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Date Posted:            January 10, 2020

Classification:          ADMINISTRATOR, PERSONNEL COMMISSION SERVICES
                                   Open recruitment

Work Schedule:       8 hours per day; 5 days per week (Monday – Friday); 12 months per year
 

Salary Range:           Step A           Step B           Step C           Step D           Step E
(monthly)                starting           6 mos          18 mos         30 mos          42 mos
                                 $11,197        $11,842        $12,523        $13,242         $14,004

Benefits:  Total Compensation Package:  Placement on salary schedule.  If a medical plan is selected, the employee will receive a contribution of $1,075.00/month toward the selected medical plan (through CalPERS), Delta Dental, and Life Insurance.  The employee pays the balance of their health premiums from their gross earnings on a pre-tax basis.  If a medical plan is not selected, employees will receive a contribution of $300.00/month toward single coverage for Delta Dental, and Life Insurance.  A vision plan (VSP) is also available.  Employees pay the worker contribution to the Public Employees Retirement System (PERS).

Current Vacancy:     Office of the Superintendent; Personnel Commission Services
                                   101 Twin Dolphin Drive; Redwood City, CA  94065

Application Deadline:          Friday, February 7, 2020     (application, cover letter, résumé and references must be received online, or in the Personnel Office by 5:00PM)

Job Summary:  Under direction of the Personnel Commission, plan, organize and direct Merit System employment program for classified employees in accordance with the Education Code and Personnel Commission rules and regulations; coordinate recruiting, interviewing, testing, selecting and placement of classified employees; manage classification and compensation program; and supervise and evaluate assigned staff.

Essential Job Functions:              

• Coordinate the recruitment, qualifications assessment, and examination of classified employees; direct the development and administration of employee selection plans including written, performance and oral board examinations; set examination pass points and prepare job eligibility lists; respond to questions and resolve issues concerning the employment testing process; review background check information and certify job candidates for permanent and temporary position vacancies
• Serve as Executive Secretary to the Personnel Commission; prepare meeting agenda items; conduct research and prepare special reports requested by the Personnel Commission; oversee preparation of meeting minutes; prepare the Commission’s annual report
• Maintain the job classification plan for classified management and non-management positions; arrange job classifications into occupational groups, conduct job analysis and recommend salary range placements for Personnel Commission action; coordinate job reclassification studies and recommend revisions to existing job descriptions
• Draft policies and regulations for inclusion in the Merit System policy manual on subjects enumerated in applicable sections of the Education Code, and federal and state statutes; administer Merit System policies and make decisions on the application of rules on a variety of employment matters; interpret and apply state and federal employment laws and administrative regulations
• Manage administration of the compensation program for classified employees including salary step placement for new permanent and temporary hires, and step advancement for current employees; prepare annual salary schedules for Personnel Commission approval
• Coordinate the classified employee evaluation reporting system and ensure applicable Merit System policies are followed; monitor the permanent employee probationary period, and advise managers on probationary employment procedures
• Confer with collective bargaining group representatives to review and resolve a variety of personnel issues concerning the application of Merit System rules and regulations
• Respond to grievances filed under Merit System procedures concerning matters under Personnel Commission jurisdiction
• Coordinate Personnel Commission disciplinary hearing procedures including reviewing issues to be brought before the Commission for adjudication, organizing evidence to be presented at the hearing, compiling witness lists, and preparing communications on behalf of the Personnel Commission; advise the Personnel Commission on all aspects of the hearing process
• Coordinate classified layoff procedures and advise managers on legal requirements; maintain seniority and employee rehire lists; prepare layoff, bumping, and recall letters to employees
• Conduct internal investigations on matters within the authority of the Personnel Commission, and prepare reports including final findings of fact based on evidence presented
• Prepare the Personnel Commission Services budget for Commission approval; authorize general budget expenditures, and seek Commission approval for large expenditures
• Oversee employment testing records management in accordance with Merit System Rules
• Supervise and evaluate the performance of Personnel Commission Services Department staff
• Assist County Superintendent of Schools, division heads, department heads, managers, site administrators, employees and employee group representatives to understand the classified employment testing, selection, classification, compensation, position transfer, seniority, demotion, promotion, layoff, and reemployment practices and procedures
• Assist the Associate Superintendent, Human Resources in the formulation and development of policies and procedures in accordance with Merit System Rules
• Represent the Personnel Commission on the Administrators’ Cabinet

Qualifications:  Any combination of education and experience providing the job knowledge, skills, and ability for successful job performance will be considered for positions in this classification.  Typical qualifications would be equivalent to:

EDUCATION:   Master of Arts degree in Human Resources, Public Administration or a related field

EXPERIENCE:   Five (5) years of public personnel management experience involving directing a school merit system, or public sector civil service program

Specialized Skills and Knowledge:     

• Knowledge of Merit or Civil Service System authority, functions, and governing procedures in public service employment
• Ability to research personnel management issues, and develop staff reports and proposals for Personnel Commission review and action
• Ability to establish and carry out specific courses of action for self and Personnel Commission employees
• Knowledge of current practices in public sector personnel management including employee recruitment, candidate assessment, position classification, and compensation
• Ability to identify the important dimensions of a problem, determine the potential causes, obtain relevant information, and specify alternative courses of action
• Ability to take action in solving problems while exhibiting judgment and a systematic approach to decision making
• Ability to communicate effectively with employees at all levels within the Office of Education while simultaneously building credibility and rapport
• Ability to work with employees in a way that builds high morale, consensus and commitment to goals and objectives; interpret verbal and non-verbal behavior and develop an accurate understanding of others’ needs, values and opinions; be sensitive to and aware of the social environment
• Ability to train, mentor and coach employees to achieve their highest potential
• Knowledge of state-of-the-art personnel management systems and administrative procedures including employee database management, web based candidate sourcing and skills assessment, and talent acquisition techniques
• Knowledge of Uniform Guidelines on Employee Selection Procedures
• Knowledge of Federal and State employment laws, statutes and administrative regulations
• Knowledge of job analysis and position classification evaluation methodologies
• Knowledge of research and statistical methods and their application to administering a range of personnel functions including analyzing community wage data, recommending compensation ranges, setting examination pass points, and preparing employment and statistical reports
• Ability to present information clearly and effectively orally and in writing

Physical Requirements:  Applicants must possess the physical abilities outlined below with or without accommodation.  San Mateo County Office of Education will consider reasonable accommodation requests.

• Hearing and speaking to exchange information in person and on the telephone
• Seeing to read a variety of materials
• Dexterity of hands and fingers to operate a computer keyboard
• Sitting or standing for extended periods of time
• Bending at the waist, kneeling, or crouching to file materials

CLICK ON LINK BELOW : (Job PDF) TO SEE JOB BROCHURE

Examination Process:  The examination process for this classification will consist of:

1. A review of application materials, including comprehensive résumé and cover letter, for education, training, experience, completeness, and accuracy
    
2. A technical oral board interview (panel comprised of subject-matter experts); and
   A general fitness oral board interview (panel comprised of individuals from the various constituent groups at the San Mateo County Office of Education).
   [Both oral board interviews to be held on the same date; anticipated date- February 13, 2020 ]
    
3. Final selection made by the Personnel Commission

Only the highest qualified candidates will be invited to attend the examinations/interviews.

Personnel Commission

101 Twin Dolphin Drive

Redwood City, CA  94065

650-802-5300

classifiedjobs@smcoe.org

For additional information regarding the San Mateo County Office of Education, please click on the link below:
http://www.smcoe.org
Click on the Careers bar

Proof of citizenship or legal status will be required upon offer of employment.

San Mateo County Office of Education provides equal employment opportunity to all qualified persons.  The recruitment, testing, and hiring of all personnel will be without regard to race, ancestry, national origin, age, color, creed, religion, sex, gender identity or expression, sexual orientation, marriage status, medical condition, physical or mental disability, genetic characteristics, or veteran status.

Applications accepted until minimum number meeting our qualifications have been received.

Interviews: TBA

DEFINITION

Under general direction, performs complex and responsible technical and clerical work for the Director of Human Resources in the administration of the City's Human Resources program. Completes related work as required.

DISTINGUISHING CHARACTERISTICS

An incumbent in this position is a Human Resources generalist performing a wide range of personnel assignments in administering and processing health and welfare benefits; managing the administrative duties associated with the Personnel Board and overseeing the preparation and management of all employee requisition and action forms; managing the office and providing administrative support to the Director of Human Resources, Senior Management Analyst and the Human Resources Analysts. 

EXAMPLES OF DUTIES

Maintains frequent, sensitive and critical contacts with public and private agencies, other departments, professionals and officials; transmits information, decisions and directives. Answers inquiries by phone or mail; investigates and resolves complaints or provides information, explains departmental or City procedures; exercises judgment in giving information and proper disposition of problems; composes correspondence and prepares reports. Maintains employees' personnel records and departmental records; provides information to employees regarding benefits. Screens telephone calls and visitors; receives, screens and routes incoming mail for appropriate action and follows up on its disposition; arranges for meetings and conferences and assists in providing material on information to be discussed. Interprets and apply rules and regulations of the classified service. Keeps abreast of pertinent information and changes in City procedures and regulations.

Prepares and signs inter-office memoranda and requisition forms; elicits employee evaluation forms for all departments by preparing and transmitting initial forms. Manages performance appraisal forms for distribution in accordance with established procedures. Serves as Secretary for the Personnel Board, other related meetings, and disciplinary and appeal hearings by collecting, preparing, and sending agendas, taking and transcribing minutes, and typing and distributing minutes and other material. Manages distribution of performance appraisals schedule and retiree health reimbursement checks. Administers Department of Motor Vehicles (DMV) Pull Program, tracks employee driving records and issues quarterly department list of commercial drivers’ medical expirations.  May assist in responding to internal and external surveys. May assist department personnel with data entry on applicant tracking program, proctoring Civil Service examinations, and in administering certification of active Civil Service Employment Lists using computerized applicant tracking program.

Provides support to the Senior Management Analyst and Human Resources Analysts. Administers the documentation requirements of the 1986 Immigration and Control Act. Prepares and processes required Human Resources’ forms, such as new employee forms and employee Action Forms. Assists with preparation and publication of the employee newsletter. Maintains and orders office supplies.

MINIMUM QUALIFICATIONS

Knowledge of: Appropriate English grammar and spelling; current office equipment and methods including operation of computer programs, including advanced, competent use of Microsoft Word; record keeping and organizational practices; basic arithmetic; and certain federal, state and municipal personnel regulations.

Ability to: Communicates effectively both orally and in writing; speaks to and direct large groups; Interacts positively and cooperate with co-workers, responds politely to customers, works as a team member, functions under demanding time pressure, responds in a positive manner to supervision, attends work and perform duties on a regular and consistent basis. Understands and applies instructions, rules, regulations and policies including the City’s Rules and Regulations of the Classified Service; analyzes, processes and schedules detailed work accurately; learns, understands, and communicates employee benefit parameters and regulations, learns and uses all Microsoft Office Suite applications, Human Resources Information System (HRIS), applicant tracking system and other City software programs. Transcribes proceedings at meetings of commissions, boards or special committees; exercises good judgment in matters of a confidential nature; works independently in absence of supervision.

Experience: Two years of experience in responsible administrative and human resources technical work that involved regular contact with the public. 

Education: Graduation from high school or equivalent and an AA degree.

Licenses or Certificates: Possession of a valid Class C California Driver's License.