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Sample Job Description

Sample Job Description 

This sample job description was created on 6/17/2010 by the HR Modernization Project. 

Position Description

Department of Public Services (DPS)

Administrative Services Program, Human Resources Division

Staff Services Manager I

 

Under delegation from the State Personnel Board (SPB) and the Department of Personnel Administration (DPA), the Human Resources Division is responsible for the classification and pay, adverse action, recruitment and selection, health and safety, workers' compensation, labor relations, and personnel transactions functions.

 

Under the direction of the Chief, Human Resources Division (Personnel Officer, Staff Services Manager III), the incumbent is responsible for directing and managing several teams of Associate Personnel Analysts and Personnel Specialists in the classification and pay, personnel transactions, labor relations, adverse action programs and providing consultative services to departmental management. Specific duties include: 

Essential Functions

40% - Supervises analyst staff responsible for the full range of personnel management functions: development, recommendation, and implementation of Department personnel policies and procedures; position classification and salary level review/analysis; organizational structure review and recommendation; reviews and provides recommendations to the Deputy Director and Director regarding adverse actions and other employee issues. Specific efforts supervised include

 

  • Classification: determining appropriate classifications and organizational structure; appointment issues; recommending salary levels; and reviewing out-of-class claims;
  • Adverse Action: counsels and advises managers on performance appraisal and disciplinary matters; preparing formal adverse action documentation; and providing assistance in representing the DPS at SPB administrative hearings;
  • Labor Relations: counseling supervisors regarding potential contract violations; preparing grievance responses at all departmental levels; coordinating grievance processing with DPA legal staff; serving on management collective bargaining teams during negotiations with employee organizations;
  • Studies and Research: conducting classification and pay and organization studies; preparing specification revisions and SPB Agenda Items for new or revised classifications; preparing personnel management policy and procedures;
  • Health and Safety: developing departmental safety policies, programs, and procedures; providing guidance to staff and management; interpreting safety laws and codes, and advising management of law changes and applicability of codes to work operations; conducting and/or coordinating first aid, CPR, and supervisory health and safety classes; preparing emergency preparedness manuals and evacuation maps for all facilities; serving as liaison between CAL/OSHA, Department of Personnel Administration, labor unions, and departmental management on health and safety issues; administering the Injury and Illness Prevention Program;
  • Return to Work: providing consultation to management and staff to facilitate a pro-active approach of returning injured employees to work; monitoring IDL/NDI cases closely, regularly analyzing the employee's ability to resume limited or full-duty assignments; evaluating the use of IDL/NDI and Workers' Compensation to identify trends and recommend corrective action and prevention measures; developing and maintaining reporting system to track status of return to work cases;
  • Employee Assistance Program: providing/coordinating EAP training for supervisors and staff; providing consultation to supervisors and staff on how to access services through the EAP process;
  • Industrial Injury/workers' Compensation: serves as the primary liaison with State Compensation Insurance Fund (SCIF) and with SCIF claimants; independently manages, reviews, investigates, and processes claims of industrial injury; consults with SCIF claims adjustors and attorneys on status and settlement issues of open claims; coordinates investigations and prepares witnesses for trial; and negotiates case settlements; and represents DPS at SCIF hearings and appeals;
  • Non-industrial Injury/disability: serves as the primary liaison with the Employment Development Department (EDD) and ill/injured/disabled employees, independently manages, reviews, investigates, and processes claims of non-industrial injury.

 

40% - Directly supervise personnel transactions staff who are responsible for:

 

  • Appointments and Change Documentation: processes employment history documentation including appointments, separations, promotions, retirements, changes to time base, merit salary adjustments, alternate range movement, and other changes generated via the Personnel Action Request (PAR) form; determines appropriate salary; enters personnel documents into the SCO PIMS system; maintains and administers SPB and delegated testing certifications, notifies personnel staff on changes to lists, contacts eligible and clears lists, and prepares contact letters .
  • Payroll Processes: reconciles and releases the master payroll, overtime, and other supplemental warrants; processes payroll documentation through SCO's automated payroll systems; reports exceptions to payroll (such as name changes, docks, and separations); calculates and prepares salary advances; established accounts receivable for overpayments; and prepares employment verifications
  • Benefits Administration: Provides employees with benefit information for such programs as health, dental, and vision; FlexElect; retirement; financial services; and various insurance. Briefs new employees and enrolls them in benefit programs; processes changes and cancellations
  • Timekeeping and Leave Balances: audits timesheets; maintains leave balances; maintains official employee personnel files

 

Non-Essential Functions

20%-  Personally performs the more sensitive and complex personnel management and labor relations tasks (such as CEA and exempt appointments, departmental staffing reductions and layoff, and allocation standards of department-wide series specifications); prepares policy recommendations to and consults with Department management on personnel management and labor relations issues; serves as technical resource/expert in the above mentioned areas; represents the department in meetings and negotiations on sensitive and significant issues with the Department of Personnel Administration, State Controller's Office, and State Personnel Board. 

Supervisory Competencies

  • Analytical Thinking - The ability to approach a problem by using a logical, systematic, sequential approach.
  • Change Leadership  - The ability to manage, lead, and enable the process of change and transition while helping others to deal with their effects.
  • Customer Focus - The ability to identify and respond to current and future customer's needs. The ability to provide excellent service to internal and external customers.
  • Communication - The ability to listen to others and communicate in an effective manner. The ability to communicate ideas, thoughts, and facts in writing. The ability/skill to use correct grammar, correct spelling, sentence and document structure, accepted document formatting, and special literary techniques to communicate a message in writing.
  • Conflict Management - The ability to prevent, manage, and/or resolve conflict.
  • Decision Making - The ability to make decisions and solve problems involving varied levels of complexity, ambiguity, and risk.
  • Developing Others - The ability and willingness to delegate responsibility, work with others, and coach them to develop their capabilities.
  • Ethics and Integrity - The degree of trustworthiness and ethical behavior of an individual with consideration for the knowledge one has of the impact and consequences when making a decision or taking action.
  • Fostering Diversity - The ability to promote equal and fair treatment and opportunity for all. The ability to effectively promote equal opportunity in employment and maintain a work environment that is free of discrimination and harassment. The ability to demonstrate the knowledge of a supervisor's responsibility for promoting equal opportunity in hiring and employee development and promotion.
  • Interpersonal Skills - The ability to get along and interact positively with coworkers. The degree and style of understanding and relating to others.
  • Personal Credibility - Demonstrating concern that one be perceived as responsible, reliable, and trustworthy.
  • Planning and Organizing - The ability to define tasks and milestones to achieve objectives, while ensuring the optimal use of resources to meet those objectives.
  • Team Leadership - The ability to effectively manage and guide group efforts. This includes providing the appropriate level of feedback concerning group progress.
  • Thoroughness - The ability to ensure that one's own and other's work and information are complete and accurate. The ability to carefully prepare for meetings and presentations. The ability to follow up with others to ensure that agreements and commitments have been fulfilled.
  • Vision and Strategic Thinking - The ability to support, promote, and ensure alignment with the organization's vision and values. The ability to understand how an organization must change in light of internal and external trends and influences.
  • Workforce Management - The ability to effectively recruit, select, develop, and retain competent staff; includes making appropriate assignments and managing staff performance.  

Occupation (Classification) Specific Competencies

  • Creative Thinking - The ability to look at situations from multiple perspectives. The ability to do or create something new. The ability to create solutions to problems using novel methods and processes.
  • Diagnostic Information Gathering - The ability to identify the information needed to clarify a situation and to draw out the information when others are reluctant to disclose it.
  • Empowering Others - The ability to convey confidence in employees' ability to be successful, especially at challenging new tasks; share significant responsibility and authority; and to allow employees' freedom to decide how they will accomplish their goals and resolve issues.
  • Organizational Awareness - The ability to understand the workings, structure, and culture of the organization as well as the political, social, and economic issues affecting the organization.
  • Professional and Personal Development - The commitment to improve one's technical and personal growth.
  • Resource Management - The ability to ensure the effective, efficient, and sustainable use of public service resources and assets, human and financial resources, and real property and business information.
  • Results Orientation - The ability to focus personal efforts on achieving results consistent with the organization's objectives.

Job (Technical) Specific Competencies

(The sample does not list any.)

Working Conditions

  • Work in high-rise building in downtown Sacramento
  • Must work in office - a regular telework schedule will not be considered 

 

I have read and understand the duties and essential functions of the position and can perform these duties with or without reasonable accommodation.

 

 

_______________________________

Employee Signature and Date

 

 

 _____________________________________

Supervisor Signature and Date

  Updated: 12/18/2012
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