Under general supervision, performs paraprofessional and technical personnel work to help maintain the County’s position control system; reviews, analyzes, verifies and processes a variety of personnel action and other documents; and does related work as required in accordance with Rule 3, Section 3 of the Civil Service Rules.
CLASS CHARACTERISTICS
This is a journey-level paraprofessional/technical class. Incumbents work in the Human Resources Division to monitor, adjust, update and help maintain countywide position control by ensuring that personnel and/or payroll-related actions and adjustments requested by County departments comply with various Civil Service, contractual, legal and other requirements.
This class can be distinguished from the class of Position Control Coordinator because the incumbent of that class is responsible for supervising position control staff activities while serving as the County’s primary technical resource regarding position control system administration and maintenance.
TYPICAL DUTIES
Performs position control and related data maintenance for the County's Human Resources Information System (HRIS); helps coordinate personnel actions and resolve position status issues in conjunction with County departments, the Auditor-Controller's Office and the County Administrator's Office; reviews, audits and corrects personnel action requests submitted by departments; verifies use of proper codes and justifications; verifies that appointments, separations, promotions, demotions, pay changes and other actions comply with Civil Service rules, labor contracts, legal requirements and other policies/procedures; verifies that required hard copy documentation is properly submitted; follows up with departments regarding missing information or documents; works with Personnel Analysts and/or department staff to resolve errors/conflicts and make appropriate corrections.
Receives and processes leave requests submitted by departments for federal and state family leave, personal and other leaves of absence; verifies employee eligibility for requested leave; evaluates job status, hire date, leave history and other factors to ensure that employees qualify for requested leaves based on County policy, MOU language and legal requirements; verifies that documentation is complete and accurate; updates employee records in HRIS; works with departments to obtain medical certifications of employee ability or inability to work; provides liaison with departments to make corrections to employee records, respond to and resolve problems, and/or obtain needed information; prepares final leave requests for analyst approval.
Responds to position control, leave of absence and payroll-related questions from departments and staff; researches rules, current labor contracts, policies and ordinances that impact personnel and payroll activities; provides guidance on the appropriate entry of data into HRIS as well as the correct application of various County rules, regulations and laws governing leaves, wages, and other conditions of employment.
Receives and reviews personnel requisitions in order to verify the existence of open positions; processes requisitions as required to obtain authority to hire; after approval, updates position information in HRIS; works with departments to resolve position availability discrepancies.
Prepares and prints automated reports to verify employee eligibility for step increases; identifies situations needing further research; prepares final lists of employees who receive step increases during a particular pay period.
Gathers and analyzes information as requested for special position control and/or related projects; distributes various periodic reports to Human Resources staff and others as appropriate including salary range reports, vacancy reports, personnel action notices and other reports that reflect position control.
Prepares and submits the Human Resources Division payroll; logs approved time off requests and posts to automated payroll system; obtains necessary approvals; makes retroactive corrections as necessary.
May perform various human resources administrative and technical support activities as requested in areas such as recruitment, testing, classification, benefits and general administration; helps coordinate and conduct payroll and other training; attends meetings; performs special projects.
May assist with implementing mass data changes in response to equity, cost of living and/or other salary adjustments; may lead the work of subordinate staff on a project basis.
MINIMUM QUALIFICATIONS
Experience: Three years of responsible office administrative work, including at least one year of specialized personnel work that involved interpreting and applying personnel policies/regulations and/or processing personnel/payroll-related documents at a level comparable to the class of Senior Office Assistant in San Joaquin County.
Substitutions: 1) Completed coursework at an accredited college or university may substitute for the above-required general (not specialized) office administrative experience on a year-for-year basis to a maximum of two years (where 30 semester units is equivalent to one year of experience); OR 2) Graduation from an accredited four-year college or university, preferably with a major in public or business administration, human resources management, computer science or a related field, may substitute for all of the above-required experience.
KNOWLEDGE
Basic principles and practices of technical personnel work; basic functions, responsibilities and regulations applicable to a personnel department; principles and practices of office management and functions; basic mathematics and language mechanics; principles and techniques of record keeping and data research; basic computer and modern office automation technology, including pertinent software; methods of cross-checking and verifying information; principles and methods of public relations.
ABILITY
Read and comprehend technical written material; establish priorities and work well under pressure; coordinate work with several different parties; research issues and resolve conflicts within limits of authority; review and edit documents for accuracy and procedural conformance; utilize personal computer software and hardware as required to maintain the countywide position control system and produce reports; communicate effectively, both orally and in writing; establish and maintain effective working relationships with Human Resources staff, other County departments, and the general public.
PHYSICAL/MENTAL REQUIREMENTS
Mobility-Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting-Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual-Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking-Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological-Frequent decision making, concentration, and public contact; Special Requirements-Some assignments may require working weekends, nights, and/or occasional overtime; Environmental-Occasional exposure to varied weather conditions.
San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
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