County of Alameda

Under general direction, plans, organizes, supervises, and oversees the work of the centralized certification and examination unit in the Human Resource Services Department; performs the most complex and sensitive technical assignments, oversees proctored Civil Service test administrations, the processing of Civil Service tests results to eligible lists, and the completion of Civil Service eligible list certification process; acts as in-house consultant to County management and departmental staff on certification- related activities.  

DISTINGUISHING FEATURES  

The single position Human Resources Exam and Certification Supervisor classification is located within the Personnel Services Division of the Human Resource Services Department and reports directly to the Personnel Services Program Manager in recruitment and selection.  The incumbent in this position will have overall daily supervision of Human Resource Assistants I/II who are responsible for providing complete Civil Service exam support administration to Human Resources Analysts and certification services to operating County departments.  This position will ensure that all the testing components for Civil Service examinations and certification of eligible lists are processed accordingly and effectively.  

The Human Resources Exam and Certification Supervisor classification is distinguished from the Human Resources Assistant series in that the Human Resources Exam and Certification Supervisor has full supervisory responsibility over a team of Human Resource Assistants in both the certification and the examination units, whereas the Human Resources Assistants are responsible for the clerical functions associated with the work performed in the certification and examination units.

NOTE:  The following are the duties performed by employees in this classification.  However, employees may perform other related duties at an equivalent level.  Each individual in the classification does not necessarily perform all duties listed.  

1. Plans, assigns, reviews, supervises, and evaluates the work of assigned staff; trains staff in work procedures and ensures the development of staff.
2. Reviews and audits work performed by departmental human resources staff to ensure it meets requirements of Civil Service Rules, human resources policy, and established human resources procedures.  
3. Oversees and adjusts the work assignments to ensure examination deadlines and deliverables are met.
4. Participates in or oversees the administration and proctoring of Civil Service exams, participates in the selection of exam site locations and advises on exam environment staging, and ensures and trains staff involved in exam administration processes.
5. Administers exams in compliance with vendor contracts (i.e. BSCC, POST, CPS, OPAC) for specialized exam administrations in accordance with vendor administration requirements.  
6. Participates in staff meetings affecting human resources procedures and work of the unit; prepares meeting agenda and follows up on issues raised during meetings.
7. Research files for background information related to certifications, appointments, and civil service examinations.
8. Explains requirements and effects of County Charter, Civil Service Rules, and detailed human resources procedures to staff, administrators, employees, applicants, and departmental human resources staff.
9. Reviews and audits certifications submitted by County operating departments to ensure compliance with the County Charter, Civil Service Rules and human resources policy and procedures.
10. Researches, interprets, and responds to complex questions related to interpretation of County Charter, Civil Service Rules and human resources policy and procedures regarding the administration of Civil Service exam results and certification related issues.
11. Acts as liaison between departmental human resources staff; assists County operating departments in the solution of certification issues and concerns.
12. Supervises the maintenance of exam history files and records, including the countywide applicant tracking system, monitors retention process of exam history files, and ensures the retrievability of files or records.
13. Oversees the processing of various transactions requiring Civil Service Commission review, approval, and adoption.
14. Utilizes an applicant tracking database system and a countywide personnel and payroll system on a daily basis to perform various countywide human resources transactions.
15. Inputs data from employment applications and maintains individual applicant records; computes examination scores; verifies candidate eligibility for promotional or service-connected preference points.
16. Modifies and retrieves information from a database; manipulates data to generate a wide variety of informational and statistical reports; proofreads reports for accuracy of data and statistical tabulations.
17. Generates and maintains reports of all procedures/commands used to obtain final eligible lists; prepares notices to inform candidates of examination status.
18. Retrieves and generates certifications of eligible candidates and sends appropriate documents to County operating departments.  
19. Performs other duties as required.

EITHER I

Experience:  

The equivalent of three (3) years of full-time experience as a Human Resources Assistant II in the Alameda County classified service.

OR II  

Experience:  

The equivalent of four (4) years of progressively responsible full-time clerical and/or paraprofessional administrative or program support experience working with human resources policies, procedures, and practices in a human resources operation of a medium or large organization.

Substitution:  

A Bachelor’s degree in Business Administration/Management, Public Administration, or Human Resources Management will substitute for one (1) year of the required experience in Pattern I and II.  

License:  

Possession of a valid California Motor Vehicle Operator's license.      

Special Requirement:  

Will be required to travel to various exam testing sites within Alameda County.  

NOTE:    The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

NOTE:  The level and scope of the following knowledge and abilities are related to duties listed under the “Example of Duties” section of this specification.  

Knowledge of:

• Principles and practices of employee supervision and training, including work scheduling.
• Principles and practices of public administration.
• Principles and practices of the specific program areas to which assigned.
• Principles, practices, and techniques of administrative and programmatic research and analysis.
• Functions of County government and applicable governing principles, MOUs, Civil Service Rules.
• Applicable federal, state, and local laws, rules and regulations, and County program policies and guidelines related to the certification, recruitment, and selection.

Ability to:

• Plan, assign, supervise, review, and evaluate the work of others.
• Train staff in work procedures and provide technical and administrative support.
• Administer and coordinate human resources management programs and services; coordinate individual and group efforts.
• Understand and apply County Charter, and Civil Service Rules.
• Foresee and analyze operational and/or administrative problems, consider alternatives and recommend sound solutions.
• Gather data and prepare reports.
• Analyze, interpret, and apply various regulations and requirements.
• Organize, manage, and monitor cases and maintain accurate files, records, and statistics; write and interpret reports.
• Analyze information and situations and use sound independent judgment to make decisions and determine appropriate courses of action.
• Deal tactfully and effectively with a diverse workforce.
• Establish and maintain effective and cooperative working relationships with those contacted in the course of the work.
• Communicate effectively orally and in writing with people of diverse backgrounds and cultures.

NewSpec 0273

SG:sa 11/05/2021

CSC Date: 12/15/2021

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.