1404 - Administrative Clerk

City and County of San Francisco; San Francisco, Northern (CA, KY); On-site; USD 50,000 - 75,000; Full time

Job summary

City and County of San Francisco’s Adult Probation Department seeks a detail-oriented Administrative Clerk to provide essential clerical and customer-service support for Pretrial, Reentry, Violence Response, and Records operations. The role emphasizes accurate recordkeeping, confidentiality, and professional interaction with internal staff and the public.

The position requires organization, multi-tasking, adherence to procedures, and the ability to work in a fast-paced, public-service

Qualifications

• 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.

Responsibilities

• Serve as first point of contact for clients and the public at the front desk.
• Support daily front-desk and administrative operations for Restorative and Prevention Division.
• Assist with client intake, forms, and service requests with accurate routing and follow-up.
• Maintain and organize program and administrative records with confidentiality.

Skills

Customer service

Front desk

Records management

Attention to detail

Communication

Education

High school diploma or equivalent

Tools

MS Office

Email/CRM systems

Job description

Accepting applications until: September 11, 2026

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.

TheSan FranciscoAdult Probation Department (APD) isseekinga qualified and detail-oriented Administrative Clerk to provide essential administrative and office support for Pretrial, Reentry,Violence Responseand/or Records and Reception operations.Under general supervision, you will perform a wide range of clerical duties, ensureaccuraterecordkeeping, and provide professional customer service to internal and external stakeholders. This position playsan important rolein 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

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 whilemaintaininghigh accuracy and confidentiality.

Role Description

Under general supervision, you will perform a wide range of clerical duties, ensureaccuraterecordkeeping, and provide professional customer service to internal and external stakeholders. This position playsan important rolein 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.

7am-4pm
3pm-11pm
On-Call 11pm-7am

Examples of Important and Essential Duties

In accordance withCivil 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,determinethe nature and urgency of requests, and connect individuals withappropriate 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;identifymissing information and coordinateappropriate correctionor 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 theappropriate programor 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 materialsin accordance withestablished departmental procedures.
• Office Operations:Process incoming and outgoing correspondence and mail;maintainforms, supplies, resource materials, and service information;operatestandard 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-informedassistancewhilemaintainingprofessional boundaries, confidentiality, safety, and departmental procedures.
• Anyadditionalassignments as needed

Knowledge, Skills, and Abilities

• Customer Service:Ability to provide welcoming, respectful, and responsiveassistanceto clients, families, community members, and the public.
• Communication:Ability to listen effectively, communicate clearly, respond to inquiries, and connect individuals toappropriate 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,maintainaccuraterecords, 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,identifywhenassistanceis 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 nextsteps, and confidence in APD as a resource for support.

How to qualify

Minimum Qualifications

Experience

One (1) yearof clerical experience that must include:

• Preparing andmaintainingrecords/documents
• Filing and retrieving records
• Using standard office equipment
• Providing public contact or customer service
• Processing incoming and outgoing mail

Substitutions

Anyoneof the following may substitute forsix (6) monthsof 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?

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:

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.