BACKGROUND INFORMATION
Date of Study: September 29, 2014 – October 3, 2014
Collective Bargaining Identification: R01
Job Analysis Conducted By: Meuy Saephan, Selection Analyst, Office of Workforce Planning, Department of Corrections and Rehabilitation
Number of Incumbents: There are 24 incumbents combined in both the PS I and PS II classification per the State Controller’s Office Filled/Vacant Position Report dated March 1, 2014.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Researches critical personnel problems to provide recommendations/alternative solutions utilizing various resources (e.g. policies, procedures, laws, rules, regulations, Memoranda of Understanding [MOU], State Controller’s Office [SCO] database, etc.) on a daily basis.
2. Develops training programs to provide information and/or ensure compliance utilizing various laws, rules, regulations, MOUs, policies, procedures, software programs, etc. as needed.
3. Conducts training programs to provide information/instruction and/or ensure compliance with various laws, rules, regulations, MOUs, policies, procedures, etc., utilizing various resources (e.g., audio visual aids, handouts, approved lesson plans, technical expertise, software programs, etc.) as needed.
4. Maintains training programs to ensure compliance and conformity with changes using various laws, rules, regulations, MOUs, policies, procedures, etc. as needed.
5. Reviews various information (e.g. control agency letters, policy memos, and MOUs) to determine the appropriate action regarding various personnel/payroll functions utilizing various resources (e.g., SCO database, policies, laws, rules, regulations, etc.) as needed
6. Prepares various written documents (e.g. correspondence, reports, spreadsheets, charts, etc.) to provide information and/or direction regarding various personnel/payroll matters utilizing various resources (e.g., software programs, policies, laws, rules, MOUs, regulations, etc.) as necessary.
7. Participates as a team member on personnel/payroll related projects, committees, etc. to provide technical expertise/information utilizing various resources (e.g. knowledge, policies, laws, rules, MOUs, regulations, etc.) as needed.
8. Coordinates a variety of personnel/payroll programs (e.g., Transactions, Family Medical Leave Act (FMLA), Industrial/Non-Industrial Disability, etc.) in order to ensure efficient operation utilizing various resources (e.g. policies, laws, rules, MOUs, regulations, etc.) on a daily basis.
9. Act as a subject matter expert regarding difficult and complex personnel/payroll matters to provide information/technical expertise to various entities (e.g., employees, management, public, control agencies, etc.) utilizing various resources (e.g., SCO database, knowledge, policies, laws, rules, MOUs, regulations, etc.) on a daily basis.
10. Contacts various entities (e.g. control agencies, internal/external organizations, etc.) to obtain information, guidance and/or clarification on various laws, rules, regulations, policies, etc. utilizing various communication resources (e.g., e-mail, telephone, verbal, written, etc.) as necessary.
11. Analyzes information in order to make recommendations regarding various personnel/payroll matters using various resources (e.g., knowledge, policies, laws, rules, MOUs, regulations, Internet, SCO database, etc.) as needed.
12. Interprets information in order to make recommendations regarding various personnel/payroll matters using various resources (e.g., knowledge, policies, laws, rules, MOUs, regulations, Internet, SCO database, etc.) as needed.
13. Applies various laws, rules, regulations, policies, MOUs, etc. (e.g. State, Federal, department, control agencies, etc.) pertaining to a variety of personnel/payroll matters (e.g., appointments, separations, time keeping, benefits, etc.) to ensure compliance with control agencies on a daily basis.
14. Gathers data to provide information regarding various personnel/payroll matters utilizing various resources (e.g. policies, laws, rules, MOUs, regulations, various SCO databases, Telestaff, Business Information Systems [BIS], Internet, etc.) to ensure compliance with control agencies as necessary.
15. Revise departmental procedures to provide information and/or direction to staff to ensure consistency, compliance and conformity with various laws, rules, regulations, policies, procedures, etc. as necessary.
16. Participates in the hiring process by conducting interviews, evaluating and recommending candidates for appointments utilizing department’s hiring procedures to fill vacancies as needed.
17. Maintain a safe and secure environment for staff through personal observation utilizing appropriate tools (e.g., annual tuberculosis, In-Service Training, Health and Safety Meetings, etc.) in accordance with the laws, rules, regulations, departmental policies and procedures as necessary.
18. Maintain security of property, work areas and work materials through personal observation utilizing appropriate tools (e.g., In-Service Training, tool/key control, etc.) in accordance with the laws, rules, regulations, departmental policies and procedures as necessary.
19. Appropriately handle stressful situations in the workplace in a professional and tactful manner, with a goal of avoiding further escalation by utilizing effective interpersonal skills, training, etc. to promote positive working relationships on a daily basis.
20. Supervises staff performing personnel/payroll functions to provide direction, training, and/or guidance and to ensure the efficient operation of personnel/payroll services utilizing various resources (e.g. knowledge, policies, laws, rules, MOUs, regulations, etc.) on a daily basis.
21. Oversees the training and development of staff by assessing training needs, coordinating training schedules to ensure all training requirements are met and to aid in their professional development by utilizing in-service and out-service training programs, training records, internal audit tools, etc. as needed.
22. Carries out supervisory responsibilities to promote Equal Employment Opportunity (EEO) and maintain a work environment that is free of discrimination and harassment utilizing various resources (e.g. training, laws, rules, regulations, policies, etc.) on a daily basis.
23. Initiates the Progressive Disciplinary process to correct/improve an employee’s performance/behavior or address issues of substandard performance by utilizing various resources (e.g., Individual Development Plan [IDP], Employee Assistance Program (EAP), probationary reports, training records, etc.) in accordance with State Personnel Board (SPB) laws, rules and regulations and departmental policy, as needed.
24. Participates in the Progressive Disciplinary process to correct/improve an employee’s performance/behavior or address issues of substandard performance by utilizing various resources (e.g., Individual Development Plan [IDP], Employee Assistance Program (EAP), probationary reports, training records, etc.) in accordance with State Personnel Board (SPB) laws, rules and regulations and departmental policy, as needed.
25. Review Accounts Receivables report on Business Information System (BIS) for each staff for researching and collection efforts utilizing Governmental Codes, State Administrative Manual, etc. to ensure completion on a monthly basis.
26. Review Salary Advances report on BIS for each staff for researching and collection efforts utilizing Governmental Codes, State Administrative Manual, etc. to ensure completion on a monthly basis.
27. Research critical payroll problems to provide training/alternative solutions utilizing various resources (e.g. policies, laws, rules, regulations, MOUs, SCO database, etc.) on a daily basis.
28. Resolves critical payroll problems to provide training/alternative solutions utilizing various resources (e.g. policies, laws, rules, regulations, MOUs, SCO database, etc.) on a daily basis.
29. Ensure changes to benefits are processed in a timely basis to prevent any payroll issues from arising by utilizing policies, laws, rules, regulations, MOUs on as needed.
30. Supervise and train staff on various personnel/payroll/benefits issues to ensure timely and effective processing in accordance to the policies, laws, rules, regulations as needed.
31. Ensure stellar customer service is demonstrated in the working environment when dealing with management, peers, internal/external stakeholders, etc. utilizing departmental policies, laws, rules, regulations to ensure compliance on a daily basis.
32. Oversees transactions, workers compensation, and benefits unit staff to provide guidance and direction with daily assignments utilizing laws, rules, regulations, and departmental computer applications to ensure completed staff work on a daily basis.
33. Create and prepare tables, spreadsheets, and charts for auditing and reporting purposes utilizing computer applications on as needed basis.
34. Attend meetings with programs to provide information regarding payroll/personnel updates to ensure compliance and consistency utilizing departmental software and resources as needed.
35. Facilitate meetings with programs to provide information regarding payroll/personnel updates to ensure compliance and consistency utilizing departmental software and resources as needed.
36. Maintain a cohesive, productive, and professional environment to encourage a positive workplace utilizing team building functions (e.g., offsite meetings, group activities, etc.) on an as needed basis.
Tasks highlighted in bold text are not currently on the SPB classification specification
EDITED KSAPC LISTING
NOTE: Each position within this classification may perform some or all of these KSAPCs.
Knowledge of:
K1. Comprehensive knowledge of current office methods and procedures to ensure compliance with laws, rules, regulations, and departmental policies.
K2. Comprehensive knowledge of equipments (e.g.10-key calculator, computer hardware and software, etc.) to ensure effective and efficient operations of the unit.
K3. Comprehensive knowledge of math principles to accurately perform payroll calculations.
K4. Comprehensive knowledge of laws, rules, regulations, and bargaining contract provisions to ensure compliance with control agencies’ directions.
K5. Comprehensive knowledge of personnel record keeping, personnel transactions, payroll, and certification processes used in State departments to ensure accuracy and compliance with the State Controller’s Office (SCO).
K6. Basic knowledge of a supervisor’s responsibility for promoting equal employment opportunity in hiring, employee development and promotion to encourage a positive work environment.
K7. Basic knowledge of maintaining a work environment that is free of discrimination and harassment to comply with department’s policies and procedures.
K8. Basic knowledge of the department’s various reporting systems to generate reports and ensure tasks are completed timely.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Think logically and multitask in order to take appropriate course of action.
A2. Apply laws, rules, regulations, and bargaining contract provisions concerning personnel/payroll transactions to ensure compliance with control agencies.
A3. Independently interpret and use reference materials such as the Payroll Procedures Manual (PPM), California Leave Accounting System (CLAS), and Personnel Administrative Manual (PAM), Memorandum of Understanding (MOU), California Department of Human Resources (CalHR) policy memos, etc. to ensure compliance with rules and regulations.
A4. Give and follow directions to ensure staff is completing assigned tasks in a timely manner.
A5. Gather data from various resources to provide recommendations to management.
A6. Design and prepare tables, spreadsheets, and charts to present information to staff and management.
A7. Advise employees of their rights as it pertains to personnel related issues to ensure employees’ entitlements are met.
A8. Consult with supervisors on alternative actions which they may take to resolve various transaction situations.
A9. Communicate effectively verbally and in writing to provide accurate information to stakeholders.
A10. Operate computer keyboard/terminal using various system applications to effectively and efficiently complete assignments.
A11. Establish and maintain cooperative working relations with those contacted during the course of the work to ensure a positive work environment.
A12. Organize and prioritize work on a daily basis to ensure assignments are completely timely.
A13. Create and/or draft correspondences to employees to provide information on relevant issues/matters.
A14. Maintain personnel records to ensure accuracy and confidentiality as required by the Information Security Act.
A15. Represent the department on intra/interdepartmental teams to establish networking relationships.
A16. Coordinate a variety of personnel/payroll transactions including payroll, benefits, etc. to ensure deadlines are met.
A17. Research critical transactions and recommend alternative solutions to management for effective resolutions.
A18. Plan, organize, direct, and evaluate the work of staff to ensure timely completion of assignments.
A19. Analyze work and evaluate processes to ensure consistency and accuracy.
A20. Develop and implement effective courses of action to complete daily work.
A21. Effectively present ideas and recommendations to management regarding personnel/payroll issues for timely resolutions.
A22. Develop staff by assessing training and developmental needs to improve knowledge and performance.
A23. Effectively promote equal opportunity in employment to maintain a work environment that is free of discrimination and harassment.
KSAPCs highlighted in bold text are not currently on the SPB classification specification