SANTA CLARA COUNTY OFFICE OF EDUCATION

Personnel Commission

CLASS SERIES TITLE: Human Resources Specialist I/II

DESCRIPTION OF BASIC FUNCTION AND RESPONSIBILITIES

To perform highly specialized technical support functions in compensation, employment, personnel records, position control, certificated recruitment, or other areas for the certificated and classified personnel of the Santa Clara County Office of Education.

ALTERNATE CLASS SERIES SPECIFICATIONS

The Human Resources Specialist I and the Human Resources Specialist II serve as an alternate class series. Persons may be initially employed in either level depending on their qualifications. Persons employed in the entry-level classification may reasonably expect to be reassigned to the journey level classification upon the recommendation of the appointing authority. It is expected that a person employed as a Human Resources Specialist I will be prepared for reassignment to Human Resources Specialist II within a two-year period.

DISTINGUISHING CHARACTERISTICS

The Human Resources Specialist I is the entry level of the alternate class series. Persons appointed to this classification receive training to learn the rules, bargaining unit agreements, policies and procedures belonging to the Santa Clara County Office of Education. Persons receive general supervision and are initially assigned limited responsibilities which are expanded in size and complexity as their job knowledge increases.

The Human Resources Specialist II is the journey level of the alternate class series. Persons appointed to this classification demonstrate job knowledge assuring for the effective establishment, application, and implementation of employment policies and procedures including legal statutes, merit system rules, regulations, and bargaining unit agreements of the Santa Clara County Office of Education. Incumbents receive limited supervision and perform a wide range of complex personnel technical support functions that require considerable initiative, accuracy, attention to detail, organizational skills, and the ability to focus on multiple tasks within stringent timelines.

ESSENTIAL/TYPICAL DUTIES: The following duties are examples of assignments performed by incumbents in this classification. It is not a totally comprehensive list of duties, nor is it restrictive regarding job assignments.

• Performs complex technical functions for certificated and classified personnel employed under varying regulations, bargaining unit agreements, work calendars, and salary schedules

• Assists employees, applicants and the general public, interpreting employment related information

• Provides exceptional customer service functions for both internal and external clients, establishes solid relationships with all levels of staff

• Consults with employees regarding types of leaves or absences; monitors and verifies leave duration

• Establishes electronic files for newly-hired employees; maintains official employment records, updates and retrieves documents and files for regular, probationary, limited-term, provisional, temporary, and substitute personnel

• Schedules and coordinates employment processing pre-placement medical examination and fingerprinting appointments; audits employment forms for accuracy and corrects data submitted as needed; interprets and explains terms and conditions for employment, presents documentation to appropriate authority, and distributes related materials

• Receives and verifies credentials, experience, degrees, official transcripts, professional references, medical examination and tuberculin test results. Establishes and calculates employees’ salary placement and other pertinent compensation entitlements approved by the County Superintendent of Schools and in accordance with agreements, policies and procedures

• Screens, processes, and records employment related documents such as employment authorizations, separations, transfers, reassignments and other status changes

• Develops and conducts customized demonstrations (at outlying sites and at the central office) regarding position control reports and systems, information system capabilities, and basic human resources practices and procedures

• Reviews and processes documents for selected candidates; ensures compliance with selection procedures; consults with appointing authorities and other service units in Human Resources, and communicates/clarifies discrepancies to candidates

• Researches and analyzes personnel records to resolve problems and responds to written and oral employee inquiries related to assigned functions

• Trains staff in policies and procedures relating to assigned functions

• Initiates, prepares, and distributes certificated position announcements and application materials; prepares and coordinates published, on-line advertisements, and related materials

• Screens applications and supporting documents for certificated positions; coordinates panel interviews; coordinates candidate eligibility with Credential Services; and facilitates the employment process for selected candidates

• Reviews documents for position openings; researches and verifies parameters; ensures positions requiring pre-placement physicals and Bona Fide Occupational Requirements

• Serves as a resource regarding position certifications, licensing and other requirements, Human Resources policies and procedures, bargaining unit agreements, administrative regulations, and personnel actions and practices

• Composes and distributes related forms, lists, and correspondence related to assigned functions

• Oversees and facilitates certificated transfer processes

• Establishes and maintains databases and record-keeping systems to monitor and report on credentials, expenditures, work force demographics, and generate corresponding reports relating to assigned functions

• Operates a desktop computer, utilizing several business and emulation software applications, to input, update, purge, and modify specific personnel data, calculations, and identify discrepancies

• Assists in the preparation and promotion of recruitment activities; attends recruitment fairs; analyzes applicant demographic data, and contacts applicants to actively pursue their employment interest

• May fingerprint employment candidates, and other persons seeking employment credentialing or licensing; operates live scan equipment; and collects appropriate fees

• Performs all other related duties.

EMPLOYMENT STANDARDS

Knowledge of:

• Principles of human resources management, employment law, recruitment, employee relations, compensation

• Modern office procedures, practices and equipment operation including electronic filing systems

• Research methods, procedures, and techniques

• Effective and accurate record-keeping systems and procedures

• Principles and methods of customer service

• Desktop computer operations, basic troubleshooting techniques, and related software applications

• Proper English usage, spelling, grammar, and punctuation

Ability to:

• Learn, analyze and apply policies, laws, rules, regulations, and bargaining unit agreements of the County Office of Education

• Assist others in the identification of needs in order to secure relevant information, analyze alternate solutions, and determine appropriate courses of action and/or procedures

• Quickly identify problem areas or situations, evaluate problem or conflict causes and take appropriate action toward resolution, and inform/involve management as needed

• Guide all levels of staff in the proper use of reports, forms, timelines, requirements, and screens of the HR management information system

• Communicate effectively and tactfully in English, in both oral and written form

• Maintain professionalism and confidentiality in the course of all personnel interactions and transactions

• Perform complex mathematical/statistical calculations with accuracy and speed

• Organize and prioritize assigned tasks

• Accurately maintain personnel records in a confidential manner Prepare a variety of professional-quality correspondence, announcements, and reports

• Work independently with limited supervision

• Use independent judgment and discretion when appropriate

• Effectively focus on multiple tasks within established timelines

• Understand and carry out oral and written instructions

• Keyboard accurately at a corrected speed of 45 net words per minute

• Operate a variety of office equipment including, but not limited to, a desktop computer, calculator, facsimile machines, scanners, and printers

• Establish and maintain effective work relationships with those contacted in the course of assigned duties.

EDUCATION, TRAINING AND EXPERIENCE

Human Resources Specialist I: A combination of education, training and experience which clearly demonstrates possession of knowledge, skill and abilities detailed above. A typical qualifying background would include one year clerical/technical experience related to human resources or personnel management. Experience must include maintaining computerized records. College-level course work in human resources, public administration or a related field is highly desirable.

Human Resources Specialist II: A combination of education, training and experience which clearly demonstrates possession of knowledge, skill and abilities detailed above. A typical qualifying background would include three years human resources clerical/technical experience related to recruitment, selection, employment or operations. Experience must include maintaining computerized records, and interpreting and applying complex laws, rules and regulations. Experience providing technical leadership is desirable. College-level course work in human resources, public administration or a related field may be considered as partial fulfillment of the work experience requirement.

BARGAINING UNIT: Office, Technical, and Business Services (OTBS) Unit

WORKING CONDITIONS: Generally, duties are primarily performed in an office environment while sitting at a desk. Incumbents are subject to contact with or constant interruptions by staff, employment candidates and/or employees.

PHYSICAL DEMANDS: Hearing and speaking to exchange information in person and on the telephone; seeing to read, prepare and proofread documents; sitting for extended periods of time; dexterity of hands and fingers to operate a computer keyboard and other office equipment; kneeling, bending at the waist, and reaching overhead, above the shoulders and horizontally, to retrieve and store files and supplies; lifting light objects.

Approved by the Personnel Commission: June 22, 1998
Revised: June 11, 2009