1. Attendance

CIVIL SERVICE BOARD

AGENDA Zoom Special Civil Service Meeting

Thursday, December 16, 2021 12:00pm

2. Minutes: Approval of September 2, 2021 minutes

3. General Public: Comments and Questions

4. New Business:

Request to advertise, test and recruit for the following:

• Admin Series I, II and III-we have exhausted 1/3 of the current list. Request to advertise, test and recruit.

• Administrative Land Use/Development Clerk - request to advertise, test and recruit. • Health Assistant provisional expired-Request to advertise, test and recruit for position.

Establish dates for civil service meetings for 2022.

Vote for Chair for 2022.

Adjournment.

Civil Service Board Special Meeting

Present:

CIVIL SERVICE BOARD

MINUTES from ZOOM MEETING September 2, 2021

Ann Langley, Chair Barbara Skibiski Michelle Wigzell Alice Ferreira

Also present: Mary Ann Meier, HR Manager; Tom McCarthy, Director of HR, George Estrada, Director of PW; Dmitri Paris, Superintendent of Parks; Kathy McGannon, Chief Administrative Officer; Vicki Tesoro, First Selectman; and Richard Infante, Director of Operations

Meeting was called to order at 12:06 pm by Ann Langley.

MOTION by Michele Wigzell, seconded by Barbara Skibiski to accept minutes of June 9, 2021. VOTE: 3-0 Motion passed

MOTION by Michele Wigzell, seconded by Barbara Skibiski to approve the eligibility list for the Admin Support Series I, II, & III. VOTE 3-0 Motion passed

MOTION by Michele Wigzell, seconded by Barbara Skibiski to advertise, test and recruit for a Maintainer II position as non-competitive, entry level. VOTE 3-0 Motion passed

MOTION by Michele Wigzell, seconded by Barbara Skibiski to advertise, test and recruit for a Sr. Grade Operator. The testing will consist of weights at 70% practical and 30% experience and training. VOTE 3-0 Motion passed

MOTION by Michele Wigzell, seconded by Barbara Skibiski to advertise, test and recruit for an Assistant Superintendent of Parks/Recreation Supervisor at 100% experience and training. HR/Civil Service will rank the top 5 candidates and then forward to names to the hiring authority. VOTE 3-0 Motion passed

MOTION by Michele Wigzell, seconded by Barbara Skibiski to advertise, test and recruit for a Highway Supervisor, Maintainer III, Maintainer IV and Park Leadman positions as a promotional. The testing will consist of 45% experience and training, 45% employee performance history and 10% longevity. VOTE 3-0 Motion passed

At 12:53 pm First Selectman, Vicki Tesoro, administered the oath of office to Alice Ferreira to serve on the civil service board. Swearing in concluded at 12:54 pm.

MOTION by Michele Wigzell, seconded by Barbara Skibiski to advertise, test and recruit for a Jr. Grade Operator as a practical test weighted at 60%, experience and training at 30% and employee performance history at 10%. VOTE 4-0 Motion passed

MOTION by Michele Wigzell, seconded by Barbara Skibiski to advertise, test and recruit for a Parks Tradesman with experience and training at 70%, employee performance history at 20% and longevity at 10%. VOTE 4-0 Motion passed

Town of Trumbull

Title: Administrative Support I "' Wage Grade: DD

Position Definition: Perfonns a wide variety of general clerical and/or account keeping functions encompassing a range of diverse but routine functions including basic processing, reception, filing, record keeping, bookkeeping, data entry, and typing with speed and accuracy.

Department: As Assigned

General Statement of Duties: Types a variety of fonns, cards, labels, envelopes, routine memos, requisitions, accounting and financial statements, etc. and proofreads materials. Prepares agendas, takes and transcribes meeting minutes. May attend meetings, depending on assignment, as clerk to various boards and commissions. Sets up and maintains records and files according to established procedures and searches files for infonnation. Compiles infonnation from standard sources and prepares reports. Answers phone, relays calls and takes messages. Receives and directs visitors. Handles routine requests for infonnation or assistance over the telephone or in person (counter, reception or infonnation desk). Obtains infonnation, assists with applications, and prepares and processes pennits or licenses after assuring that all requirements are met. Copies and collates materials. Prepares routine fonns and correspondence. Receives sorts and distributes mail. Perfonns a variety of basic and repetitive processing tasks, e.g. sorts, numbers, codes and files materials, reviews materials for accuracy and completeness, makes changes per instructions or as authorized, verifies infonnation through cross-referencing of existing computer and/or manual files or inquiries by phone or fonn letter to senders or other departments. Assists in or maintains inventory and orders supplies. In a library. registers borrowers and charges, discharges books; maintains circulation and attendance records; prepares and mails overdue notices. Operates various office machines, including but not limited to calculators, copiers, faxes and personal computers. Enters and retrieves data from automated financial, department specific and HRIS systems. Prepares department payroll. Perfonns related duties as required.

Additional Duties: Operates various office machines, including, but not limited to calculators, copiers, faxes and personal computers. Enters information and retrieves data from MUNIS financial and/or HR systems. Performs related duties as required.

Supervised By: Works under the supervision of a department head and/or designee.

Qualifications Profile: The skills and knowledge required would generally be acquired with a High School Graduate or GED and three (3) years of responsible office experience using word processing or performing account keeping tasks. Good knowledge of office tenninology, procedures and equipment; good knowledge of business arithmetic and English. Some knowledge of elementary bookkeeping. Ability to maintain complex clerical records and prepare reports from such records. Ability to make minor decisions in accordance with laws, ordinances, regulations and established policies. Ability to perform basic clerical tasks such as coding, sorting, alphabetizing and numeric ordering. Ability to follow oral and written instructions and to communicate effectively orally and in writing. Ability to organize and file documents. Ability to operate office equipment. Ability to utilize various office automation software, including word processing systems, spreadsheets and database management programs, department specific software and automated HR.IS or financial systems; Ability to type from clear copy or rough draft, using a word processor, with speed and accuracy; ability to deal effectively with others, including the general public and co-workers.

Note: The above tasks and responsibilities are illustrative only. The description does not include every task or responsibility. *Replaces fonner Job titles: Records Clerk; Circ/Tech Services Assistant; Traffic Clerk; Cashier Clerk, all Clerks.

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Town of Trumbull

Title: Administrative Support II* Wage Grade: E

Position Definition: This class is distinguished from the class of Administrative Support I by the more difficult or varied assignments.

Department: As Assigned

General Duties: Performs varied and difficult/complex clerical and/or sub-professional accounting tasks. Responds to questions from the public concerning a number of different services or provides explanations to semi-technical regulations in a specialized field. Supervises the collection and compilation of complex statistical data from a variety of source materials. Supervises or personally prepares payroll, budget records, vouchers, requisitions and other data. Schedules and assigns tasks to subordinate clerks and reviews their work for accuracy and completeness. Trains subordinate staff in office policies and procedures including department specific software. Establishes complex cross reference files and file categories. Supervises the maintenance of revenue and appropriation ledgers and prepares periodic and special financial reports, when required. Provide direct administrative support to supervisor/manager which may include maintaining calendars, proofreading, drafting correspondences of a various level of complexity. Maintain strict confidentiality depending on assignment. Includes all tasks outlined in the Adm. Sup. I job description.

Additional Duties: Operates various office machines, including, but not limited to calculators, copiers, faxes and personal computers. Enters information and retrieves data from MUNIS financial and/or HR systems. Performs related duties as required.

Supervised By: Receives general supervision from the Department Head or designee.

Qualifications Profile: The skills and knowledge required would generally be acquired with a High School Diploma or GED and three (3) years' experience performing moderately difficult administrative or account keeping tasks. Thorough knowledge of office terminology, procedures and equipment; thorough knowledge of business arithmetic and English. Thorough knowledge of the regulations and practices of the office to which assigned. Good knowledge of modem clerical account keeping practices. Some knowledge of professional accounting practices. Ability to follow complex oral and written directions and to prepare complex fiscal and other reports. Ability to make minor decisions in accordance with laws, ordinances, regulations and established policies. Ability to effectively communicate orally and in writing; ability to plan and supervise the work of others. Ability to utilize various office automation software, including word processing systems, spreadsheets and database management programs. Ability to deal effectively with others, including the public, and co-workers.

License or Certificate: Not Applicable.

Note: The above tasks and responsibilities are illustrative only. The description does not include every task or responsibility.

*Replaces former Job titles: Recreation Admin. Assist; Administrative Asst Library; Real Estate Tax Clerk; Motor Veh/Pers. Property Administrator, Administrative Assistant- DPW.

SH6

Town of Trumbull

Title: Administrative Support ID* Wage Grade: EE

Position Definition: This class is distinguished from the class of Administrative Support I and II and provides office manager type support to a department or division.

Department: As Assigned

General Duties: Perfonns varied and difficult/complex clerical and/or sub-professional accounting tasks Responds to questions from the public concerning a number of different services or provides explanations to semi-technical regulations in a specialized field. Supervises the collection and compilation of complex statistical data from a variety of source materials. Supervises or personally prepares payroll, budget records, vouchers, requisitions and other data. Schedules and assigns tasks to subordinate clerks and reviews their work for accuracy and completeness. Trains subordinate staff in office policies and procedures including department specific software. Establishes complex cross reference files and file categories. Supervises the maintenance of revenue and appropriation ledgers and prepares periodic and special financial reports, when required. Provide direct administrative support to supervisor/manager which may include maintaining calendars, proofreading, drafting correspondences of a various level of complexity. Provides a high level of support and acts independently within assigned parameters. Maintain strict confidentiality depending on assignment. Includes alt tasks outlined in the Adm. Sup. I and II job descriptions.

Additional Duties: Operates various office machines, including, but not limited to calculators, copiers, faxes and personal computers. Enters infonnation and retrieves data from MUNIS financial and/or HR systems. Performs related duties as required.

Supervised By: Receives general supervision from the Department Head or designee.

Qualifications Profile: The skills and knowledge required would generally be acquired with a High School Diploma or GED and three (3) years' experience perfonning moderately difficult administrative or account keeping tasks. Thorough knowledge of office terminology, procedures and equipment; thorough knowledge of business arithmetic and English. Thorough knowledge of the regulations and practices of the office to which assigned. Good knowledge of modem clerical account keeping practices. Some knowledge of professional accounting practices. Ability to follow complex oral and written directions and to prepare complex fiscal and other reports. Ability to make minor decisions in accordance with laws, ordinances, regulations and established policies. Ability to effectively communicate orally and in writing; ability to plan and supervise the work of others. Ability to utilize various office automation software, including word processing systems, spreadsheets and database management programs. Ability to deal effectively with others, including the public, and co-workers.

License or Certificate: Not Applicable.

Note: The above tasks and responsibilities are illustrative only. The description does not include every task or responsibility.

*Replaces former Job titles: Administrative Asst. Fire Marshal; Administrative Assistant Town Engineer; Administrative Assistant-Public Works Director; Administrative Assistant Counseling Center, Delinquent and Deferral Tax Clerk, Health department Administrative Asst.; Adm. Asst. HR; P&Z Admin Asst.

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Other Admin Series F to FF

ADMINISTRATIVE ASSISTANT-Building

PENSION/BUDGET ADMIN ASST-Finance

ADMINIST. DETECTIVE BUREAU-Police

ADMINISTRATIVE ASSISTANT- EMS

OFFICE MANAGER- Parks & Rec

OFFICE MANAGER-Public Works

Draft

Town of Trumbull

Administrative Land Use/Development Clerk

Position Definition:

Department: Planning and Zoning/ Economic Development

General Duties:

1. Ensures regulatory compliance with all public notice procedures, including but not limited to

those set forth in the Town Charter, Local Zoning Code, Municipal Code, State and Federal

Statutes. 2. Processes incoming applications for the Zoning Board of Appeals (ZBA), ensuring timeliness,

completeness and proper notification to abutters.

3. Directly contacts applicants for additional information, if needed

4. Records special permits, variances, subdivision maps, etc. on the land records

5. Drafts official decision letters required by ZBA

6. Creates and maintain processes for document management and archiving

7. May require basic interpretation of maps, site plans and GIS data

8. Schedules public hearings and special meetings

9. Mathematical ability for handling and recording cash and checks associated with application and

permit fees 10. Attends and keeps minutes of meetings (ZBA, ECDC, other) as required by department

(evenings) 11. Coordinates meeting locations with agendas and information for the public and Commissioners

12. Works with IT Department and newspaper company to advertise agendas and decisions

13. Greets public and answers basic regulatory questions relevant to zoning and development

14. Assists with integrating the department to Veoci/permitting software

15. Maintains various excel spreadsheets including the ECD business list

16. Assists ECD Director with events, grants, contracts and special projects

17. Answers phones, returns and transfers calls

18. Related filing and office tasks including invoice processing and supply ordering

19. Related work as assigned, including cross-training for occasional coverage of the Planning and

Zoning Land Use Clerk

Additional Duties:

Utilizes various equipment and software programs to produce documents. Enters information and

retrieves data from MUNIS Financial system. Performs related duties as required.

Supervised by: Receives general supervision from Land Use Planner and Economic and Community

Development Director.

Qualifications Profile: The position requires a minimum of a bachelor's degree and 6 months

experience working in a land use environment. Knowledge of Urban Planning, GIS, Land Use Law, Real

estate, Grant Writing and Administration and Economic Development is a plus. Computer literacy

including use of Microsoft Office is required. Ability to follow complex oral and written directions and to

prepare complex documents and reports is required. Ability to make minor decisions in accordance with

laws, ordinances, regulations and established policies, including but not limited to land use regulation.

Strong written and verbal communication skills required . Ability to deal effectively with the public, co­

workers and volunteers.

License or Certificate: CAZEO Administrative Certification a plus. Must be willing to obtain certification

within three years of being hired.

Note: The above tasks and responsibilities are illustrative only. The description does not include every

task or responsibility.

Town of Trumbull

Health Assistant

Department of Nursing

Promote a confidential and professional atmosphere within the Department of Nursing and within the School Health Offices while performing clerical and reception functions to ensure smooth operation of the Department and to support the provision of health services in schools.

General Statement of Duties:

• Complex clerical work including but not limited to: composing routine letters, email, typing department reports, confidential letters & meeting minutes, generate purchase orders/check requisitions & track department expenditures, data entry into student information system, maintain office equipment and supplies, digital and manual filing of confidential charts & documents

• Provides direct administrative support to the Director of Nursing, School Nurse Coordinator, Geriatric Wellness Nurse and School Nurses

• Orders & organizes medical supplies, maintaining stock in the department and tracking distribution to school health offices

• Ensures adequate supply of PPE and maintain records of allocation and fit testing, understands differences in types and levels of PPE required

• Enters and retrieves data from MUNIS; maintains budget • Tracks clinical data for communicable illness using Veoci and Infinite Campus • Tracks student census data required for ED-017. • Answers and triages all incoming calls for the Department of Nursing, takes messages

and relays information to Director, School Nurse Coordinator & Senior Wellness Nurse • Schedules appointments for Director and maintains the Director's calendar • Calculates and submits monthly mileage for the Director • Maintains nursing department employee files, reviews applications of new nursing

candidates, schedules interviews and participates in interview of nursing candidates • Attends and assists in preparation for monthly staff meetings • Coordinates training events for Nursing Department and participates in Professional

Development when applicable • Assists the Director of Nursing with the process of performance evaluations of Nursing

Staff • Assists in tracking staff attendance, licensure and credentials • Follows all policies and procedures per Trumbull Nursing Department, Trumbull Board

of Education and Trumbull Health Department • Ability to manage projects from conception to completion • Knowledge of and strict adherence to confidentiality standards associated with

FERPA/HIPM • Knowledge of OSHA, DPH, SDE and current CDC guidelines as it pertains to School

Nursing/Public Health • Receives and reviews SOE HAR-3 and ED-19 pursuant to COS Secs 10-204a and 10-

206 and scans, files or directs accordingly • Operates various health equipment: audiometer, Spot Vision Screener, automatic BP

cuff, pulse oximeter, thermometer and AED • Travels to schools and Town buildings as needed • Interacts with Town of Trumbull and Fairfield County community resources • Other duties as assigned by the Director

Supervision Received: The Health Assistant reports directly to the Director of Nursing, School Nurse Coordinator, and/ or the Registered Nurse at the building where assigned.

Supervision Exercised: None

Minimum Qualifications:

• Knowledge of office procedures and principles of office management and/or record keeping

• Knowledge of or ability to learn; Veoci, Infinite Campus, IHP Creator, Zoom, GoogleMeet and GoogleDocs, MUNIS, Novatime

• Certified in BLS / CPR and First Aid • Understanding of Immunization Requirements, record maintenance and record transfer,

SOE HAR-3 and ED-191, IEPs and IHCPs • Operate office equipment including calculator, fax, copier, printer, scanner, USB

storage device and CD/ DVD writer • Knowledge of Professional Telephone Etiquette in a fast paced, high call volume, intense

setting; Ability to respond courteously to staff, parents and the public • Working knowledge of basic medical equipment • Knowledge of anatomy, physiology, medical terminology and abbreviations • Ability to follow oral and written instructions/clear & concise written & oral expression • Mature personality with high level of integrity and compassion • Must have valid CT driver's license

Experience and Training:

• Graduation from high school is required; additional 2 years of college level course work preferred

• Three to five (3-5) years of combined clerical and clinical experience in a medical office setting

• Basic computer skills with an emphasis on Excel, Outlook and Microsoft Word & Office • Experience working with children, adolescents and adults

11/2020