CITY OF GLENDALE INTERDEPARTMENTAL COMMUNICATION

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1 CITY OF GLENDALE INTERDEPARTMENTAL COMMUNICATION DATE: January 14, 2015 TO: FROM: BY: SUBJECT: Members of the Civil Service Commission Matt Doyle, Director of Aymee Martin, Administrator Class Specifications for Approval Technician BACKGROUND Attached for your approval is the revised class specification for Technician. The Technician performs specialized duties in support of the human resources operation. This includes the areas of recruitment, selection, classification, compensation, and training. The proposed changes primarily deal with bringing the specification up-to-date, as well as modifying the experience requirement to allow for a broader applicant pool. Currently, the specification requires applicants to have prior experience working in a human resources setting; this significantly limits our applicant pool. While prior experience working in a human resources environment is desirable, it is not necessary as the individual will receive on-the-job training. Therefore, we are proposing modifying the specification to eliminate it as a requirement and instead include it as a desirable qualification. The Glendale City Employees Association (GCEA) has been given an opportunity to review the proposed class specification. RECOMMENDATION That the proposed class specification for the position of Technician be approved as submitted.

2 HUMAN RESOURCES TECHNICIAN DEFINITION Positions in this classification perform specialized clerical and paraprofessional duties that require a high degree of discretion and judgment in support of the human resources operation including the areas of recruitment, selection, classification, compensation, and training. ESSENTIAL FUNCTIONS Prepares and distributes job bulletins and examination materials. Coordinates selection processes as assigned, including recruitment, evaluating applications and developing and administering examinations. Prepares recruitment ads and submits to appropriate newspapers, publications and/or websites. Obtains oral board raters from other agencies, and assists other cities in locating securing raters from Glendale. Maintains contacts with other agencies for mutual assistance in recruitment/selection activities. Enters applicant data into the City s applicant management system. Performs data queries within the City s applicant management system and produces reports. Grades test materials under supervision. Handles confidential information with discretion. Drafts and word-processes letters, notices and memos to candidates and raters participating in a variety of selection processes. Assists other agencies by providing applicant data for law enforcement and fire department backgrounds. Prepares written and oral exam materials under direction. Conducts and responds to salary and benefit surveys and prepares related analytical reports. Establishes and maintains eligible lists. Certifies candidates to the Requisitions from eligible lists. Sends certified candidates certification letters. Processes and records waivers, withdrawals, disqualifications, removals, and job declinations on eligible lists and in the applicant management system. Records eligible list and certification list information in Excel; provides related reports to Analysts and the Civil Service Commission. Runs salaried evaluation batches each pay period; reviews and logs incoming employee job performance evaluations; researches evaluations not received and communicates with the department in order to ensure timely submission; reports past due performance evaluations to the Civil Service Commission. Enters new hires in system and processes new hire paperwork, including confirmation letters and memos. Reviews and processes subpoenas and subpoena checks for employee personnel files. Technician Page 1 of 4

3 Processes employee Livescan transactions; reconciles Livescan paperwork and billing; receives results from the Department of Justice; works with HR staff to address findings. Performs accounts payable duties including processing invoices and procurement card statements, entering requisitions, and monitoring the activities and balances of purchase orders and contracts. Identifies errors or discrepancies and timely resolves before processing. Assists with general office and front counter reception duties. Responds to a variety of questions from employees and the public regarding job application procedures and a wide variety of other human resources related matters. Coordinates various functions of the City s training programs including Glendale University Training and Development Program, Glendale Leadership Academy, and Glendale Supervisory Academy. This includes scheduling classes, registering employees for training, inputting and tracking attendance in the database, running various reports, and following up as necessary. Sets up the facility including tables, chairs, and necessary equipment such as an LCD; prepares refreshments as needed. Assists in formal job analysis processes and job audits as directed. Reviews, updates and revises class specifications, and assists in the development of new class specifications. Compiles and prepares Civil Service agenda packet and attends televised meeting. Prepares Civil Service Commission agenda reports. Proctors examinations as directed. Posts recruitment information on the Department Intranet and Internet sites, Job Information Hotline, and Channel 6. Retrieves and processes requests for City application materials. Attends employment outreach events, including on evenings and weekends. Drives on City business as necessary. Assumes responsibility for ensuring the duties of the position are performed in a safe, efficient manner. Performs related duties as assigned or as the situation requires. MINIMUM REQUIREMENTS Knowledge, Skills & Abilities Knowledge of: Alphabetical and numerical filing. Applicant management system or similar database highly desirable. Basic mathematics. English grammar usage, spelling, punctuation, and business vocabulary. Modern office practices and procedures Record keeping and filing techniques. Recruitment/selection procedures. The City's human resources practices and procedures. Technician Page 2 of 4

4 Civil Service Rules and Regulations. Knowledge of and skill in: Good Exceptional customer service practices. Skill in: Dealing effectively with persons of various social, cultural, economic and educational backgrounds, using tact and discretion. Effective oral and written communications, both on a one-on-one and a group basis. Making independent judgments and decisions based on standard policies or procedures. Operating an applicant management system or similar database. Working with personal computers, including Microsoft Office software applications. Organizing and prioritizing assignments. Ability to: Communicate effectively in English, both orally and in writing. Deal calmly with rude or angry people. Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period. Explain various human resources department procedures to others clearly and accurately. Follow oral and written instructions. Foster a teamwork environment and positive organizational relations. Maintain confidentiality of information when necessary and prudent. Organize work, set priorities and meet critical deadlines. Proofread and check words and numbers quickly and accurately. Read, write, communicate effectively and comprehend directions in English. Understand, interpret, and explain basic provisions of the Civil Service Rules and Regulations and other human resources policies and procedures. Work independently with frequent interruptions and changing or competing deadlines. Provide exceptional customer service to those using the Department. Model and practice the highest standards of ethical conduct. Understand, interpret, and explain basic provisions of the Civil Service Rules and Regulations and other human resources policies and procedures to others clearly and accurately. Work independently with frequent interruptions and changing or competing deadlines. Other Characteristics Willingness to: Work overtime as requested, including on evenings and weekends. Assume responsibility for maintaining a safe working environment. Experience Three years experience performing clerical/paraprofessional duties in a public agency. human resources setting. Previous experience working in a human resources setting highly desirable. Previous experience working with an applicant management system highly desirable. Education/Training Graduation from high school or attainment of GED or CHSPE certificate. Associate of Arts Degree supplemented by college level coursework in human resources, public administration or a related field is desirable. Technician Page 3 of 4

5 License(s) / Certification(s) Valid California Class C driver's license. Note An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements. FLSA DESIGNATION Technician - Non Exempt Revised Class Specification Previously Approved 08/01, 01/04, 01/26/2011 Approved by Commission 01/14/2015 Revised by: AM Job Family: None Technician Page 4 of 4

6 Director of Benefits Administration Recruitment and Employee Relations Risk Management (see next page) Benefits Manager Administrator Administrator Benefits Technician Departmental Human Resources Officer - GWP Administration Assistant Departmental Human Resources Officer Police Employee Health Services Departmental Human Resources Officer HR Certification Specialist Technician (2) Employee Health Coordinator Department: 2014

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