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2003/05/13 City Council ResolutionRESOLUTION NO. 2003 - 113 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK AUTHORIZING A NAME CHANGE FOR A CITY DEPARTMENT WHEREAS, the City endeavors to keep up -to -date with modern business practices; and WHEREAS, the people or employees of an organization represent an important asset and resource to an organization; and WHEREAS, the term HRM or Human Resources Management has become commonly used in the business and private sector; and NOW, THEREFORE, BE IT RESOLVED by the Rohnert Park City Council that the Personnel Department shall be renamed the Human Resources Department and related job descriptions (attached), policies, procedures and forms will reflect this change. DULY AND REGULARLY ADOPTED this 13th day of May, 2003. CITY OF ATTEST: NERT PARK City of Rohnert Park HUMAN RESOURCES MANAGER DEFINITION Administers, supervises, and coordinates the City's human resources program; researches and implements special projects related to human resources operations; performs related duties as required. DISTINGUISHING CHARACTERISTICS The Human Resources Manager is a single position class charged with the administra- tion and coordination of the day -to -day operation of the City's human resources related programs. The incumbent is expected to work independently and to posses a wide range of knowledge regarding issues relating to human resources. The Human Resources Manager class is distinguished from the Human Resources Assistant by having overall program responsibility rather than specific project assignments. SUPERVISION RECEIVED/EXERCISED General direction is provided by the City Manager. Supervisory responsibilities include the direct supervision of a Human Resources Assistant and other support staff. ESSENTIAL DUTIES Administers, plans, and supervises the daily operations of the City's human resources program; advises employees and department managers on a variety of human resources and employee relations matters; conducts research into and makes recommendations re- garding personnel policies and procedures; provides technical and professional information and guidance on personnel actions including disciplinary actions up to and including ter- mination; oversees the recruitment and selection of City employees; administers and coor- dinates the City's Workers' Compensation, retirement, and other benefit programs; effec- tively mediates and resolves conflicts between employees and /or supervisors; oversees the maintenance and retention of personnel files; oversees the administration of the employee performance evaluation process; prepares and ensures proper distribution of notices for recruitment announcements for vacant positions; ensures proper completion of employ- ment and testing processes; conducts or oversees the conducting of orientation programs for new employees, including explanations of City benefits and human resources policies; researches salary and benefit data and makes recommendations for employer - employee negotiations; updates and maintains the City's classification plan; responds to a variety of requests for human resources policy and program information; represents the City's hu- man resources program with community groups and other governmental agencies as delegated; supervises, trains, and evaluates staff involved in human resources activities; gathers and complies information for a variety of reports and records. Page 2 of 2 pages QUALIFICATIONS Experience /Education Sufficient experience and education to successfully perform the duties of the Human Re- sources Manager. A typical way of obtaining the required qualifications is to possess the equivalent of a Bachelor's degree in Business or Public Administration or a closely related field from an accredited college or university and three years of increasingly responsible experience administering a personnel program(s). Knowledge /Skill/Ability Knowledge of the City's personnel policies, rules, and regulations; laws, rules, and regula- tions affecting personnel administration and employment procedures; principles of public administration; procedures and issues involved in administering Workers' Compensation, public retirement, and benefit programs; principles of supervision; methods and research techniques needed to prepare comprehensive reports and formulate recommendations; principles of collective bargaining in the public sector and employer - employee relation. Ability to oversee and manage a City personnel program with minimal guidance and su- pervision; interpret and apply a variety of human resources rules, laws, and policies; de- velop recommendations for human resources rules and policies; perform a variety of hu- man resources research and analysis assignments; prepare comprehensive and concise re- ports using application software; make effective public speaking presentations; tactfully and courteously represent the human resources program(s) to employees, management, boards, community groups, and other governmental agencies; establish and maintain co- operative working relationships. Working Conditions Position requires a variety of sitting and walking with some reaching, twisting, turning, kneeling, and stooping in the performance of daily activities. The position also requires grasping, hand movement, and fine coordination in preparing correspondence and reports using a computer key board. Additionally, the position requires vision sufficient to read correspondence, reports, applications, statistical information and on a computer; hearing is required when communicating by phone and in person. LICENSE /CERTIFICATE Possession of a Class C California driver's license by date of appointment. 4/22/97 Revised 5/13/04 City of Rohnert Park HUMAN RESOURCES ASSISTANT DEFINITION Assists in the day -to -day activities of the City's human resources program including bene- fit management, recruitment, and coordination of Workers' Compensation claims; pro- vides administrative support to the Human Resources Manager; performs other duties as required. DISTINGUISHING CHARACTERISTICS The Human Resources Assistant provides assistance to the Human Resources Manager in a variety of activities involved in the administration of the City Human Resources Pro- gram. Incumbents may work independently in the completion of assigned tasks and are expected to exercise considerable judgment in working within the scope of their authority. SUPERVISION RECEIVED /EXERCISED General supervision is provided by the Human Resources Manager. Incumbents may pro- vide lead supervision to administrative support staff. ESSENTIAL DUTIES Prepares and distributes recruitment related materials such as job announcements and re- cruitment advertisements; reviews employment applications to determine qualifications; plans, schedules, and administers a variety of selection tests including applicant screening, written examinations, and interview panels; conducts or coordinates a variety of processes related to employment including reference and driver's license checks, polygraphs, psy- chological testing, fingerprinting, and background investigations making recommendations to the hiring authority based on the findings; completes and processes workers' compensa- tion reports in a timely fashion; acts as liaison with workers' compensation carrier; con- ducts new employee orientations providing information regarding benefits and policies; enrolls employees in benefit programs and handles annual open - enrollment period activi- ties; processes COBRA- related forms and information; works closely with the payroll function regarding benefit programs; sorts and posts absence report forms daily recording absences and notifying payroll of any impact on employees' pay; maintains records and files; maintains notification system of pending employee performance reviews and notifies departments; prepares salary change documents and notifies payroll; tracks employee status regarding probationary periods and promotions; provides lead supervision and train- ing to human resources support staff; composes a variety of correspondence, reports, and minutes; takes minutes at meetings as assigned; opens, date stamps, and distributes incom- ing mail and correspondence; processes requests for training and coordinates training- related activities, including safety training; conducts research, and special projects as assigned; represents Human Resources at meetings as assigned; arranges for temporary workers as needed; establishes and maintains personnel files and records; may take and transcribe minutes for City Council and other City boards and commissions; operates of- fice equipment including a computer terminal. Page 2 of 3 pages QUALIFICATIONS Experience/Education Sufficient experience and education to successfully perform the duties of the Human Resources Assistant. A typical way of obtaining the required qualifications is to possess the equivalent of three years of increasingly responsible administrative assistance work experience which includes experience working directly with personnel related activities. Lty Knowledge of laws, rules, and regulations affecting the operation of personnel programs in the public sector; City human resources policies, rules, and regulations; techniques and methods for recruiting and testing in the public sector; basic workers' compensation law and procedural requirements as they relate to claims processing; benefit program admini- stration and requirements including COBRA mandates; basic knowledge of performance management systems; laws and regulations regarding the maintenance, retention, and re- lease of confidential records and information; basic understanding of the principles of pub- lic sector employer - employee relations in California; laws governing workplace safety is- sues; techniques and methodologies for conducting research and surveys; modern office procedures, equipment, and computer software applications; account and statistical record keeping; mathematics; correct English usage, spelling, grammar, and punctuation. Ability to oversee a variety of activities related to personnel functions; meet deadlines while han- dling multiple tasks; communicate effectively both orally and in writing; interpret and ap- ply a variety of personnel rules, laws, and policies with good judgment; take responsibility and exercise good judgment in recognizing scope of authority; maintain a variety of hu- man resources records and files in compliance with laws and regulations; prepare clear, concise, and accurate records, reports, and meeting minutes; conduct research and de- velop recommendations on a variety of subjects as assigned; review applications, forms, tests and other documents to ascertain completeness and accuracy of information; provide lead supervision and training to assigned staff; maintain good public relations with people contacted during work assignments; establish and maintain cooperative working relation- ships. Skill to type at a minimum rate of 50 words per minute from clear, legible copy; take accurate minutes at meeting. Working Conditions Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneel- ing, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in the prepara- tion of correspondence, minutes, reports, and forms using a computer key board. Addi- tionally, the position requires near vision in reading applications, tests, correspondence, and reports, and using the computer. Acute hearing is required when providing phone and counter service and taking minutes at meetings. The need to lift, drag, and push files and drag, and push files and computer reports weighing up to 25 pounds also is required. The incumbent works in an environment of frequent interruption and around multiple ringing phones and loud office equipment. Page 3 of 3 pages LICENSE /CERTIFICATE Possession of a Class C California driver's license by date of appointment. 4/22/97 Revised 5/13/04