BACKGROUND INFORMATION
Date of Study: June 2006
Collective Bargaining Identification: S04
Job Analysis Conducted By: Julie Amaro, Staff Services Analyst
Number of Incumbents: Per Department of Corrections and Rehabilitation Filled/Vacant Position Report dated June 15, 2006, there are 2 incumbents in this classification.
Names of the Subject Matter Expert(s) and their background:
Joanne Cordy, Staff Services Manager II, Selection Services Section
Ms. Cordy is currently a Staff Services Manager II in the Selection Services Section. Prior to this she was a Staff Services Manager I. She has been with the department for approximately 15 years.
Jennifer Spurling, Staff Services Manager I, Selection Services Section
Ms. Spurling is currently a Staff Services Manager I in the Selection Services Section, directly supervising the work of two Supervising Personnel Selection Technicians. Prior to this, she was an Associate Personnel Analyst. She has been with the department for approximately 16 years.
Linda Story, Staff Services Analyst, Selection Services Section
Ms. Story is currently a Staff Services Analyst in the Selection Services Section. Prior to this she was a Supervising Personnel Selection Technician for just over one year. She has been with the department for approximately 4 years.
SUPERVISING PERSONNEL SELECTION TECHNICIAN INFORMATION GATHERING
The initial list of tasks and knowledges, skills & abilities statements were identified after conducting a literature review which consisted of:
• California State Personnel Board Class Specification
• Consultation with Subject Matter Experts
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Interpret policies, procedures, and guidelines to provide technical assistance to department personnel using various resources (i.e., Selection/Certification/On-line Manuals, State Personnel Board (SPB) Laws and Rules) on an on-going basis.
2. Communicate in a professional and effective manner with others (i.e., co-workers, supervisor, programs, outside agencies and public) to establish effective working relationships maintaining confidentiality in all situations utilizing tact and interpersonal skills on a daily basis.
3. Review and detail applications to determine candidates’ eligibility (i.e., apply appropriate accepted/rejected flag codes, etc.) to participate in the examination process utilizing classification specifications, Selection Manual, SPB Laws and Rules as required.
4. Create and maintain files to establish exam history files for future reference utilizing procedures and standardized policy (DOM, SPB selection manual, retention guidelines) as required.
5. Prepare labels/envelopes/packages for mailing including confidential materials (i.e., copying, faxing, addressing, stuffing, assembling, etc.) utilizing copiers, fax machine, sorting equipment, etc., as directed.
6. Act as a proctor to administer written exams to ensure that the proceedings adhere to SPB laws, rules and established guidelines governing the selection process utilizing proctor instructions/manuals, test materials, etc., as needed and/or requested by management.
7. Advise/consult with a manager to clarify complex issues in the interpretation/application of laws and rules utilizing Selection/Certification/Online Manuals, State Personnel Board Laws and Rules and departmental personnel policies (DOM) as needed.
8. Input data into SPB’s on-line system (i.e., candidate application, Qualifying Appraisal Panel [QAP]/written schedule, scores, location preference, tenure/time base, etc.) to create an automated data file of applicants and administer an exam for a specific classification to fill vacancies within the department utilizing timeframes allotted through the exam process on a daily basis.
9. Schedule written or QAP exams (i.e., identify and secure sites, schedule and notify candidates/panel) to assist in the administration of the exam process utilizing various resources such as time schedules, timeframes, location breakdown, maps, etc., as required.
10. Prepare and arrange necessary examination materials to be distributed and shipped timely for administration of exam utilizing various resources (i.e., knowledge, check list, policies and procedures, etc.) as required.
11. Process exam materials to establish an employment list (i.e., audit materials, enter scores, notify candidates of final results, etc.) in accordance with SPB laws and rules, policies and procedures and established guidelines governing the selection process, utilizing various personal computer software, SCO/SPB on-line system as required.
12. Provide input in the development of procedures to ensure consistency in the interpretation and application of laws and rules and departmental policies utilizing various resources (i.e., selection manual, exam/cert manual, Title 15, SPB/DPA laws and rules, etc.) as required.
13. Review the work of staff to ensure tasks are adhered to correctly and accurately in order for the examination to be conducted in a fair and legitimate manner utilizing applicable laws, rules and SPB policies on a daily basis.
14. Monitor the work of staff to ensure tasks are adhered to correctly and accurately in order for the examination to be conducted in a fair and legitimate manner utilizing applicable laws, rules and SPB policies on a daily basis.
15. Conduct hiring interviews to select qualified individuals to perform selection duties utilizing job-related interview questions and rating criteria while promoting the department’s Equal Employment Opportunity policies and practices on an as needed basis.
16. Conduct reference checks for applicants being considered for hire to determine the appropriateness and relatedness of prior work experience to current job requirements and performance expectations in the work unit utilizing employee reference checklists and personnel file reviews on an as needed basis.
17. Review examination timeframes in order to equally direct/assign the workload of staff to ensure appropriate assignments are distributed utilizing analysis of the departmental exam plan, workload hours, staff skill sets, etc. on an on-going basis.
18. Assess and train staff on daily workload activities to ensure compliance and appropriateness of examination processing utilizing various resources (i.e., selection manual, exam sample binder, Title 15, SPB/DPA laws and rules, etc.) on a daily basis.
19. Provide feedback to staff regarding work performance, both verbally and in writing utilizing probation reports, IDP’s, one-on-one consultations, etc. to create a positive work environment and assist staff in successful job performance on an on-going basis.
20. Conduct staff meetings to discuss process improvements and sharing of new information while promoting open communication in order to build a cohesive team environment utilizing best practices, resources, exam tools, etc. on an ongoing basis.
21. Reinforce and reward the contributions, accomplishments and positive performance of staff in order to build a cohesive team environment utilizing formal acknowledgements, letters of accommodation, certificates, etc. on an ongoing basis.
22. Resolve performance problems by planning and implementing measures to improve employee performance utilizing work improvement discussions, counseling memorandums, letters of instruction, etc. in order to prevent further disciplinary actions on an as needed basis.
EDITED KSAPC LISTING
NOTE: Each position within this classification may perform some or all of these KSAPCs.
Knowledge of:
K1. Comprehensive knowledge of Government Code provisions governing the State civil service merit system in order to effectively perform personnel program functions relating to exam processing and certification of list eligibles.
K2. Comprehensive knowledge of the rules, policies and procedures relating to exam processing and certification of list eligibles in order to effectively perform personnel program functions.
K3. General knowledge of the principles of effective supervision in order to train, plan, organize and direct staff.
K4. General knowledge of a supervisor’s role in the Equal Employment Opportunity Act and the processes available to meet Equal Employment Opportunity objectives in order to maintain a work environment that is free of discrimination and harassment.
K5. Comprehensive knowledge of the selection process including rules, policies and procedures relating to exam processing.
K6. Comprehensive knowledge of office practices and procedures including the use of personal computers and other office equipment to effectively perform duties.
K7. Comprehensive knowledge of record keeping techniques (i.e., logs, flowcharts, statistics, tracking systems, etc.) to ensure current and accurate information in order to effectively perform personnel program functions relating to exam processing.
K8. Comprehensive knowledge of grammar principles (i.e., proper sentence structure, spelling, punctuation, etc.) to provide written response to inquiries.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Skill to:
S1. Skill to interpret and apply laws, rules, policies and procedures relating to exam processing in order to determine and implement effective course of action.
S2. Skill to analyze situations accurately in order to determine and implement an effective course of action.
S3. Skill to take/recommend an effective course of action to ensure work is completed accurately and within established timeframes.
S4. Skill to exercise tact and good judgment in responding to a variety of contacts from the public and departmental employees to maintain good working relationships with those contacted in the course of the work.
S5. Skill to communicate effectively both orally and in writing in order to effectively respond to written and/or verbal inquires.
S6. Skill to process work timely and accurately in order to effectively manage workload and to comply with mandated policies and deadlines.
S7. Skill to plan, organize, direct and evaluate the work of staff in order to efficiently and effectively supervise staff, ensure work is completed in a timely manner and identify training needs.
S8. Skill to assess training needs of staff in order to develop and recommend necessary courses.
S9. Skill to develop staff in order to help them maximize their potential in the unit and learn the knowledge and skills necessary for upward mobility.
S10. Skill to establish and maintain cooperative working relationships with those contacted in the course of the work in order to exchange information related to examination procedures.
S11. Skill to effectively contribute to the department’s Equal Employment Opportunity objectives in order 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