Personnel Transactions Coordinator

THE POSITION

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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.

QUALIFICATIONS

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.

THE SELECTION PROCEDURE

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;

• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
  • If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on 40 hours per week (pro-rated if less than 40 hours/week) .
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C.
• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.

2. Training and Experience Test : (Weighted 100%) - The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
• A resume will not substitute for the information required in the T&E questions.

3. Eligibility : Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Personnel Transactions Coordinator examination.

4. Screening Committee : (Pass/Fail)- All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

5. Background Process : If considered for appointment, candidates must pass a background investigation, which includes a criminal history check, fingerprinting, polygraph test, credit check, and drug use history.

QUESTIONS:
For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment ; or
• Send an email to employment@cityofsacramento.org ; or
• Call the Human Resources Department at (916) 808-5726

Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information
Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: 5/25/2026 11:59 PM Pacific

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• City of Sacramento

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