This is supervisory and technical hiring services support work in the City's Office of Human Resources. Employees in this class supervise and participate in the performance of administration, and scoring of exams, certifications and management of eligibility lists, and transactions. Significant aspects of the work include ensuring conformance to relevant departmental standards and civil service rules and regulations, and training and evaluating the work of subordinate staff to assure accuracy and appropriateness. These employees are also responsible for training other support staff throughout the department in performing hiring support work. Work is performed under the supervision of an administrative superior.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
1. The positions in this class must supervise a staff of subordinate hiring services administrative staff engaged in the provision of hiring services support in the Office of Human Resources.
2. The positions must train lower-level staff in the scoring of examinations, or certification and management of eligible lists
3. Only one position will be allocated to each assignment in the Office of Human Resources.
TYPICAL EXAMPLES OF WORK: (ILLUSTRATIVE ONLY)
All Assignments
Plans, assigns, schedules, and reviews the work of a staff engaged in hiring services support functions; trains staff in performing hiring services support work; provide training for hiring teams when necessary; trains subordinates in Office of Human Resources policies and procedures and Civil Service Regulations and ensures work is performed in accordance with such; assigns and prioritizes work to ensure target dates are met; reviews work of subordinates for accuracy and instruct on corrective measures when necessary; rates performance of subordinates and complete performance review reports.
Perform related work as required.
Test Scoring Assignment:
Assign test scoring work to subordinates; ensure that all records and documentation are accounted for and that confidentiality and security of exam materials are not compromised; score candidates based on minimum training and experience standards; perform test scoring work and establish civil service eligible list; ensure test scoring is performed expeditiously and meets target dates; review work of staff to ensure accuracy; perform seniority checks; prepare supplemental lists to rectify data errors or resolve appeals.
Maintain and prepare weekly reports for Hiring Services Managers' review on the status of assignments being performed by team members; ensure master records on exam announcements are maintained accurately; notify Hiring Services Manager of discrepancies; ensure documentation submitted by team members for test scoring is completed appropriately.
Certification Assignment:
Maintains a portfolio of assigned lists for certification of eligible candidates for hire by client departments; supervise lower-level staff responsible for list management; ensures candidates are referred in accordance with Civil Service Regulations; ensures that certification work is performed in accordance with departmental policies/procedures and regulations; maintains contact with client departments in order to meet hiring needs; notify Hiring Services Manager when list is nearing exhaustion.
Transactions Assignment:
Plans, assigns, reviews and participates in processing transactions performed by subordinate clerical staff; ensures transactions are processed in accordance with Civil Service regulations and other laws and city policies; supervises staff and provides training and technical direction on work activities; provides technical direction to departmental human resources staff on submitting transactions effectively in the electronic information system; maintains paper documentation in accordance with records retention policies and maintains integrity of electronic records of transactions; directs the employment verification activities for employees; supervises staff with responsibility for duplicating services and office supplies functions; may participate in special projects or in providing transactions procedures to develop information systems; makes recommendations on transaction processes to improve services.
KNOWLEDGE OF:
· English grammar, spelling and oral communication
· Basic arithmetic functions - addition, subtraction, multiplication and division
· Civil Service placement and selection processes used in municipal government
· Current personnel record keeping practices and techniques utilized by the City of Philadelphia municipal government
· Civil Service rules and regulations related to processing applications, test administration, maintenance of eligible lists, certifications, transactions and appointments
· Operational rules and procedures that apply to test scoring, or certification and placement processing in the City of Philadelphia municipal government related to the area of assignment
· Standard computer software packages used for word processing, spreadsheet, and database management
· Office of Human Resources-specific information systems.
ABILITY TO:
· Supervise subordinate staff engaged in hiring services support work
· Adapt to changing priorities
· Compose simple correspondence or other written reports
· Recommend solutions to routine problems
· Score civil service examinations for the Test Scoring assignment.
· Manage civil service eligible lists and perform scoring or certification procedures if required by assignment
· Interpret and apply civil service rules and regulations relevant to assignment areas
· Monitor the work of support staff to ensure deadlines are met
· Identify training needs of subordinate staff
· Train others in all aspects of hiring services support procedures, particularly in list certification, transactions or test scoring
· Analyze and interpret routine information
· Contact others to obtain information
· Respond effectively in writing to inquiries and requests
· Establish and maintain effective working relationships with associates and departmental representatives
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience requirements that 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 1/25.)
EDUCATION:
Education equivalent to the completion of the twelfth school grade.
GENERAL EXPERIENCE:
Two years of clerical experience with primary responsibility for providing hiring support services, which has included test scoring, transactions or certification.
SPECIFIC EXPERIENCE:
Two years of experience as a Hiring Assistant 2 or as a Clerical Supervisor 2 or one year as an Administrative Technician, performing hiring support services proficiently in an area of assignment which may include test scoring, transactions or list management and certification in the Office of Human Resources.
NOTE: Selective Factor Certification may be utilized, as needed, to fill specific positions. In accordance with Civil Service Regulation 11.032 - Selective Factor Certification the appointing authority may request certification of eligible candidates with the specified experience to fill specific positions in this class. Certification to fill such position will be made from the two highest ranking eligible candidates on the eligible list who possess the specified qualification.
PHYSICAL AND MEDICAL REQUIREMENTS:
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
CSC - 5/99
Spec Revision:
Ad. Board - 1/04
Spec Revision:
CSC - 07/18
Ad. Board - 08/18
Spec Revision:
CSC 10/18
Ad. Board 12/18
Latest Spec Revision:
CSC 12/24
Ad. Board 1/25
JL