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HomeMy WebLinkAboutHR Agenda: 06/15/2022CITY OF ARCADIA Any writings or documents provided to a majority of the Human Resources Commission regarding any item on this agenda will be made available for public inspection at the Administrative Services office located at 240 W. Huntington Drive, Arcadia, California, during normal business hours. Human Resources Commission Special Meeting Agenda Wednesday, June 15, 2022, 5:30 p.m. Location: Arcadia City Council Chambers 240 West Huntington Drive, Arcadia CA 91066 Pursuant to the Americans with Disabilities Act, persons with a disability who require a disability related modification or accommodation in order to participate in a meeting, including auxiliary aids or services, may request such modification or accommodation from the Administrative Services Department at (626) 574-5405. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to assure accessibility to the meeting. 根据《美国残障人法案》的规定，需要提供残障相关调整或便利设施才能参加会议的残障人士（包括辅助器材或服务）， 可向行政管理服务部请求获得此类调整或便利设施，电话号码 (626) 574-5405 请在会前 48 小时通知行政管理服务部， 以便作出合理安排，确保顺利参加会议。 Pursuant to the City of Arcadia’s Language Access Services Policy, limited -English proficient speakers who require translation services in order to participate in a meeting may request the use of a volunteer or professional translator by contacting the City Clerk’s Office at (626) 574-5455 at least 72 hours prior to the meeting. 根据阿凯迪亚市的语言便利服务政策，英语能力有限并需要翻译服务才能参加会议的人可与市书记官办公室联系（电话： 626-574-5455），请求提供志愿或专业翻译服务，请至少在会前 72 小时提出请求。 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL: Kaitlyn Jeong, Chairperson/Commission Member Tina Lee Rodriguez, Chairperson Pro Tem/Commission Member Lula Eskander, Commission Member Michael Rock, Commission Member Ching Chia (Thomas) Tseng, Commission Member SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS PUBLIC COMMENTS (5 minute time limit per person) Any individual wishing to speak before the Human Resources Commission is limited to five (5) minutes per person, unless waived by the Human Resources Commission. Under the Brown Act, the Human Resources Commission is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter may automatically be referred to staff for appropriate response or action or may be placed on the agenda of a future meeting. REPORTS FROM HUMAN RESOURCES COMMISSION MEMBERS REPORTS FROM CITY COUNCIL LIAISON 1. CONSENT CALENDAR All matters listed under the Consent Calendar are considered to be routine and can be acted on by one roll call vote. There will be no separate discussion of these items unless members of the Commission, staff, or the public request that a specific item be removed from the Consent Calendar for separate discussion and action. a. Approve the Regular Meeting Minutes from May 12, 2022. Recommended Action: Approve 2. REGULAR ITEMS a. Recommendation to Abolish Eligibility List 21-23 for the Position of Recreation Coordinator. Recommended Action: Approve b. Revised Classification Specification for Human Resources Technician. Recommended Action: Approve ADJOURNMENT The Human Resources Commission will adjourn this meeting to July 14, 2022, 5:30 p.m. in the City Council Chambers located at 240 W. Huntington Drive, Arcadia. 05/12/2022 HUMAN RESOURCES COMMISSION REGULAR MEETING MINUTES THURSDAY, MAY 12, 2022 CALL TO ORDER – Chairperson Jeong called the Regular Meeting to order at 5:32 p.m. via Zoom Teleconference. PLEDGE OF ALLEGIANCE – Chairperson Kaitlyn Jeong ROLL CALL OF HUMAN RESOURCES COMMISSION MEMBERS PRESENT: Commissioners Jeong, Rodriguez, Eskander, and Tseng ABSENT: Commissioner Rock SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS – None PUBLIC COMMENTS – None REPORTS FROM HUMAN RESOURCES COMMISSION MEMBERS – None REPORTS FROM CITY COUNCIL LIAISON – Council Member Michael Danielson absent. 1. CONSENT CALENDAR a. Approve the Regular Meeting Minutes from April 14, 2022. Recommended Action: Approve AYES: Commissioners Jeong, Rodriguez, Eskander, and Tseng NOES: None ABSENT: Commissioner Rock 2. REGULAR ITEMS a. Recommendation to Approve New Classification Specification for Public Works Customer Service/Administrative Supervisor. Recommended Action: Approve Public Works Services Director Paul Cranmer presented the item. The Department would like to remodel the work area by establishing this position. Currently, the Department has an Office Coordinator which the Department would like to upgrade to the Public Works Customer Service/Administrative Supervisor position before the Commission today. This Supervisory position would oversee the two administrative positions as well as the recently established Utility Billing Specialist. Currently, the Office Coordinator oversees Customer Service staff, but supervising the Utility Billing will require additional responsibility. Commissioner Thomas Tseng asked if there would be an additional position added and whether there will be sufficient workload. Public Works Services 05/12/2022 Director Paul Cranmer stated the current incumbent will be moved into this position, so there will not be additional staff from this change. There is room for growth, but there is sufficient work in Utility Billing. Commissioner Tina Lee Rodriguez commented that during a prior meeting, the Utility Billing Specialist was proposed to be reporting to the Director, but now it appears the position will be reporting to this proposed Supervisor position. Public Works Services Director Paul Cranmer confirmed that is correct. Commissioner Lula Eskander asked about the maximum fiscal impact after the incumbent reaches top step of this position and asked to know the salary range for the proposed establishment. Deputy Public Works Services Director Carmen Masud stated the initial additional cost will be about $5,000, and it will not be an additional $5,000 between each salary step. Human Resources Administrator Anely Williams stated the proposed salary range is $6,354 - $7,936 per month. Commissioner Lula Eskander asked about whether the cost is about $12,000 per year taking into account the range movement for the incumbent. Public Works Services Director Paul Cranmer stated that figure would be approximate. Commissioner Lula Eskander stated the minimum qualifications are five years of experience and equivalent to 12th grade completion and asked if the subordinates’ requirements are equivalent to the Supervisor. Public Works Services Director Paul Cranmer stated he believes it is equivalent. Commissioner Lula Eskander asked whether the Supervisory should have higher requirements. Human Resources Administrator Anely Williams clarified that the experience requirement is higher for the proposed Supervisor classification, which requires increasingly responsible supervisory experience. This is not a requirement set forth in the positions that would be reporting to the Supervisor. The only requirement that is equivalent is the 12th grade requirement. Commissioner Lula Eskander expressed concern over the m inimum requirement for education. Chairperson Katilyn Jeong added that the language in the minimum qualifications section is an example, but it is at the discretion of the hiring manager to determine any combination of education or experience that will allow successful performance of the job. Commissioner Lula Eskander stated she understands that requirement, but it is the incumbent who is being hired into the position. Human Resources Administrator Anely Williams clarified that while it is true that the incumbent’s position is being upgraded, the classification specification was not created to cater to the incumbent. Rather, the specification was established based on market and the needs of the Department to hire qualified candidates in the future as well. It was moved by Commissioner Thomas Tseng, seconded by Commissioner Tina Lee Rodriguez, and carried on roll call to approve the New Classification Specification for Public Works Customer Service/Administrative Supervisor. Roll Call: AYES: Commissioners Jeong, Rodriguez, Eskander, and Tseng NOES: None ABSENT: Commissioner Rock 05/12/2022 b. Recommendation to Abolish Eligibility List 21-31 for the Position of Human Resources Analyst/Senior Human Resources Analyst. Recommended Action: Approve Human Resources Administrator Anely Williams presented this item. Due to a vacancy in October 2021, the Administrative Services Department opened a recruitment for Human Resources Analyst/Senior Human Resources Analyst. In December 2021, the eligibility list was certified with three eligible candidates. From this list, two vacancies have been filled. Although one name remains on the list, the Department is requesting to abolish the eligibility list in order to re-open a recruitment to establish a broader pool of well-qualified candidates. Commissioner Lula Eskander asked whether the minimum requirement for a certified list is three eligible candidates. Human Resources Administrator Anely Williams confirmed that is correct. It was moved by Commissioner Lula Eskander, seconded by Commissioner Thomas Tseng, and carried on roll call to abolish Eligibility List 21-31 for the position of Human Resources Analyst/Senior Human Resources Analyst. Roll Call: AYES: Commissioners Jeong, Rodriguez, Eskander, and Tseng NOES: None ABSENT: Commissioner Rock ADJOURNMENT Chairperson Jeong adjourned the meeting at 6:07 p.m. to Thursday, June 9, 2022, at 5:30 p.m. in the City Council Chambers located at 240 W. Huntington Drive, Arcadia. Kaitlyn Jeong Chairperson By: Anely Williams Human Resources Administrator DATE: June 15, 2022 TO: Members of the Human Resources Commission FROM: Candice Cheung, Assistant Director of Recreation and Community Services SUBJECT: RECOMMENDATION TO ABOLISH ELIGIBILITY LIST 21-23 FOR THE POSITION OF RECREATION COORDINATOR Recommendation: Approve SUMMARY It is recommended that the Human Resources Commission abolish the current eligibility list for the position of Recreation Coordinator. DISCUSSION The current eligibility list for the position of Recreation Coordinator, No. 21-23, was certified by the Human Resources Division on September 29, 2021, with nine eligible candidates. Two appointments have been made from the certified list to fill two vacancies. One candidate was hired for a different position within the City. One candidate declined the job offer. Three candidates declined or didn’t respond the interview. There are two candidates remaining on the current eligibility list. The Recreation and Community Services Department needs to fill a Recreation Coordinator position. In order, to establish a broad pool of well qualified applicants for this position, staff would like to move forward and reopen a new recruitment for this position. According to Rule IV, Section B, of the Personnel Rules and Regulations, the Human Resources Commission may abolish an eligible list when there are less than three available names remaining. Because there are only two names remaining, it is in the best interest of the Recreation and Community Services Department to abolish this current list and invite new applications to fill the current Recreation Coordinator vacancy. RECOMMENDATION It is recommended that the life of Eligibility List 21-23 for the position of Recreation Coordinator be abolished. DATE: June 15, 2022 TO: Members of the Human Resources Commission FROM: Anely Williams, Human Resources Administrator SUBJECT: REVISED CLASSIFICATION SPECIFICATION FOR HUMAN RESOURCES TECHNICIAN Recommendation: Approve SUMMARY It is recommended that the Human Resources Commission approve the revised the Human Resources Technician classification specification to allow for greater flexibility when considering the most qualified candidates for the position . DISCUSSION The Human Resources Technician classification specification was established in 1999 and subsequently revised in 2015. Although the essential functions of the classification have not changed, the current minimum requirements limit the hiring manger’s ability to select a candidate that may have a wealth of varied, qualifying, and transferrable experience into the Technician role. Accordingly, the proposed revision would update the experience language and include “any combination of education and /or experience that provides the required knowledge, skills, and abilities to perform the essential job duties is qualifying.” This language provides flexibility in hiring well-qualified candidates in the ever- changing Human Resources field. In addition, due to a recent vacancy, the proposed changes would not impact any incumbent employees and would allow for a broad candidate pool during the recruitment process. FISCAL IMPACT The proposed changes to the existing class specification have no fiscal impact. CITY OF ARCADIA HUMAN RESOURCES TECHNICIAN DEFINITION Under direction, to perform professional and technical work related to recruitment, testing, position classification, compensation, employee benefits, employee training and development, workers compensation, risk management and employee relations; to participate in the development and implementation of personnel policies and procedures; to provide administrative and technical support; and to conduct special studies in the field of personnel administration. SUPERVISION EXERCISED Exercises no supervision. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Prepare and assist in developing and administering standardized employment exams, performance tests, and oral boards; compute scores and assist in establishing passing points and eligibility lists; act as coordinator in the assignment and review of assigned recruitment processes. Assist in conducting outreach recruitment efforts for open positions including identification of sources for advertising, posting of vacancies and analysis of labor market and classification statistics. Review class specifications, consult department head or representative, determine recruit- ment/selection plan, and recommend plan to Human Resources Administrator. Analyze statistical reports and other data using knowledge of job requirements, valid selection processes, and legislation concerning fair employment practices. Assist in monitoring employee group insurance programs; process new enrollments and enrollment changes on group insurance programs; explain total employee benefit program to new employees. Conduct orientations and exit interviews. Develop, compile, and analyze statistical data and surveys including salary and benefit surveys. Provide information to employees and the public on policies, procedures, benefits and other personnel or risk management related matters. Assist in staffing the Human Resources public counter. City of Arcadia Human Resources Technician (Continued) Page 2 of 5 Independently compile information and prepare reports; monitor computer data output for accuracy; make changes and adjustments as required. Develop forms and procedural manuals. Prepare and file EEO reports on behalf of the City. Participate in a variety of studies; collect, monitor, and analyze data; tabulate information and prepare statistical reports. Prepare, maintain, and process various personnel, risk management documents and reports; input and retrieve a variety of complex data and information regarding personnel administration using a computer terminal. Receive, compile, and organize information for the preparation of correspondence, documents, and reports as assigned; provide administrative and technical support; draft, type and prepare a variety of correspondence, confidential records, memoranda, bulletins, classification specifications, statistical reports, and other documents; maintain confidentiality of information. Coordinate employee training and educational benefits and monitor mandated training requirements. Respond to and conduct employment verifications both verbal and written. Assist in the administration of the City’s workers’ compensation program including receiving and reviewing claims forms, processing claims, and closing claims. Assist in the preparation and distribution of agenda for the Human Resources Commission and Safety Committee. Attend, participate in, and take minutes for safety meetings. Assist with safety inspections. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Basic principles and practices of personnel administration. Pertinent Federal, State, and local laws, codes, and regulations including administrative and City of Arcadia Human Resources Technician (Continued) Page 3 of 5 departmental policies and procedures affecting personnel and salary placement. Principles and procedures of transcript evaluation. Basic principles and practices of statistical analysis and research. Principles and procedures of record keeping. Modern office practices, methods, and computer equipment. Principles of business letter writing and basic report preparation. Principles and practices used in dealing with the public. Alphabetical, numerical, and subject matter filing systems. Basic mathematical principles. English usage, spelling, vocabulary, grammar, and punctuation. Safe driving principles and practices. Skill to: Operate modern office equipment including computer equipment. Type at a speed of 50 words per minute and enter data at a speed necessary for successful job performance. Operate a motor vehicle safely. Ability to: Perform responsible and difficult technical and clerical personnel work involving the use of independent judgment with accuracy and speed. Respond to requests and inquiries for information regarding personnel policies and procedures. Interpret and apply pertinent policies, procedures, laws, and regulations. Prepare and maintain accurate and complete records. Respond to requests and inquiries from the general public. Independently compose correspondence and memoranda. City of Arcadia Human Resources Technician (Continued) Page 4 of 5 Collect, compile, and analyze data and information. Prepare clear and concise reports. Meet and deal tactfully and effectively with the public. Maintain confidentiality of employee information. Maintain and prepare complex, extensive, and confidential records and reports. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs. Understand and follow oral and written instructions. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Qualifications: Any combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. The incumbent will possess the most desirable combination of training, skills, and experience, as demonstrated in past and current employment history. A typical example includes: Experience: Two years of increasingly responsible technical or secretarial experience in Human Resources . Training: Equivalent to an Associate's degree with major course work in personnel management or a related field. License or Certificate: Possession of a valid California Class “C” driver's license. City of Arcadia Human Resources Technician (Continued) Page 5 of 5 Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; ability to travel to different sites and locations. Effective Date: January 1999 Revised: September 2015; TBD