CITY OF PHILADELPHIA PERSONNEL DEPARTMENT

2H30
PERSONNEL SUPPORT SERVICES SUPERVISOR

Specialties
( FISCAL TRANSACTIONS SPECIALTY ) ( EMPLOYEE TRANSACTIONS SPECIALTY ) (CUSTOMER SERVICES SPECIALTY )

GENERAL DEFINITION

This is supervisory level paraprofessional work providing support services in the city's Personnel Department. The employee in the Fiscal Transactions specialty directs a variety of support activities that include payroll preparation, accounts payable and budget monitoring. The employee in the Employee Transactions specialty has responsibility for a group of advanced level clerks engaged in reviewing, approving and recording a wide variety of employee status changes on a city-wide basis. The employee in the Customer Services specialty plans, develops and implements a customer service program, directs the operation of the City's employment applications center and serves as the customer service liaison between the public and hiring process management, shared services and the Personnel Director. Interpreting and applying civil service regulations and enforcing compliance with city-wide procedures is a significant aspect of the 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.)

The work must be performed in the City's Central Personnel Agency.
A position in this class must supervise one of the above mentioned specialties.
Only one position may be allocated to a specialty.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

ALL SPECIALTIES

Plans, assigns, schedules, and reviews the work of a staff of employees in the assigned specialty; oversees accurate functioning of the specialized work unit; maintains efficiency and productivity of transactions and functions of work unit.
Interprets civil service regulations pertinent to the area of specialization; trains subordinates in rules, procedures, and civil service regulations specific to the area of specialization; ensures that all records and documentation are accurately maintained and adhere to civil service regulations.
Provides information to personnel assistants and specialists and departmental managers; prepares a variety of status reports.
Performs related work as required.

FISCAL TRANSACTIONS SPECIALTY

Supervises the preparation of the payroll of permanent and temporary departmental staff; works with representatives of the City Controller and Finance Director to resolve payroll and leave usage discrepancies; prepares a variety of reports concerning employee leave and compensation.
Initiates and coordinates preparation of professional and personal service contracts. Identifies required information to establish a contract request in the Automated Contract Information System (ACIS). Monitors the contract preparation process and works with the departments of Law and Finance, vendors, and the requestor to ensure timely contract conformance. Reviews invoices against contract milestones and ensures that services were satisfactorily received by the requestor before processing payments. Advises supervisor of status of contract encumbrances to ensure that contract limits are not exceeded or underutilized.
Maintains departmental petty cash fund; reviews requests for reimbursement of expenses incurred by consultants for conformance with City policy. Advises consultants and/or internal staff of problem transactions and suggests a resolution. Processes payments when appropriate.
Assists in the provision of a variety of administrative services, including procurement of goods and services preparation of the annual departmental budget and monthly preparation of budget monitoring reports.
Maintains the department's revolving training fund; arranges for transfer of funds from other departments who are participating in Personnel Department sponsored training courses. Reviews fund balance to ensure payments can be promptly made. Resolves problems by working with other agency financial representatives, human resource managers and Finance Department staff.

EMPLOYEE TRANSACTIONS SPECIALTY

Plans, assigns and reviews the work of a staff of clerical employees responsible for reviewing, approving and recording a wide variety of employee status changes, ensuring compliance with applicable labor agreements, personnel policies and regulations, and updating the city-wide human resources database. Oversees the receipt and filing of city-wide employee transaction documents, ensuring that legally required documents are submitted before a transaction is processed. Reviews error reports from the computer system and spot checks documents to ensure proper maintenance of the electronic and manual files. Maintains confidentiality of employee records.
Trains new employees in transaction review and maintenance of the database. Provides training to other agency personnel specialists and clerks in transaction processing and the application of regulations, policies and procedures.
Confers with supervisors, other Personnel Department units, Finance Department staff and other agency personnel specialists and clerks to resolve problems with missing data, authorization to hire, eligible lists, processing deadlines and unique employee circumstances.
Prepares a variety of reports to comply with labor agreements and State law. Reports are prepared manually or by retrieving data from the computerized records using a programming language.
Reviews procedures periodically and recommends changes to streamline the work, increase accuracy and implement new processes.
Testifies in legal proceedings regarding employee data.

CUSTOMER SERVICES SPECIALTY

Plans, develops and implements a customer service program; develops and implements a plan to enhance customer satisfaction through regular customer feedback; ensures timely and effective responses to customer inquiries and for the timely processing of employment applications.
Confers with departmental hiring team managers to develop strategies to respond to customer requests, enhance customer service awareness and satisfaction and develop opinion surveys to increase awareness of customer needs and perceptions; develops procedures for information exchange within the department; communicates feedback from customers to departmental managers and maintains data concerning customer service performance.
Manages and staffs the applications center and reception desk; serves as the initial point of contact for all unscheduled calls and visits from individuals seeking information on city personnel policies, procedures and processes; accepts, collates and screens employment applications for completeness; facilitates clear, consistent, accurate and appropriate responses to information requests from individuals.
Receives requests for a variety of personnel information; retrieves data from computerized records; maintains confidentiality of employee data.
Schedules conference rooms for use by city departments.
Coordinates the test review process.

REQUIRED KNOWLEDGES, SKILLS AND ABILITIES

KNOWLEDGE OF:

ALL SPECIALTIES

civil service rules and regulations, and departmental procedures relevant to the area of specialization
the standard principles, practices, methods, and techniques of public personnel administration relevant to the area of specialization
computer resources and processing procedures relevant to the area of specialization

FISCAL TRANSACTIONS SPECIALTY

payroll preparation and processing
operating budget preparation and monitoring
contract preparation and administration
financial transactions processing and recordkeeping

EMPLOYEE TRANSACTIONS SPECIALTY

the Personnel Department's database, including file structure, data entry methods, data processing hierarchy, and data retrieval capabilities
the non-procedural language used to access information from the personnel data base
standard methods and techniques of database management
the current personnel record keeping practices and techniques utilized by the City of Philadelphia
the current developments of personnel work particularly as they apply to forms and methods used to process personnel transactions
governmental regulations affecting maintenance of employee records and dissemination of information concerning employees

CUSTOMER SERVICES SPECIALTY

the current personnel policies, practices, procedures and techniques used by the City of Philadelphia in regard to customer service, applications, eligibility, test review and hiring.
the Personnel Department's database, including file structure, data entry and data retrieval methods and techniques.
Interviewing methods and techniques.
governmental regulations affecting maintenance of employee records and dissemination of information concerning employees

ABILITY TO:

ALL SPECIALTIES

define and implement procedures to accomplish work
analyze facts and make sound decisions where several courses of action are present
interpret and apply civil service rules and regulations relevant to area of specialization consistently and correctly
plan, coordinate, and direct the activities of a staff engaged in the activities relevant to the area of specialization
learn, use, and train subordinates in the use of computer applications and data processing relevant to the area of specialization
express ideas both orally and in writing
establish and maintain effective work relationships with associates and departmental representatives

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 1/02.)

EDUCATION

Education equivalent to the completion of the twelfth school grade.

AND

GENERAL EXPERIENCE

ALL SPECIALTIES

Two years of clerical experience

AND

SPECIFIC EXPERIENCE

FISCAL TRANSACTIONS SPECIALTY

Two years of advanced level clerical experience performing a variety of departmental services in support of a city-wide personnel program.

EMPLOYEE TRANSACTIONS SPECIALTY

Two years of advanced level clerical experience entering, verifying, and correcting personnel data for the City's centralized computerized personnel data systems, and processing complex personnel transactions in the City's Central Personnel Agency.

CUSTOMER SERVICES SPECIALTY

Two years of paraprofessional work performing a variety of administrative and technical personnel activities which has included providing services to the public for employment information and job opportunities

ALL SPECIALTIES

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: EP12
Class Established: 1B67 - 2/84
1B77 - 5/92
1D49 - 4/84

Class Revised and Consolidated:
CSC: 3/94, Ad Board: 4/94

Class Revised and Specialty Added:
CSC: 7/94, Ad Board: 8/94

Latest Spec. Revision:
CSC: 12/01, Ad Board: 1/02

SK/sb

END OF JOB CLASS SPECIFICATION - 2H30

2H30PERSONNEL SUPPORT SERVICES SUPERVISOR

2H30
PERSONNEL SUPPORT SERVICES SUPERVISOR