at managing multiple tasks simultaneously, following strict procedures, and exercising sound judgment when handling sensitive case-related information. Highly desirable attributes include: Experience in a public-service or criminal justice environment Background in high-volume records management or front-desk reception Strong commitment to supportive and courteous customer service Work Environment This position supports critical operations and involves frequent interaction with APD staff, justice-involved individuals, and external agency partners. You must be able to work effectively in a professional, fast-paced environment while maintaining high accuracy and confidentiality.