GENERAL DEFINITION

This is specialized clerical work at the full performance level in the central personnel agency performing work in support of one of the operating functions of the department. Employees in this class are responsible for completing a variety of transactions and providing services on a City-wide basis.

Work may include providing guidance to lower level clerks. Familiarity with pertinent Civil Service regulations and automated system requirements is of major significance to the work. Employees may be required to rotate between assignments and sections of the department. Work is performed under the supervision of a technical supervisor.

ALLOCATING FACTORS:
(The following conditions must be met for a position to be approved for this class.)

• The position must perform specialized clerical work in support of one of the operating functions in the City's central personnel agency.
• The position must perform specialized clerical work at the full performance level.
• The position must provide specialized clerical services on a City-wide basis.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

For the Transaction Processing Function

• Reviews a large volume of personnel transaction source documents for accuracy, completeness and/or proper coding prior to entry into computerized files; searches employee history files to verify data on source documents; contacts departmental personnel representatives as required to clarify information provided; ensures that personnel transactions are processed in accordance with Civil Service rules and regulations; interprets Civil Service regulations for lower level transactions processors as required.
• Researches manual and computerized employee records to determine sources of inaccuracies found; computes increment and longevity dates as required; notifies departmental personnel representatives of discrepancies found; receives and reviews increment and longevity printouts for all City agencies; verifies data via computer terminal; completes increment and longevity coding forms; batch enters data required to update employee files; generates computer printout to ascertain accuracy of data entered; makes necessary corrections to file.

For the Test Scoring Function

• Receives test answer sheets, a keyed test booklet, and other related test data for each assigned examination; obtains, from examination analysts, a pass point for assigned tests; enters answer key into computerized systems; scans answer sheets using an optical scanning device to create computer file on response data; converts raw score to standard score after pass point determination; ensures test scoring work is performed in accordance with City civil service rules and regulations.
• Checks and updates seniority and performance evaluation status of test candidates into computerized system to be incorporated into the candidates' final score; awards veterans' preference to candidates for prior United States military service and enters this into computerized system as part of candidates' final score; calculates final averages for candidates using computerized system; computes scores of candidates rated by methods other than those using the scannable answer sheet; ensures ratings are scored accurately; enters such scores into the computerized system.
• Generates ranked eligible lists of passing candidates using computerized system; changes passing candidates status to Eligible for Referral; prints eligible lists; identifies candidates that failed, did not report for exam, were disqualified, were examined-in-error, or did not complete the test; generates and prints a resultant failure list, using the computerized system; submits list to superior for review; distributes approved lists and other relevant test materials to the appropriate departmental units; prints notice of results for all test takers.
• Enters applications from City civil service tests into computerized system; checks test paperwork for accuracy, appropriateness and comprehensiveness, as assigned.
• Meets with testing candidates after the establishment of eligible lists to review test results and explain testing information to candidates.
• Provides guidance and assists in the training of lower level clerical personnel.

For the Benefits Function

• Reviews a large volume of forms submitted by employees, ex-employees, employee dependents and beneficiaries, and departmental officials to verify status and to determine eligibility to receive benefits.
• Processes a large volume of transactions concerning enrollment, changes in status or beneficiary, and cancellation for a variety of benefits programs, such as medical, dental, prescription, optical, COBRA and the flexible benefits program; notifies providers of new enrollments and changes in status; contacts providers to resolve problems; maintains data on employee, beneficiaries, dependents, and their coverage; accesses data and prepares and distributes reports.
• Interviews employees and their beneficiaries and dependents; explains coverage and costs to employees; distributes forms and information to employees and their beneficiaries and dependents.
• Receives checks from COBRA participants; records receipt of check in data base; monitors status of COBRA accounts; notifies participants of account cancellation if account is determined to be delinquent.
• Provides guidance to Personnel Representatives to assure that they obtain the appropriate forms and supporting documentation as required.
• Prepares correspondence to carriers and plan participants.

All Functions

• Responds to request from departmental personnel representatives for information related to the function.
• Provides guidance and assists in the training of lower level clerical personnel.
• May rotate between assignments.
• Performs related work as required.

REQUIRED KNOWLEDGES, SKILLS AND ABILITIES

KNOWLEDGE OF:

• Civil Service rules and regulations pertaining to the assigned function.
• central personnel agency procedures and routines related to the clerical operation within the assigned function.
• the utilization of a computerized personnel data base utilized by a large municipality including data entry methods and data retrieval capabilities as applied to the clerical operation within the assigned function.
• standard computer software packages used for word processing, spreadsheets and data base management.

ABILITY TO:

• apply Civil Service rules and regulations, specific to personnel transactions, consistently and correctly.
• enter, retrieve and utilize data on computer terminals.
• use personal computers and software.
• make simple arithmetic calculations.
• interpret Civil Service rules and regulations to lower level staff.
• establish and maintain effective working relationships with associates, departmental personnel representatives and the general public.

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE

(The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 1/1995.)

EDUCATION:

• Equivalent to the twelfth school grade.

AND
GENERAL EXPERIENCE:


• Two years of clerical experience performing various work assignments pertaining to the assigned function.

AND
SPECIFIC EXPERIENCE:


• One year of clerical experience processing complex assignments within the assigned function.

Or any equivalent combination of education and experience determined to be acceptable by the Personnel Department that has included the specific experience described above.

PHYSICAL AND MEDICAL REQUIREMENTS

• Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

PAY RANGE: 9
Class Established: 4/1988

Spec. Revision:
  CSC: 12/1994 ; Ad Board: 1/1995

Latest Spec. Revision:
  CSC: 5/1997 ; Ad Board: 6/1997

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