SENIOR PERSONNEL SPECIALIST

Senior Personnel Specialist

CLASS CODE 800026 SALARY $39.13 - $47.56 Hourly $3,130.15 - $3,804.92 Biweekly $6,782.00 - $8,244.00 Monthly $81,384.00 - $98,928.00 Annually ESTABLISHED DATE October 19, 2007 REVISION DATE October 21, 2024

The job of the Senior Personnel Specialist is done for the purpose/s of serving as the district's administrative expert for the established absence management system such as legal compliance, employee attendance oversight, substitute coverage, and employee productivity; first point of contact for leave of absence requests, and workers compensation claims. Educates employees on leave processes and procedures; ensures compliance with all state and federal laws as it relates to FMLA, ADA, CFRA, EEO, FEHA, PDL, PFL, PLA, PSL, Temporary Disability Insurance (TDI), Long Term Disability (LTD) and other leaves of absence issues.

DISTINGUISHING CHARATERISTICS:

This position is a senior level technical position that will serve in a lead status over the Human Resources Department. It is to perform the specialized duties of absence management as well as serves as back up support to the Personnel Specialists, or other staff members within the Human Resources Department as needed.

Under the direction of the Assistant Superintendent of Human Resources or designee.

ESSENTIAL DUTIES:

The duties listed below are just the essential duties of this class. The omission of specific statements of duties does not exclude any related duty from the position, as long as the assigned work is similar in course and scope to this class concept. Furthermore, more general duties may be reasonably extrapolated from any specific duty statement listed below.

Provide technical assistance to Human Resources management regarding assigned functions; assist in the formulation and development of policies, procedures and programs; assist in the preparation, administration and monitoring of the absence management system.

Revises and implements office procedures to assure accurate and timely employee attendance tracking and reporting activity.

Manages district attendance database, responsible for entering and revising data in the district attendance database, generates information and reports as requested according to established timelines. Assists auditors in retrieving appropriate data as required.

Serves as initial contact for employee absences, leave request, and workers compensation claims. Verifies absences with employees as necessary and sends related correspondence as necessary to remain compliant with state and federal laws.

Maintains confidentiality of sensitive information; ensures compliance with HIPAA.

Administers workers compensation program to ensure compliance with all applicable federal, state, local laws, collective bargaining agreements, Personnel Commission Rules and Regulations, and Board Policy.

Acts as a liaison between employer, employee, and payroll department for the purposes of determining leave eligibility under state and federal laws, providing docking notices to avoid overpayment, providing proactive communication with employees and payroll, and following organizational policies; obtaining medical certification and following state and federal requirements for documentation and leave tracking.

Makes and receives phone calls and notes regarding employee absences. Receives and relays messages to supervisor and individual employees as necessary.

Updates employee and substitute information in the absence management system ensuring all information is current and accurate.

Prepares and maintains a variety of lists, records, and reports regarding employee attendance including leaves of absence.

Refers serious attendance issues according to established procedures. Assists in identifying and resolving problems of employees with frequent absenteeism with the Assistant Superintendent of Human Resources or designee.

Assists in the preparation of internal reports to assist Human Resources with monitoring activities of employee attendance and leaves usage.

Coordinate information, communications and resources to assure smooth and efficient human resources operations; provide consultation to employees, supervisors, administrators and outside agencies regarding personnel policies, procedures, laws, codes, rules, regulations and the administration of classified human resources programs; communicate with District administrators, bargaining unit representatives, personnel and outside organizations as directed to coordinate activities and programs, resolve issues and conflicts and exchange information.

Coordinate and participate in a variety of complex and professional human resources functions in the recruitment, selection, employment, classification, compensation, and processing of employees; maintain current knowledge of and assure compliance with laws, rules and regulations related to personnel activities.

Prepare formal notices to employees regarding personnel transactions, communications, correspondences, and oral and written presentations; compose a variety of correspondence including, communications, forms, letters, memoranda, contracts, special projects, legal documents, and other materials.

Input a variety of personnel data into an assigned computer system; maintain automated personnel records and files; generate a variety of computerized lists and reports as requested; assure accuracy of input and output data.

Participate in and coordinate the preparation and maintenance of a variety of narrative and statistical reports, records, lists and files related to assigned activities.

Participate in and conducts meetings, trainings, workshops, and seminars as assigned for the purpose of conveying and/or gathering information to perform job functions and to stay abreast of changes in the law.

Train and provide work direction, guidance, and assignments to assigned personnel, including training, distributing/prioritizing/reviewing work.

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

EDUCATION AND EXPERIENCE:

• Graduation from an accredited college or university with a Bachelor's degree in human resources, risk management, business administration, public administration or a related field.
• Three (3) years of experience in human resources, risk management, or business administration.
• Any other combination of education, training, and experience which demonstrates that the applicant is likely to possess the required skills, knowledge, or abilities, may be considered.

SKILLS are required to perform multiple, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: planning and managing projects; preparing and maintaining accurate records; operating standard office equipment; webpages; utilizing pertinent software applications; and monitoring the absence management system.

KNOWLEDGE is required to perform algebra and/or geometry; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: personnel practices applied within a school district environment; system rules and regulations; principles, techniques and methods of employee recruitment, credentialing, selection, classification, compensation and processing; contract language, codes, regulations & laws related to job functions; bargaining unit contracts and salary schedules; and district organization, operations, policies, and objectives.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: interpreting contract language and merit codes; maintaining confidentiality; establishing and maintaining effective working relationships; communicating with diverse groups; working with detailed information and frequent interruptions; interpreting, applying, and explaining rules, regulations, policies, and procedures; determining appropriate action within clearly defined guidelines; and adapting to changing priorities.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; managing a department; directing the use of budgeted funds within a work unit. Utilization of resources from other work units may be required to perform the job's functions. There is some opportunity to impact the organization's services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.

Required Testing - Certificates and Licenses

Pre-Employment Job-Related Proficiency Test

Continuing Educ. / Training - Clearances

Mandated Reporter Training - Criminal Background CheckPre-Employment Fingerprinting and