CBA DESIGNATION: Confidential
NOTE: The term "Confidential" refers to 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 as communicated in Government Code Section 3540.1.
Under direction of an appropriate Human Resources manager, performs a variety of technical level work in the areas of position classification, compensation, evaluation, recruitment, selection, and labor and/or employee relations.
REPRESENTATIVE DUTIES: (Illustrative Only)
- Maintains employee files and other confidential information (disciplinary actions, investigations, grievances, accommodations, etc.); reviews employees’ files to answer inquiries and provide information to Payroll and Benefits Department and other authorized individuals or groups;
- Serves as a liaison between the Executive Director of Human Resources and management staff, academic and classified staff, students, community representatives, and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures or referring callers to other executives; provides information and assistance in person or by telephone regarding a variety of Human Resources matters;
- Establishes and maintains documents and reports that are used for a variety of purposes, including the development of management positions in regard to labor and employee relations matters. The relevant functions would include the creation and maintenance of tracking systems, databases, records, and other documents.
- Assists HR management in the preparation of relevant information that is then used to develop and implement collective bargaining positions and strategies. This work include entering, processing, recording, and verifying both private and confidential information, such as personal data, employment and position data, compensation, banked hours, performance evaluations, disciplinary actions, and separation dates and reasons into the Human Resources Information System (HRIS);
- Maintains current position control and full-time equivalent files and inputs additions, deletions and changes of positions and employees’ statuses; monitors and maintains data in HRIS and establishes and assures accuracy of HRIS tables, codes, and input guidelines;
- Performs full-cycle recruitment processes from conduct of job analyses to onboarding, and all steps in between.;
- Processes new employees, ensuring compliance with criminal record guidelines, medical screening, I-9 employment eligibility and identification, and payroll processing requirements;
- Processes employees’ assignment notices authorizing employment, salary increases and status changes, such as transfers, promotions, reassignments, and separations according to authorized budget account numbers;
- Upon the direction of HR management, evaluates salary class change requests or position reclassification requests; conducts and responds to salary, benefit, and classification surveys; computes and compiles survey data and results used to set District compensation levels through collective bargaining;
- Ensures required credentials, licenses, and tests are obtained and maintained by employees whose positions require these as a condition of employment; tracks renewal deadlines and updates credentials, licenses and/or tests in a timely manner in the HRIS;
- Provides appropriate information and forms to employees requesting leaves of absence (LOAs); approves or denies LOAs and forwards approved LOAs to Payroll and Benefits Department for processing and tracking;
- Prepares Consent Items for Board of Trustees’ approval and performs follow-up actions related to Board of Trustees’ decisions;
- Conducts factual research and data analysis as directed by HR management and obtains supporting documentation to initiate, verify, or complete assignments, including employment documents and forms, statistical files and charts on salaries, and other information for use in collective bargaining, statutory reporting,, accreditation, and internal analyses; compiles data from employee records, and other sources (such as electronic and hard copy digests, practice manuals, and/or published laws and regulations) and prepares reports; conducts research and analysis of collective bargaining agreements, disciplinary actions, workplace investigations and other employee-employer relations matters;
- Distributes forms and receives completed performance evaluations for employees; checks all forms for completeness, timeliness and required signatures; follows-up with department supervisors to ensure evaluations are returned;
- Responds to initial verbal or written inquiries on routine labor relations, performance management, and disciplinary issues and refers more complex issues to Executive Director of Human Resources or designee;
- Conducts discrimination and harassment investigations; develops and makes recommendations for resolution of complaints and allegations; gathers, analyzes, organizes, and compiles documentary evidence from multiple sources for investigative reports, proposed disciplinary actions, responses to state and federal government agencies, administrative hearings, and mediations; maintains confidential case files on investigations and audio recordings of interviews;
- Upon the direction of HR management, coordinates or assists with special projects by gathering and analyzing data and/or generating reports used in establishing District collective bargaining positions;
- Remains current on related laws, regulations, and practices affecting labor and employee relations by subscribing to related literature, attending conferences, seminars, and/or enrolling in courses; applies interpretations of the rules and regulations of the Los Angeles County Office of Education Personnel, California Education Code, Title V guidelines, PERB regulations and the Pasadena Area Community College District Board of Trustees;
- Assists in responding to government agency complaints through the preparation of relevant historical and/or factual data requested by HR management, including responses to the California Department of Fair Employment and Housing Commission, the Equal Employment Opportunity Commission, the Department of Labor, PERB, etc;
- Assists the Chief Negotiator in negotiations of wages, hours, and other terms and conditions of employment through the preparation of information required for the District to conduct effective collective bargaining; ensures District’s compliance with negotiated union contracts;
- Presents information to District management and/or staff, as requested;
- Processes unemployment claims in a timely manner; and
- Acts in a lead capacity; and,
- Other duties as assigned.
- Performs other duties as assigned.
KNOWLEDGE AND ABILITIES
- District policies, procedures and other applicable laws related to Human Resources;
- Equal Employment Opportunity (EEO) laws, policies and guidelines;
- Effective recruitment advertising techniques;
- Organizational structure, job analysis and job design;
- Employee and labor relations in a public employment setting;
- Report writing;
- Research methodologies; data collection and basis statistical analysis techniques;
- Mathematical computations;
- Interpersonal skills including tact, patience and courtesy;
- Oral and written communication skills;
- Standard office practices, procedures and equipment; and,
- Records keeping techniques.
- Perform professional-level, public agency human resources work independently and creatively;
- Write effective advertising text
- Interpret, apply and explain rules, regulations, policies and procedures;
- Compile, organize and analyze statistical data;
- Maintain confidential employee files;
- Work confidentially with discretion;
- Plan, organize and prioritize work;
- Meet schedules and time lines;
- Work independently with little direction;
- Organize and maintain files;
- Communicate effectively both orally and in writing;
- Understand scope of authority in making independent decisions;
- Review situations accurately and determine appropriate action according to established guidelines;
- Establish and maintain positive and effective working relationships with others; and,
- Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, faculty, staff, and community.
EDUCATION AND EXPERIENCE
Any combination of training and experience that would indicate possession of the required knowledge, skills, and abilities for this assignment. A typical way to obtain the required qualifications would be:
- Associate in Arts/Science degree or two years of college level coursework in Human Resources, Business Administration, Public Administration or a closely related field; AND
- At least two years of increasingly responsible experience in a public sector Human Resources department performing high level clerical and technical duties, including the use of Applicant Tracking System and HRIS.
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
LEVEL OF SUPERVISION EXERCISED: None.
PROBATIONARY PERIOD: One Year.
Pasadena City College
1570 East Colorado Boulevard, Pasadena, CA 91106
(626) 585-7361 direct ⋅ (626) 525-7924 fax