GENERAL DEFINITION

This is specialized clerical work in the City's central personnel agency providing intermediate-level services in support of one of the operating functions of the department.

Developing a working familiarity with the procedures and processes involved in performing assigned work is a significant aspect of the work. Employees may be required to rotate between assignments and sections of the department. Work is performed under the supervision of a technical supervisor.

ALLOCATING FACTORS:
(The following conditions must be met for a position to be approved for this class.)

• The position must perform specialized clerical work for one of the operating functions of the City's central personnel agency.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

For the Transactions Processing Function:

• Receives and reviews source documents for a variety of personnel transactions which include promotions, demotions, leaves of absence, exempt appointments and relief and dual appointments; recalls computerized personnel history files; compares source documents to personnel records to determine accuracy and completeness; ensures that all required supporting documentation is attached; verifies that all transactions are in accordance with pertinent Civil Service regulations; recalculates increment and longevity dates as required; notifies departmental personnel representatives of discrepancies found.
• Researches manual and computerized personnel records to determine course of inaccuracies found in employee records; recomputes increment and longevity dates; notifies departmental personnel representatives if retroactive payroll adjustment is required.
• Reviews source documents to determine data to be entered in computerized personnel records to update employee files; codes source documents or prepares summary form to reflect changes, additions or deletions; enters all changes into database.

For the Test Scoring Function

• Enters answer key into computerized systems; scans answer sheets using an optical scanning device to create computer file on response data; converts raw score to standard score after pass point determination; checks to determine the seniority and performance evaluation status of test candidates, if assigned, and records awarded points; ensures other staff double check seniority and performance evaluation points for each candidate; awards veterans' preference to candidates as appropriate; updates seniority, performance evaluation, and veterans' preference points of candidates on the computerized system to be incorporated into the candidate's final score; computes final score of candidates using the computerized system.
• Computes scores of candidates rated by methods other than those using the scannable answer sheet; enters such scores into the computerized system.
• Generates and prints ranked eligible lists of passing candidates using the computerized system; generates and prints lists for candidates that failed, or were disqualified; prints notice of results for all test takers.
• Enters applications for City civil service tests into the computerized system; checks test paperwork; counts answer sheets to make certain that the totaled amount corresponds to the number of applicants that took the test; matches ID numbers on answer sheets with those on the monitors' check sheets to ensure all candidates are appropriately represented.

For the Benefits Function

• Reviews forms submitted by employees, ex-employees, employee dependents and beneficiaries, and departmental officials to verify status and to determine eligibility to receive benefits.
• Processes transactions concerning enrollment, changes in status or beneficiary and cancellation for a variety of benefits programs, such as medical, dental, prescription, optical, COBRA and the flexible benefits program; notifies providers of new enrollments and changes in status; contacts providers to resolve problems; maintains data on employee, beneficiaries, dependents, and their coverage; accesses data and prepares and distributes reports.
• Interviews employees and their beneficiaries and dependents; explains coverage and costs to employees; distributes forms and information to employees and their beneficiaries and dependents.
• Receives checks from COBRA participants; records receipt of check in data base; monitors status of COBRA accounts; notifies participants of account cancellation if account is determined to be delinquent.
• Prepares correspondence to carriers and plan participants.

All Functions

• Responds to requests from departmental personnel representatives for information.
• May rotate between assignments.
• Performs related work as required.

REQUIRED KNOWLEDGES, SKILLS AND ABILITIES

KNOWLEDGE OF:

• Civil Service rules and regulations pertaining to personnel transactions.
• procedures and routines related to processing personnel transactions.
• the utilization of a computerized personnel data base utilized by a large municipality including data entry methods and data retrieval capabilities as applied to clerical work within the assigned function.
• standard computer software packages used for word processing, spreadsheets and data base management.

ABILITY TO:

• apply Civil Service rules and regulations specific to clerical work within the assigned function.
• enter and retrieve data on computer terminals.
• use a personal computer and software.
• make simple arithmetic calculations.
• establish and maintain effective working relationships with associates, departmental personnel representatives and the general public.

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE

(The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 1/1995.)

EDUCATION:

• Equivalent to the completion of the twelfth school grade.

AND
GENERAL EXPERIENCE:


• One year of clerical experience.

AND
SPECIFIC EXPERIENCE:


• One year of clerical experience performing a variety of assignments within the assigned function.

Or any equivalent combination of education and experience determined to be acceptable by the Personnel Department that has included the specific experience described above.

PHYSICAL AND MEDICAL REQUIREMENTS

• Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

PAY RANGE: 7
Class Established: 4/1988

Spec. Revision:
  CSC - 12/1994; Ad Board - 1/1995

Latest Spec. Revision:
  CSC - 5/1997; Ad Board - 6/1997

MMcA/deb/mt