CITY OF GLENDALE INTERDEPARTMENTAL COMMUNICATION

Transcription

1 CITY OF GLENDALE INTERDEPARTMENTAL COMMUNICATION DATE: June 22, 2016 TO: FROM: BY: Members of the Civil Service Commission Matt Doyle, Director of Mania Hoonanian, Deputy Director of SUBJECT: Revised Class Specification for Approval Human Resources Certification Specialist Series BACKGROUND In 2013, the Commission approved the class specification for Certification Specialist. This position is responsible for the certification and maintenance of eligible lists resulting from civil service examinations. Additionally, the Certification Specialist classification processes and coordinates all City-wide employment transactions, including processing performance evaluations. Earlier this month, as part of the annual budget process, the City Council approved the establishment of the new classification of Senior Certification Specialist. As such, the Department is now seeking approval from the Commission to add the Senior Certification to the existing classification thereby creating the Certification Specialist Series. The proposed changes also seek to bring the specification up-to-date. The Senior Certification Specialist will be responsible for the more complex and independent functions of the certification desk. In addition, this position will be heavily involved in the Enterprise Resource Planning (ERP) implementation, which is currently underway. The class specification was sent to the Glendale City Employees Association (GCEA) in order to provide them with an opportunity to review the class specification and express any concerns they may have. RECOMMENDATION That the revised class specification for the Certification Specialist Series be approved as submitted. 18

2 HUMAN RESOURCES CERTIFICATION SPECIALIST SERIES Certification Specialist Senior Certification Specialist DEFINITION Under direction of Management, this these classifications is are responsible for the certification and maintenance of eligible lists resulting from civil service examinations. Additionally, this these classifications processes and coordinates all City-wide employment transactions. These transactions include all new hires, promotions, reductions, separations, step increases, eligible lists, personnel files, performance evaluations and other processes. ESSENTIAL FUNCTIONS 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. Acts as a liaison between hiring departments and eligible list candidates; handles candidate issues departments may encounter, including the inability to reach candidates. Receives and processes Requisitions and advises Analysts as they come in. Maintains, updates, and distributes the Unfilled Requisition list. Creates and maintains Reinstatement and Lay-off Lists. 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. Maintains employee review and step increase information in the Enterprise Resource Planning (ERP) system in GEMS. Makes adjustments to evaluation schedules, step increase dates, and probation dates. Obtains salaried step increase information from evaluations. Enters salaried new hires and processes salaried new hire paperwork, including confirmation letters and memos. Processes and performs data entry on salaried pay rate changes including regular step increases, additional and early step advancements, merit step removals, and apprentice steps. Processes and performs data entry on hourly pay rate changes. Reviews and processes Employee Transaction Forms and Personnel Action Forms. Researches missing information, ensures compliance with City policies and MOUs, and checks for other discrepancies. 19

3 Enters Foreign & Sign Language Interpreter data into GEMSthe ERP system; runs related reports. Reviews and logs various personnel documents including Final Notices of Disciplinary Actions, Formal Written Grievances, Written Reprimands, Skelly letters, and Exit Interview forms. Runs various PeopleSoft reports including Leave Usage Report, Monthly Hourly Report, Emergency Contact Listing, Active Employee Listing, and Salary Schedule. Compiles and produces the annual Activity Report. Attends weekly recruitment meetings. Reports information on monthly report to City Manager. Researches any HR data validation issues in GEMS the ERP system and works with Information Services to resolve the issues. Updates and posts HR forms and various reports on Outlook and on the Intranet. Serves as custodian of records for personnel files. Reviews and processes subpoenas and subpoena checks for employee personnel files. Prepares employment verification letters upon request. Handles confidential information with discretion. Assists with general office reception duties, including answering telephones and providing front counter coverage when necessary. Responds to a variety of questions from employees and the public regarding eligible lists, civil service processes, and a wide variety of other human resources related matters. May drive on City business depending on the needs of the position. Ensures Department services are provided with the highest exceptional customer service and the highest level of ethical standards. Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner. Performs other related duties as assigned or as the situation requires. MINIMUM REQUIREMENTS Knowledge, Skills & Abilities Knowledge of: Certification processes and systems. Civil Service Rules and Regulations. English grammar usage, spelling, punctuation, and business vocabulary. Modern office practices and procedures. 20

4 Record keeping and filing techniques. The City's human resources practices and procedures. Knowledge of and skill in: Good Exceptional customer service practices. Skill in: Making independent judgments and decisions based on standard policies or procedures. Utilizing an applicant management system, an Enterprise Resource Planning (ERP) system, or similar databases. Working with computer programs, including Microsoft Word and Excel. Working with personal computers, including Microsoft Office software applications. Ability to: Establish and maintain smooth and effective working relationships and resolve interpersonal conflicts. Follow oral and written instructions. Foster a teamwork environment and positive organizational relations. Maintain confidentiality of information when necessary and prudent. Model and practice the highest standards of ethical conduct. Organize work, set priorities and meet critical deadlines. Provide exceptional customer service to those utilizing the Department. 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 to others clearly and accurately. Work independently with frequent interruptions and changing or competing deadlines. Other Characteristics Willingness to: Work overtime as requested. Assume responsibility for maintaining a safe working environment. Experience Varies with classification. Education/Training Varies with classification. 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. HUMAN RESOURCES CERTIFICATION SPECIALIST Distinguishing Characteristics: Positions in this classification perform under general supervision. 21

5 Additional Minimum Requirements: Experience Four years of experience performing civil service certifications and other related human resources transactions at a paraprofessional level in a public agency human resources setting is required. Previous experience working with an applicant management system is highly desirable. Education Graduation from high school or attainment of GED or CHSPE. certificate supplemented by coursework in computer applications, business practices and procedures, or office practices. Associate of Arts/Science Degree is desirable. SENIOR HUMAN RESOURCES CERTIFICATION SPECIALIST Distinguishing Characteristics: Under general supervision, this position performs the more complex and independent functions of the certification desk. Additional Essential Functions: Assists with the implementation and/or upgrades of various applications pertaining to human resources. This includes validating data and participating in parallel testing. Leads and directs the work of various staff. Provides input regarding employee evaluations. Additional Minimum Requirements: Knowledge, Skills, and Abilities Ability to: Conduct Departmental training classes. Lead, coach, instruct and motivate employees. Provide clear work instruction. Provide input regarding employee evaluations. Other Characteristics Willingness to: Initiate and recommend personnel actions. Experience Six years of experience performing civil service certifications and other related human resources transactions at a paraprofessional level in a public agency human resources setting is required. One year of experience working with an applicant management system is also required. Education An Associate of Arts/Science Degree is required. FLSA DESIGNATION Certification Specialist Non-exempt Senior Certification Specialist Non-exempt 22

6 New Revised Class Specification Previously Approved by Commission 05/22/2013 Approved by Commission 06/22/2016 Prepared Revised by: AM MH Job Family: None Certification Specialist Series 23

7 Director of HR Systems / ERP Project HR Operations Investigations Assistant Director of Deputy Director of Human Resources Senior Investigator Administrator Sr. Workers Compensation Analyst Benefits Manager HR Compliance Officer Departmental Human Resources Officer Assistant Associate Employee Health Coordinator Analyst (2) Benefits Assistant Associate Sr. Workers Compensation (2) Senior HR Certification Specialist Hourly City Worker (2) Hourly City Worker 24 Department: June 2016