Human Resources Specialist (Confidential)

Santa Monica, CA, United States

Salary : $59,424.00 - $75,840.00 Annually

Location : Santa Monica and/or Malibu, CA

Job Type: PERMANENT, 12-MONTH

Job Number: 541173-24-02

Department: HUMAN RESOURCES

Opening Date: 06/13/2024

Closing Date: 7/8/2024 4:00 PM Pacific

BASIC FUNCTION AND QUALIFICATIONS

Classified Employee's Salary Range: C-38

(Confidential)

* Salary range effective 7/1/2024

BASIC FUNCTION

Under general supervision of assigned supervisor, performs specialized and technical work related to data management, to include position control forms and labels, lists, and letters; prepares customized personnel reports; responds to personnel and payroll related inquiries; and performs other related work as necessary.

Government Code § 3540.1(c) "Confidential employee" means an employee who is required to develop or present management positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions.

MINIMUM QUALIFICATIONS

EDUCATION:

Educational attainment equivalent to a High School Diploma, supplemented by 30 semester units or the equivalent of college-level coursework in Human Resources, Business, Public Administration, or a related field

EXPERIENCE:

Four (4) or more years of increasingly responsible experience performing technical human resources functions, including experience using a computerized database or integrated record-keeping system to manage data and generate reports

EDUCATION/EXPERIENCE EQUIVALENCY:

Two (2) additional years of the required experience may be substituted for the college-level coursework required.

A Bachelor's Degree in a related field may substitute for two (2) years of the required experience.

REPRESENTATIVE DUTIES, KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS

Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities and qualifications required of personnel so classified. Reasonable accommodations will be made so that qualified employees can perform the essential functions of the job. Verifies, inputs, and maintains current Position Control and FTE files by inputting additions, deletions, and changes of position and employee status into human resource system; monitors and maintains position vacancy list for all classified and certificated positions

Verifies, processes, enters, and maintains employee information such as personal data, employment and position data, compensation, performance reviews or evaluations, and separation data into the human resource system; provides information to payroll, personnel commission, and other appropriate individuals and groups

Processes paperwork required for employment, retirement, termination, resignations, leave of absence, change of assignment, and other related information; inputs information into the human resources system; updates longevity lists and assures the proper completion and accuracy of personnel data entered

Processes new employees, ensuring that all personnel comply with criminal record, medical screening, I-9 employee eligibility, and payroll processing requirements

Provides information and assistance to District personnel, job applicants, employment candidates, and general public regarding a wide range of personnel matters; interprets contract language and examines employee files to answer inquiries and provides information to authorized persons

Maintains salary schedule data and codes for certificated, classified, confidential, and management positions. Ensures the accuracy of all salary data distributed and incorporated into the human resource system

Evaluates transcripts and/or verifies previous training and experiences to determine proper placement on salary schedules for all employee groups

Researches and answers questions regarding personnel matters, policies and procedures; provides preliminary summary of findings and recommendations for action by management as necessary

Analyzes, verifies, and monitors human resources related transactions, reports, and records for compliance with legal requirements, contractual obligations, and District practices and protocols

Compiles, reviews, and analyzes employment data by using the human resource system; performs data queries and produces reports, tables, graphs, and narrative presentations in order to synthesize and summarize personnel related data for projects, special audits, or collective bargaining

Processes, prepares, and distributes personnel assignment notices authorizing employment, salary increases, status changes, leave of absences, personnel evaluation forms, reasonable assurance letters, First Aid and CPR renewals, and other notifications to employees; track and follow up to complete processes and procedures to comply with district and legal mandates

Prepares staffing spreadsheets and comparative reports to track staffing levels, assignments and vacancies; prepares and updates reports concerning new hires, transfers, separations, seniority, retirement, and reinstatement actions

Computes wages and records data for use in payroll processing, employment contract, and letter-of-appointment generation for all employees

Acts as a liaison between the Human Resources Department and employees; prepares correspondence to explain department and District procedures

Coordinates, compiles and completes information for classification, salary, benefits and employment surveys and reports; responds to employment verification requests from outside agencies

Performs related duties as assigned

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF: Standard business writing and report preparation techniques

Relevant provisions of Education Code and other applicable laws

Basic research, analysis and statistical methods

Database management principles

Personnel and office administration practices

Fair employment principles and practices

Merit System practices and/or instructional certification practices

Classification and compensation plans, terminology, and practices

Effective customer service techniques.

ABILITY TO: Operate personal computer using word processing, spreadsheet, and report writing applications and an applicant tracking system and human resource information system

Generate complex, custom reports from human resources system

Maintain confidentiality and security of sensitive information

Maintain work records and compile operating, budget, program, or activity reports

Schedule, organize, and complete work in accordance with deadlines

Communicate effectively with employees, school site staff, District staff, parents, teachers, outside agencies, and public and private representatives

Multi-task and meet deadlines with constant interruptions

Build rapport and maintain positive working relationships

SUPERVISION AND WORKING CONDITIONS

SUPERVISION

Direct supervision is received from Director of Human Resources. No supervision is exercised.

WORKING CONDITIONS

ENVIRONMENT:

This is primarily a sedentary classification and the employee works in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances.

PHYSICAL DEMANDS:

Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Ability to sit for long periods of time and use a computer terminal; ability to safely lift and carry up to ten (10) pounds.

SELECTION PROCEDURES

THE APPLICATION PROCESS:

To be considered for an employment opportunity with the Santa Monica-Malibu Unified School District, it is necessary for you to complete an official District Application and Supplemental Questions. Resumes will not be accepted in lieu of an application. The application is part of the examination process and is part of your total evaluation of qualifications for employment.

THE EXAMINATION PROCESS:

For those candidates who meet the minimum qualifications, the examination process will consist of any one or more of the following: Training and Experience Evaluation, Written Test, Performance Test, and/or Structured Interview. Additional information pertaining to the examination process will be emailed to those candidates who meet the minimum qualifications.

EXAMINATION PROTESTS:

Protest of any part of the examination process must be in writing and received in the office of the Director of Classified Personnel no later than five (5) working days from the date you were notified of examination results. All notifications are sent electronically via email. Any protest must include rationale to support the protest and must be based on illegal discrimination, abuse of discretion, or procedure/process error. We are not responsible for any incoming mail that is lost or misdirected after it has been entrusted to the US Postal Service.

ACCOMMODATION FOR DISABLED:

If you have a disability that may require an accommodation in any of these examination procedures, please notify the Personnel Commission in writing at the time you submit your application.

ESTABLISHMENT OF ELIGIBILITY LIST:

This examination process shall be open to all qualified applicants and shall result in one integrated eligibility list. All eligibility lists shall be established in accordance with Personnel Commission rules and shall be established for a period one (1) year, unless otherwise noted, or until there are fewer than three (3) ranks of eligible candidates who are available. Candidates are placed on the eligibility list in rank order according to their final examination score. Final examination scores will not change, but ranking may change as other candidates are added or removed from the list.

ADVANCED STEP PLACEMENT:

Generally, new employees start at the first step on the appointed salary schedule. When filling a permanent vacancy, a new employee may request a higher salary placement based on having training and experience that greatly exceeds the minimum qualifications. An employee may submit a formal request for advanced step consideration on or after the first day of employment. Education transcripts, training certificates, and additional references may be requested for verification purposes.

HOW YOU WILL HEAR FROM US:

All correspondence and notifications regarding this recruitment will be sent to the email address you provide. It is your responsibility to review, follow instructions, and respond to information in a timely manner; as if it was a function of your job.

The provisions of this announcement do not constitute an expressed or implied contract, and any provisions contained in this announcement may be modified or revoked without notice.

* A choice of medical plans

* Dental insurance

* Vision plan

* PERS

* 13 paid sick days (annual)

* Up to 16 paid holidays

* 24 paid vacation days (annual)

IMPORTANT INFORMATION FOR JOB APPLICANTS

ACCOMODATION FOR DISABLED: If you have a disability that may require an accommodation in any of these selection procedures, please notify the Personnel Commission in writing and attach your request to the completed application packet.

PREFERENCE POINTS: Seniority credit, based on length of service, is added to the final passing score of permanent employees. Veteran's credits are added for entrance examination as follows: 5 points for non-disabled veterans; 10 points for disabled veterans. "Veteran" is defined as serving at least 30 days active duty during war or qualifying armed conflict. A DD-214 must be presented on or before date of the examination.

ELIGIBILITY LIST: Candidates who pass the examination will be placed in rank order on the eligibility list. Final selection will be made from the top three available ranks only. When a promotional and open eligibility list is established, the promotional list will be used first. Eligibility lists are usually established for one calendar year.

CONDITIONS OF EMPLOYMENT: All potential employees must provide evidence of their identity and authorization to work in the United States before they will be hired. State law requires employees to provide proof that they have had a recent negative tuberculosis test result. All new employees are fingerprinted and conviction records, if any, are checked.

SALARIES, MERIT INCREASES & ADVANCED STEP PLACEMENT: Salaries generally begin on the first step of the appropriate salary range. Permanent employees receive an increase after six months of continuous satisfactory service and equal raises based on merit at subsequent one year intervals for a total of five increases. Relevant experience and/or education in excess of entry requirements may permit employment at other than the first step. If employed at a higher step, salary increases are granted annually until reaching the end of the salary range.

Assuring Equal Opportunities through the Merit System since 1938.

SANTA MONICA-MALIBU UNIFIED SCHOOL DISTRICT

PERSONNEL COMMISSION

1717 4th Street

Santa Monica, CA 90401

The Santa Monica-Malibu Unified School District does not discriminate based on actual or perceived sex, age, ancestry, color, ethnic group identification, gender, mental and/or physical disability, national origin, race, religion, sexual orientation, and a person's association with a person or group with one or more of these actual or perceived characteristics.

(Revised April 2008)

01

PLEASE READ THE FOLLOWING STATEMENT: The information you provide on this application will be used to determine if you meet the minimum qualifications. Please be accurate, truthful, and thorough in your responses as your application is part of the selection process. Referring to your application/resume, listing "see resume", or incomplete responses will NOT qualify as a response to any question and may result in DISQUALIFICATION .Your experience, education, training, and certification must be listed on your application in order to be considered. Any sign of deliberate misinformation or intentional exaggeration will result in disqualification from this examination process and possible bar from future employment opportunities with Santa Monica-Malibu Unified School District. I confirm that I have read, understand, and accept the above terms

02

Please read the following statement regarding compensation: New employees start on the first step (Step A) of their classification's salary range. Human Resouces Specialist begins on step A: $4,952 per month. On the first day of employment, new employees will be given 60 days to submit a formal request for advanced step placement.Employees who have experience and education that greatly exceed the minimum qualifications may be considered for placement on steps above A. ONLY INFORMATION ON YOUR APPLICATION WILL BE USED TO DETERMINE ADVANCED STEP PLACEMENT. Transcripts, certificates, and additional references or materials may be requested for verification purposes. I confirm that I have read, understand, and accept the above terms

03

Select the option below that best corresponds with your employment status: I am a current employee of SMMUSD

I am a former employee of SMMUSD

Neither of the above

04

If you are a current or former employee of SMMUSD, please list the year you were hired and your classification title(s).

If you are not a current or former SMMUSD employee, type N/A.

05

Select the option below that best describes your highest level of education completed:Please provide proof of your level of education completed by attaching a diploma and/or transcripts with this application for verification purposes. FAILURE TO PROVIDE PROOF OF EDUCATION WILL RESULT IN THE REJECTION OF YOUR APPLICATION AND/OR PREVENT YOU FROM MOVING FORWARD IN THE SELECTION PROCESS. High school diploma or recognized equivalent

Associate's degree

Bachelor's degree

Master's degree

Doctorate degree

None of the above

06

Please read the following statement regarding qualifications:I understand that I must provide proof of my level of education completed by attaching a diploma and/or transcripts with this application for verification purposes. FAILURE TO PROVIDE PROOF OF EDUCATION WILL RESULT IN THE REJECTION OF YOUR APPLICATION AND/OR PREVENT YOU FROM MOVING FORWARD IN THE SELECTION PROCESS. Type your name below to indicate that you have read and understand the above statement.

07

Select the option below that best corresponds with the amount of experience you possess performing technical human resources functions, including experience using a computerized database or integrated record-keeping system to manage data and generate reports. Some experience but less than one year

One year but less than two

Two years but less than three

Three years but less than five

Five years but less than seven

Seven years but less than ten

Ten years or more

08

In reference to the question above, describe the SPECIFIC human resources responsibilities you held and duties performed.

Your response to this question will be used to evaluate whether you meet Minimum Qualifications .

09

In reference to the question above, describe the SPECIFIC computerized database or integrated record-keeping system you managed for data and generate reports.

Your response to this question will be used to evaluate whether you meet Minimum Qualifications .

10

Please read the following statement regarding CONFIDENTIAL Employees:I understand that a confidential employee has access to confidential information that is used during bargaining with unions and is therefore not represented by a union.Type your name below to indicate that you have read and understand the above statement.

Required Question

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