PERSONNEL COMMISSION AGENDA · The Personnel Commission Office is requesting that the eligibility list for Accounting Specialist II be extended for an additional six months. The current

For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission at (310) 434-4410.

PERSONNEL COMMISSION AGENDA

Regular Meeting, Wednesday, September 17, 2014, at 12:00 p.m. Board Room, Business Building Room 117, 1900 Pico Blvd., Santa Monica, CA 90405

Distribution List for Personnel Commission Announcements, Agendas and Minutes

DEPARTMENTS PLEASE POST 3400 Airport/SBDC: Michelle King AET: Rasheeda Watts Admissions & Records: Kiersten Elliott African American Center: Sherri Bradford Airport: Jackie Portal-Purdy Athletics: K. Stallings Auxiliary Services: Ofelia Meza Bookstore: David Dever Bundy: Beverly Redd-Walker Business Department: Rebecca Weiland Campus Police Office: Jennifer Jones Counseling Office: Laurie Guglielmo Custodian Time Clock: Raymond Bruce Disabled Students Center: Nathalie Laille Early Childhood Ed.: L. Manson Emeritus College: V. Rankin-Scales EOP&S: R. Thomas-Green ESL Office: Pam Nemeth Events Office: Joy Bice Faculty Association: Mitra Moassessi Financial Aid Office: T. Thomas Health Sciences: Ida Danzey Health Office: Nancy Alfaro International Students Center: Ana Jara Career Services: Vicky Rothman KCRW: Cheryl Gee Latino Center: Maria Martinez Letters & Science: Linda Sallovitz HSS: Carolyn Baugh Library: Mona Martin Maintenance/Facilities Time Clock: C.Rogers Math Village: Betty Wong Media Center: L. Nakamura M.I.S.: Lee Johnston Modern Language: Jeanne Laurie Music: Lori Geller Madison: Gail Johnson Payroll: Ian Fraser Science: Ingrid Cardwell School Relations Outreach: Trena Johnson Student Life: Amelia Trejo Superintendent/Presidents Office: L Kilian STEM: Vanan Yahnian Theater Arts: Judy Louff W& ED/Bundy: Tricia Ramos

ADMINISTRATORS and MANAGERS Acad. Comp.: Joshi John Emeritus: Gita Runkle Facilities: Bruce Wyban HR: Sherri Lee-Lewis Info Mgmt: J. Chong Int. Ed. Center: D. Kinsella Maintenance: Operations: Anthony Barlow Courtney Pierce Pico Partners: W.DeMorst Receiving: R. Jauregui

PRESIDENT/SUPERINTENDENT and SENIOR STAFF Superintendent/President: C. Tsang Interim Executive VP: Jeff Shimizu VP Academic Affairs: Georgia Lorenz VP Business/Admin: R. Isomoto VP Enroll. Services: T. Rodriguez VP Human Resources: Marcia Wade VP Student Affairs: M. Tuitasi Senior Director Government Relations & Institutional Communications: Don Girard PUBLIC POSTING LOCATIONS 2714 Pico: exterior display box Library for Public Posting (1) Library for Archives (2) Mailroom SMC Personnel Commission Office SMC Human Resources Staff Lounge EMPLOYEE ORGANIZATIONS CSEA Labor Rep.: Tron Burdick (Email) CSEA Chapter Pres.: B. Rosenloecher CSEA Chapter 1st V.P.: Robert Villanueva CSEA Chief Job Steward: Mike Roberts CSEA Corresponding. Sec’y: C. Lagunas CSEA Recording Sec’y: Jeanne Laurie SMC POA President: – Officer Cadena Mgmnt Assoc: G. Brown/B. Dammer PERSONNEL COMMISSION / BOARD OF TRUSTEES Personnel Commission Staff (1) Board of Trustees (9) / Minutes Only IF YOU NEED AN ACCOMMODATION Written requests for disability-related modifications or accommodations that are needed in order to participate in the Commission meeting are to be directed to the Personnel Commission Office as soon in advance of the meeting as possible.

Revised 09/10/14

Santa Monica College Personnel Commission AGENDA of Regular Meeting, September 17, 2014

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PUBLIC PARTICIPATION

ADDRESSING THE PERSONNEL COMMISSION

Members of the public may address the Personnel Commission by oral presentation concerning any subject that lies within the jurisdiction of the Personnel Commission provided the requirements and procedures herein set forth are observed: 1. Individuals wishing to speak to the Commission at the Personnel Commission meeting during Public

Comments or regarding an item(s) on the agenda must complete an information card with their name, name of organization (if applicable) and the topic or item on which the comment is to be made.

Five minutes is allotted to each speaker per topic. If there are more than four speakers on any topic or item, the Commission reserves the option of limiting the time for each speaker. A speaker’s time may not be transferred to another speaker.

Each speaker is limited to one presentation per specific agenda item before the Commission, and to one presentation per Commission meeting on non-agenda items. General Public Comments

∗ The card to speak during Public Comments must be submitted to the recording secretary at the meeting before the Commission reaches the Public Comments section in the Agenda.

∗ Five minutes is allotted to each speaker per topic for general public comments. The speaker must

adhere to the topic. Individuals wishing to speak during the Public Comments will be called upon during Public Comments.

Agenda Items

∗ The card to speak during Agenda Items must be submitted to the recording secretary at the meeting before the Commission reaches that specific item in the agenda.

∗ Five minutes is allotted to each speaker per Agenda Item. The speaker must adhere to the topic.

Individuals wishing to speak on a specific Agenda Item will be called upon at the time that the Commission reaches that item in the Agenda.

Exceptions: This time allotment does not apply to individuals who address the Personnel Commission at the invitation or request of the Commission or the Director of Classified Personnel.

2. Any person who disrupts, disturbs, or otherwise impedes the orderly conduct of any meeting of the Personnel Commission by uttering loud, threatening, or abusive language or engaging in disorderly conduct, shall, at the discretion of the presiding officer or majority of the Personnel Commission, be requested to be orderly and silent and/or removed from the meeting.

No action may be taken on items of business not appearing on the agenda. Reference: Merit Rule 2.2.8 Government Code sections 54954.2, 54954.3, 54957.9


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Board Room, Business Building, Room 117, 1900 Pico Blvd., Santa Monica, CA 90405 Any public records, which can be disclosed, related to an open session item on the agenda and distributed to the Personnel Commissioners less than 72 hours prior to the meeting, are available for public inspection in the Personnel Commission Office, 2714 Pico Blvd, Santa Monica, during normal business hours. Any individual or group may address the Personnel Commission during the Comments—Public Forum segment of the meeting regarding any item that is within the Commission’s subject matter jurisdiction. However, the Commission will not take action on any item that is not on this agenda.

Any individual may appear at the Commission meeting to respectfully testify in support of or opposition to any item being presented to the Commissioners for consideration. Individuals wishing to address items to the Commissioners should complete a Request to Address the Personnel Commission card (green form) prior to the start of the meeting.

PUBLIC SESSION: 12:00 PM

I. ORGANIZATIONAL FUNCTIONS A. Call to Order _______ pm

B. Roll Call Commissioner Present Absent Commissioner Metoyer, Chair Commissioner Abbott, Vice-Chair Commissioner Greenstein Commissioner Jansen Commissioner Leone

C. Approval of Minutes

Regular Meeting – August 20, 2014

DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: ____ NAYS: ____ ABSTENTIONS: ____

Amendments/Comments

____________________________________________________________________________


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II. REPORT - DIRECTOR OF CLASSIFIED PERSONNEL III. COMMENTS AND INFORMATIONAL REPORTS

A. Recognition of Employee Longevity: September 2014 5 YEARS William Baumert, Instructional Assistant-Math, Mathematics Aaron French, Alternate Media Specialist, Disabled Students Center Ashleigh Garmon, Student Services Specialist-International Students, IEC Crystal Lagunas, Sign Language Interpreter III, Disabled Students Center Judith Mosher, Tutoring Coordinator-Math, Mathematics Rassheedah Watts, Administrative Assistant II, AET 10 YEARS Antonio Mendoza, Accounting Specialist II, Fiscal Services 15 YEARS Vinnessa Cook, Administrative Assistant I, Campus Events Rudy Henry, Mail Clerk, Purchasing/Receiving/Mail Brant Looney, Information Systems Administrator, AET

25 YEARS Marcia Fierro, Student Services Specialist-Scholarships, Scholarships Warren Cancilla, Reprographics Technician, Media & Reprographic Services

30 YEARS Charlie Yen, Director of Contracts and Events, Campus Events Gary Gray, Accompanist-Performance, Music

B. Comments from Vice President of Human Resources

C. Comments from CSEA Chapter 36 Representative D. Comments from Management Association Vice – President E. Comments from Personnel Commission Staff F. Public Comments (non-actionable comments from those in attendance) G. Comments by Personnel Commissioners


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IV. AGENDA REPORTS

# ITEM Page 1 Ratification of Appointment of Personnel Analyst: Karen Monzon 6 2 Ratification of Eligibility Lists:

• Administrative Assistant IV-Confidential • Instructional Assistant-Math • Public Information Officer • Student Services Assistant

7

3 Approval of Extension of Eligibility List: • Accounting Specialist II

8

4 Ratification of Limited Term Assignments 9 5 Advisory Item: Appointments to Limited Term Positions 10 6 Advisory Item: Appointments to Provisional Assignments 12 7 Advisory Item: Reinstatement List: Jane Chon 14 8 Examination Schedule:

• Instructional Assistant-ESL • Mechanical Systems and Energy Management Supervisor

15

9 Recruitment and Examination Status Report – Information Only 16 10 Classification Title Change:

Employee Benefits Clerk to Employee Benefits Specialist 18

11 Request to Certify from Alternate Eligibility List for Student Services Clerk 24 12 Approval of Personnel Commission Annual Report for

Fiscal Year 2013-2014 26

13 Approval of Provisional Working Out of Class Assignment: Kennisha Green

29

14 Extension of Provisional Working Out of Class Assignment: Diana Askew

32

15 Position Reclassification: Brant Looney Information Systems Administrator to Instructional Technology Services Manager-Entertainment Technology

34

16 Position Reclassification: Martha Daza Whitfield Student Services Clerk to Student Services Assistant

42

17 Approval of Classification Consolidation: Academic Secretary and Administrative Secretary to Administrative Assistant I

45

18 Approval of Revisions to Class Description: Administrative Assistant I

49

VI. ADJOURN AT _______ PM Next regularly scheduled meeting: Wednesday, October 15, 2014 at 12:00 pm.


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AGENDA REPORT NO. 1 SUBJECT: RATIFICATION OF APPOINTMENT OF PERSONNEL ANALYST DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel It is requested that the Personnel Commission ratify the appointment of Ms. Karen Monzon to fill the vacant Personnel Analyst position within the Commission Office, effective August 14, 2014. Ms. Monzon competed in the examination for Personnel Analyst, and placed within the top three ranks on the eligibility list. Ms. Monzon has been working with the Santa Monica College Personnel Commission since January 2007. Merit Rule 2.3.1(A) Status of Commission Employees

A. The Personnel Director and other persons required to carry out the responsibilities of the Commission shall be appointed by and be responsible to the Personnel Commission. However, they shall be considered part of the classified service, and the rules, procedures, benefits, and burdens pertinent to the classified service of the Santa Monica Community College District shall apply to Commission employees.

DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: _____ NAYS: _____ ABSTENTIONS: _____ Amendments/Comments ____________________________________________________________________________


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AGENDA REPORT NO. 2 SUBJECT: RATIFICATION OF ELIGIBILITY LISTS DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Specialist Class Title Field of

Competition Promotional Total On

List Expiration Date

Administrative Assistant IV-Confidential Promotional 7 7 08/28/15

Instructional Assistant-Math Open Competitive 0 2 08/19/15

Public Information Officer Merged Promotional & Open Competitive 2 11 09/04/15

Student Services Assistant Promotional & Open Competitive 0 29 09/14/15



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AGENDA REPORT NO. 3 SUBJECT: APPROVAL OF EXTENSION OF ELIGIBILITY LIST: ACCOUNTING SPECIALIST II DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel The Personnel Commission Office is requesting that the eligibility list for Accounting Specialist II be extended for an additional six months. The current eligibility list is scheduled to expire today, September 17, 2014. A recruitment for Accounting Specialist II was conducted last year. The testing resulted in fifteen eligible candidates. Twelve candidates still remain on the list. The Personnel Commission staff believes there are a sufficient number of available eligibles remaining to fill any future vacancies anticipated for the next six months. Merit Rule 6.2.3 (C) Duration of Eligibility List 6.2.3 (C) B. An eligibility list may be extended by the Personnel Commission for one or more periods,

not to exceed a total of two years from the time the list was first established. The Personnel Director shall base his/her recommendation for extension of an eligibility list on the following factors:

1. a sufficient number of available eligibles remain to fill expected future vacancies; 2. the composition of the list reflects appropriate representation of ethnic minorities, underrepresented groups, or non-traditional candidates;

3. the field of competition in the occupational area has not changed dramatically. RECOMMENDATION It is recommended that the Personnel Commission approve extending the Accounting Specialist II eligibility list until March 17, 2015. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: _____ NAYS: _____ ABSTENTIONS: _____ Amendments/Comments ____________________________________________________________________________


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AGENDA REPORT NO. 4 SUBJECT: RATIFICATION OF LIMITED TERM ASSIGNMENTS DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Specialist The Personnel Commission is requested to ratify the classification of the following Limited Term positions pursuant to Section [7.4.2(C)] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District: Position Classification Department Effective Dates Bookstore Clerk/Cashier (40 part-time positions)

Bookstore 08/18/14-09/19/14

Cash Receipts Clerk (1 part-time position)

Bursar’s Office 07/18/14-09/12/14

Student Services Clerk (4 part-time positions)

Bursar’s Office 08/25/14-09/12/14



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AGENDA REPORT NO. 5 SUBJECT: ADVISORY ITEM: APPOINTMENTS TO LIMITED TERM POSITIONS DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Specialist The Personnel Commission is advised that the following persons have been appointed to the following Limited Term positions from certified eligibility lists pursuant to Section [7.4.3(A)] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District. Candidate Position Department Duration* Eligible List

Date Abdulhafiz, Meymuna Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 12/15/04 Abel, Teneka Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 02/21/07 Arenas, Leyla Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 09/04/09 Ashby, Deanna Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 12/14/14 Banks, Nichole Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 01/23/09 Baskin, Patricia Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 08/20/97 Baza, Paul Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 04/01/13 Brazier, Quiniece Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 04/01/13 Caceres, Karla Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 01/23/09 Callender, Shana Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 04/01/13 Camp, Monique Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 04/01/13 Cannon, Ameenah Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 06/18/08 Chang, Tony Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 06/18/08 Dittmar, James Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 01/23/09 Friedland, Shane Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 06/18/08 Garcia, Lucy Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 03/08/99 Grau, Donald Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 06/12/02 Hardister III, Harold Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 01/07/05 Harge, Ronyee Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 03/03/10 Harris, Yolanda Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 06/18/08 Hrast, Tanja Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 06/18/08 Hunter, Jennifer Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 07/18/11 Lam, Albert Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 09/04/09 Laurance, Marisa Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 07/18/11 Lemon, Curly Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 04/01/13 Mehary, Mehret Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 11/16/02 Micas, Donna Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 02/21/07


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Navarro, Yadira Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 04/01/13 Naylor, Marisa Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 04/01/13 Nwonwu, Vergie Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 01/23/09 Pabst, Ester Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 09/04/09 Pacheco, Wendy Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 01/23/09 Shaw, Phyllis Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 04/01/13 Swain, Nancy Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 01/23/09 Thielking, Alan Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 08/26/92 Thomas, Gabrielle Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 07/18/11 Torrence, Antoinette Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 04/01/13 Valadez, Jorge Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 01/23/09 Yapkowitz, David Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 01/23/09 Yogi, Nancy Bookstore Clerk/Cashier Bookstore 08/18/14-09/19/14 07/18/11 Perry, Nakeya Cash Receipts Clerk Bursar’s Office 07/18/14-09/12/14 07/29/10 Graham-Howard, Kimi Student Services Clerk Bursar’s Office 08/25/14-09/12/14 04/26/10 Orcutt, Joseph Student Services Clerk Bursar’s Office 08/25/14-09/12/14 04/26/10 Stuck, Jennifer Student Services Clerk Bursar’s Office 08/25/14-09/12/14 10/01/12 Williams, La Shondra Student Services Clerk Bursar’s Office 08/25/14-09/12/14 04/26/10 *Not to exceed six (6) months or, in case of an appointment in lieu of an absent employee, is not to exceed the authorized absence of that employee. Reference Merit Rule 7.4.3 (A) –Eligibility for Appointment Limited term appointments shall be made from eligibility lists and employment lists in accordance with procedures for regular appointments.


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AGENDA REPORT NO. 6 SUBJECT: ADVISORY ITEM:

APPOINTMENTS TO PROVISIONAL ASSIGNMENTS DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Specialist The Personnel Commission is advised that the following persons have been appointed to the following provisional assignments, not to exceed 90 working days pursuant to Section 7.2 of the Rules and Regulations of the Classified Service of the Santa Monica Community College District. Candidate Position Department Duration* Hong, Jina Academic Secretary Academic Senate 08/18/14-12/31/14 Basile, Frank Accompanist-Performance Music 08/28/14-12/31/14 Berent, Richard Accompanist-Performance Music 08/28/14-12/31/14 Ganelis, Inna Accompanist-Performance Music 08/28/14-12/31/14 Juan, Mercedes Accompanist-Performance Music 08/28/14-12/31/14 Preponis, Andreas Accompanist-Performance Music 08/28/14-12/31/14 McNaughton, Joellen Accompanist-Voice Music 08/28/14-12/31/14 Stern, Valerie Accompanist-Voice Music 08/28/14-12/31/14 Narrie, Christopher Administrative Assistant I Counseling 08/18/14-12/24/14 Sanchez, Luisa Administrative Assistant I Student Life 08/04/14-09/29/14 Levanway, Elias Athletic Trainer Athletics 09/05/14-11/26/14 Smachetti, Chelsea Instructional Assistant-English English 09/08/14-12/31/14 Zeng, Tan Personnel Technician Personnel Commission 07/01/14-10/31/14 Martin, Esteban Shuttle Driver TRIO 07/01/14-12/31/14 Martin, Esteban Shuttle Driver Transportation 08/19/14-06/30/15 Forsyth, Phoenix Stage Construction Technician Theatre Arts 08/06/14-09/26/14 Postley, Colin Stage Construction Technician Theatre Arts 09/02/14-10/24/14

Stone, Robert Stage Construction Technician-Lighting Theatre Arts 08/06/14-06/30/15

Chavel, Sean Student Services Clerk Bursar’s Office 08/25/14-09/12/14 Itani, Wadad Student Services Clerk ISC 07/01/14-10/10/14 Mackey, Eugene Student Services Clerk Bursar’s Office 08/25/14-09/12/14 Marshall, Isaiah Student Services Clerk ISC 07/01/14-10/10/14 Meserve, Pamela Student Services Clerk Bursar’s Office 08/25/14-09/12/14 Monzon, Ana Student Services Clerk Bursar’s Office 08/25/14-09/12/14 Thompson, Sitrincy Student Services Clerk Pico Partnership 09/08/14-02/26/15


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Valle, Dahlia Student Services Clerk Bursar’s Office 08/25/14-09/12/14 Zarate, Zaira Student Services Clerk Bursar’s Office 08/25/14-09/12/14 *Assignment ending dates may be adjusted as not to exceed 90 working days in a fiscal year


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AGENDA REPORT NO. 7 SUBJECT: ADVISORY ITEM: REINSTATEMENT LIST DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel

The Personnel Commission is advised that the following person is being added to a Reinstatement list as specified below: Name List Classification Resignation

Date (Last Date of Paid Service)

Reinstatement Effective Dates (39 months from resignation date)

Jane Chon Instructional Assistant – English 6/21/2014 6/22/2014 to 9/22/2017 Reference: Merit Rule 15.2.1 Reinstatement

A permanent employee who resigned in good standing may be reinstated in a vacant position in his/her former class and status within 39 months of last date of paid service. He/she may also be reinstated in a vacant position in a lower related class, if qualified, or in limited-term status in the same or lower class. Such reinstatement is discretionary with the appointing authority.


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AGENDA REPORT NO. 8

SUBJECT: EXAMINATION SCHEDULE DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José Guzmán, Personnel Specialist It is recommended that the Personnel Commission approve the following Examination Schedule: Class Title Field of Competition Time

Instructional Assistant-ESL Open 3 weeks

Mechanical Systems and Energy Management Supervisor Merged Promotional & Open Competitive 3 weeks

*pending approval by the Board of Trustees DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: _____ NAYS: _____ ABSTENTIONS: _____ Amendments/Comments ____________________________________________________________________________


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AGENDA REPORT NO. 9 SUBJECT: RECRUITMENT AND EXAMINATION STATUS REPORT —

INFORMATION ONLY DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Jose´ A. Guzman, Personnel Specialist This item is presented for the Commission’s review—no action is required. Please see next page.


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AGENDA REPORT NO. 10 SUBJECT: CLASSIFICATION TITLE CHANGE: FROM: EMPLOYEE BENEFITS CLERK TO: EMPLOYEE BENEFITS SPECIALIST DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BACKGROUND Attached for your approval is a request for a classification title change for Employee Benefits Clerk. Human Resources management has requested that we review the job duties listed in the class description for Employee Benefits Clerk, in order to determine if a title change might be justified in order to provide a more realistic reflection of the level of duties performed in this role. Employee Benefits Clerk is currently a one-position classification. There is an incumbent working in this assignment. No vacancy is anticipated in the near future. RECOMMENDATIONS The Human Resources Specialist and Personnel Specialist perform advanced clerical duties requiring a general knowledge of human resources or personnel processes and regulations. Both classifications require three years of experience in human resources or personnel. Similar requirements and expectations are not seen in the Student Services Clerk or Administrative Clerk classifications. The Employee Benefits Clerk currently performs advanced clerical duties requiring a general knowledge of employee benefits processes and regulations. Three years of related job experience is required. There are no current recommendations for changes in job duties; therefore, this change is not found to be sufficient to alter the salary allocation. Employee Benefits Clerk is allocated to Classified Monthly Salary Range 28 ($3769 to $4581). Human Resources Specialist and Personnel Specialist are also assigned to Range 28 and the classification title change to Employee Benefits Specialist will align it with these similar classifications. It is recommended that the Commission approve the request for a title change as follows: FROM: Employee Benefits Clerk TO: Employee Benefits Specialist


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Santa Monica Community College District Personnel Commission

Employee Benefits Clerk Specialist

CONCEPT OF THE CLASS The position in this classification performs a variety of complex clerical/office duties involved in the processing of District benefit and insurance programs including health, dental and vision; assists current employees, retirees and insurance carriers regarding employee health, dental, and vision benefits; assists in the coordination of the annual open enrollment; maintains records and inventory of benefit materials and literature for distribution to employees. ESSENTIAL DUTIES Performs a variety of independent clerical duties related to the implementation of District health benefit and insurance programs Greets and screens telephone callers, students, and visitors in a pleasant and helpful manner Responds to questions, requests, and complaints from students, staff and the public in a sensitive and cooperative style Maintains harmonious operating conditions in a service-oriented educational environment serving a multicultural and multiethnic population Assists in the coordination of the annual open enrollment including notification to employees, distributing material and receiving applications for changes Enrolls and deletes employees from benefit plans when eligibility changes Collects all consent materials relating to personnel actions for covered employees Notifies employees of eligibility changes; prepares change records and distributes to employees Assists employees in enrolling in insurance programs offered by the District Resolves routine work problems involving benefit programs by using established procedures; refers difficult problems and policy questions to the appropriate individuals Uses a personal computer and appropriate software to type, format, edit, and proofread a variety of materials such as informational material related to District health benefits Maintains a variety of records and files Receives, reviews and processes mail using discretion in the handling of confidential and sensitive material May contact insurance carriers regarding employee claims Assists in maintaining and updating records of costs and provisions of policies, contracts, and statistics Maintains inventory of benefit material and literature and distributes to employees as requested.


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Performs other related duties as requested or assigned.

Examples of essential duties are descriptive and not restrictive in nature, and are generally listed in descending order of importance

SUPERVISION Level of Supervision Received This position may receive lead direction from the Employee Benefits Support Technician Coordinator and is supervised by the Dean of Human Resources.

Level of Supervision Exercised

This position does not exercise supervision over others. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of applicable rules, regulations, and policies of the District and health care providers pertaining to employee benefit coverage Knowledge of types of employee health, dental and vision plans Knowledge of health insurance terminology, practices, and procedures Knowledge of principles and practices of financial, accounting, payroll, and contract recordkeeping Knowledge of public relations, principles and technique Knowledge of office practices and procedures used in performing complex tasks with speed and accuracy Knowledge of proper English usage including grammar, vocabulary, spelling, and punctuation Knowledge of effective oral and written communication Knowledge of basic bookkeeping practices and procedures Ability to learn, understand and interpret laws, rules, and regulations relating to employee benefits and eligibility Ability to establish and maintain cooperative working relationships with employees, retired employees and members of the public Ability to maintain a variety of complex, interrelated personnel, statistical, and financial records and reports Ability to learn policies, regulations and procedures of Santa Monica College and specific programs and apply them with good judgment Ability to use tact and discretion in a diverse multi-cultural and multi-ethnic public service environment Ability to analyze situations accurately and use judgment when referring problems


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Ability to work with general direction, take responsibility and appropriate action as required Ability to format, and organize a variety of materials for typing and distribution Ability to use computer software to effectively prepare letters, reports, and documents Ability to compose correspondence independently Ability to understand and carry out oral and written instructions MINIMUM QUALIFICATIONS Education Requirement: High School graduation or GED Experience Requirement: Three years of increasingly responsible clerical/secretarial experience providing customer service in the processing of enrollment, preparation of reconciliation, and maintenance of employee health benefit insurance records plus successful completion of coursework in business English and office administration. Education/Experience Equivalency: Experience and/or education of the same kind, level and amount as required in the minimum qualifications may be substituted on a year-for-year basis. Licensure and/or Certification: None WORKING ENVIRONMENT & PHYSICAL DEMANDS

Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to sit, use hands to keyboard, type, or handle materials, and talk or hear. The employee is occasionally required to stand and walk and bend, twist and stand when filing. The employee is regularly required to lift, carry, push or pull up to 10 pounds with or without assistance and with or without the use of devices or equipment used to aide the lifting process. While performing the duties of this job, the noise level in the work environment is usually quiet.


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CLASS DETAIL Job Family: Fiscal Services / Business Administration / Human Resources FLSA Status: Non-Exempt Personnel Commission Approval Date: 11/2/06

Class History: Employee Benefits Assistant Revision Date(s): PC est. 10/22/97; rev. Hay Study 11/02/06 Title Change: Employee Benefits Specialist, 09/17/14


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AGENDA REPORT NO. 11 SUBJECT: REQUEST TO CERTIFY FROM ALTERNATE ELIGIBILITY LIST FOR

STUDENT SERVICES CLERK DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BACKGROUND An eligibility list was established for the Student Services Assistant classification, effective September 15, 2014. The eligible list generated twenty-nine candidates and nine ranks. The eligibility list for Student Services Clerk is set to expire on September 30, 2014. We have recently opened recruitment for this classification, but we do not anticipate producing an eligibility list until the end of October or early November. While we are still able to fill some permanent, full-time positions from the current eligibility list for Student Services Clerk, we have not been able to provide candidates who are interested in and available for temporary and/or part-time positions. We will continue to use candidates from the Student Services Clerk list who are able and willing to accept these positions until this list expires on September 30, 2014. As of October 1, we will use the Student Services Assistant list to fill Student Services Clerk vacancies, until a new list is produced. The duties and qualifications of the Student Services Assistant include all of the duties of the Student Services Clerk classification, and the necessary skills and knowledge for Student Services Clerk were adequately tested in the examination for Student Services Assistant. Merit Rule 6.3.13 states the following:

A. If there is no eligibility list for the class in which a vacancy occurs, certification may be made from a list for another class at the same or a higher salary level provided:

1. The duties and qualifications of the class for which the examination was given include substantially all of the duties of the position to be filled.

2. The Personnel Commission finds that the use of the list is in the best interest of the District and that the necessary skills and knowledge were adequately tested in the examination.

RECOMMENDATION It is recommended the Commission approve the use of the new Student Services Assistant eligibility list to certify eligible(s) to Student Services Clerk vacancies in the immediate future as needed, only until we are able to produce a new eligibility list for Student Services Clerk.


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AGENDA REPORT NO. 12 SUBJECT: APPROVAL OF PERSONNEL COMMISSION ANNUAL REPORT FOR

FISCAL YEAR 2013/2014 DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Attached for your review is the proposed Personnel Commission annual report. The Director is required by Education Code Section 88086 to prepare an annual report of the Commission’s activities for approval by the Commission. After Commission approval, the report is forwarded to the Board of Trustees. RECOMMENDATION It is recommended that the Personnel Commission approve the proposed annual report for Fiscal Year 2013-14. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: ____ NAYS: ____ ABSTENTIONS: _____ Amendments/Comments


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AGENDA REPORT NO. 13 SUBJECT: APPROVAL OF PROVISIONAL WORKING OUT OF CLASS ASSIGNMENT: KENNISHA GREEN DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Michael Cool, Supervising Personnel Analyst It is recommended that the Personnel Commission approve the following provisional working out of class assignment at 100%: Name Assignment Length of Assignment Kennisha Green Student Services Specialist - DSPS 9/02/14 to 10/31/14

Not to exceed 90 working days BACKGROUND The Disabled Student Programs & Services Department at Santa Monica College is requesting that Kennisha Green be allowed to work out of class as a Student Services Specialist - DSPS. One of the current Student Services Specialists within the DSPS Department has taken on a temporary assignment which would otherwise create a shortage in services. Ms. Green is a permanent employee of the District, assigned as a Disabled Student Services Assistant. These additional duties will assume more than 50% of Ms. Green’s daily assignments. Duties that have been assigned to Ms. Green during this period include, but are not limited to, the following:

• Performing front desk operations; answering questions from parents, faculty and students regarding services and eligibility; generating correspondence in response to inquiries; referring students to counselors for assessment of services needed and academic counseling; scheduling appointments.

• Organizing and coordinating services authorized by counselors, tutors, classroom aides, and note takers.

• Maintaining and monitoring student files; maintaining database of incoming students; creating intake files and continuing student files.

• Entering timecard information for classified employees and submitting to payroll.

• Tracking inventory and ordering office supplies.


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Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10

A. CONCEPT OF WORKING OUT OF CLASSIFICATION

1. Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned.

2. Classified employees shall not be required to perform duties and

responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule.

3. Working out of class assignments are designed for temporary situations

and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments).

B. Procedure for Supervisor Requesting Approval for Working Out of Class

3. The Director of Classified Personnel will advise the Office of Human

Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval.

Agreement between Santa Monica Community College and CSEA, Chapter 36, Article 11 11.7 Work out of Classification 11.7.1 Definition:

Working out of classification assignments shall not exceed a period of ninety (90) working days per fiscal year and no more than ninety (90) days in any one hundred eighty (180) day period.


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11.7.3 Compensation:

a. In the event that an employee is assigned duties at a higher classification as defined above and those duties make up at least fifty percent (50%) of the employee’s daily assignments, the employee salary shall be adjusted as set forth in Section 11.4.1.

b. If those duties make up less than fifty percent (50%) of the employee’s daily

assignment, the District shall pay the employee equal to one half (1/2) of the stipend that would have been paid under sub-division a (above).

11.4 Salary on Promotion

11.4.1 When an employee is promoted to a position in a higher salary range, he/she

shall receive the next higher dollar amount above his/her present rate of pay, but not less than the minimum of the new salary range. If that amount is less than a one-step (5%) increase, the employee shall be placed at the next higher step over that authorized above.

RECOMMENDATION Ms. Green has been assigned additional duties at the level of Student Services Specialist - DSPS during the period of time between 9/02/2014 through 10/31/2014. These duties will make up more than fifty percent (50%) of her daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend as indicated under CSEA, Chapter 36, Article 11.7.3.b. (above). DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: ____ NAYS: ____ ABSTENTIONS: _____ Amendments/Comments


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AGENDA REPORT NO. 14 SUBJECT: EXTENSION OF PROVISIONAL WORKING OUT OF CLASS ASSIGNMENT: DIANA ASKEW DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel It is recommended that the Personnel Commission approve the following extension of a provisional working out of class assignment at 100%: Name Assignment Previous Dates Length of Extension Diana Askew Administrative

Assistant III – Confidential

7/01/2014 to 9/30/2014 Not to exceed 90 working days within a fiscal year

10/01/2014 to 10/24/2014 Not to exceed 90 working days within a fiscal year – or until certification from an appropriate list can be made

BACKGROUND The previous Administrative Assistant III - Confidential has retired from the District. The examination to find a permanent replacement in expected to be completed by the end of September. Approval is being requested for Ms. Askew to continue working out of class again in provisional status, in order to provide on-site administrative support for the Vice President of Student Affairs until a permanent replacement can be selected from the new eligibility list. Diana Askew is currently an Administrative Assistant II in permanent status with Santa Monica College. Ms. Askew’s working out of class assignment will make up more than 50% of her daily work activities. Ms. Askew meets the minimum qualifications of the Administrative Assistant III - Confidential classification, and is therefore qualified to assume this working-out-of-class assignment. Her working-out-of-class assignment continues to make up more than 50% of her daily responsibilities. Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10

A. CONCEPT OF WORKING OUT OF CLASSIFICATION

1. Each classified employee shall be required to perform the duties of the position approved by the Board of Trustees and classified by the Personnel Commission for the class to which he or she is assigned. Each


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employee may be required to perform other related duties consistent with the concept of the classification to which his or her position is assigned.

2. Classified employees shall not be required to perform duties and

responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, except as provided by this Rule.

3. Working out of class assignments are designed for temporary situations

and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class for more than 90 days in one fiscal year or for more than one working out of class assignment in a fiscal year without the approval of the Personnel Commission.

B. PROCEDURE FOR REQUESTING APPROVAL FOR WORKING OUT OF

CLASS

3. The Director of Classified Personnel will advise the District Human Resources office of his or her findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval.

RECOMMENDATION Ms. Askew has been assigned additional duties at the level of Administrative Assistant III - Confidential. These duties make up more than fifty percent (50%) of this employee’s daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: ____ NAYS: _____ ABSTENTIONS: _____ Amendments/Comments


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AGENDA REPORT NO. 15 SUBJECT: POSITION RECLASSIFICATION FOR BRANT LOONEY: INFORMATION SYSTEMS ADMINISTATOR TO INSTRUCTIONAL TECHNOLOGY SERVICES MANAGER- ENTERTAINMENT TECHNOLOGY DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BACKGROUND The Personnel Commission has been requested to conduct a position study for Brant Looney, current Information Systems Administrator with the Arts and Entertainment Technology (AET) program. A reclassification study was initiated to determine if Mr. Looney’s assigned duties and responsibilities are appropriately classified. Mr. Looney was initially hired as an Information Systems Administrator with the Arts and Entertainment Technology Program in August 1999. At the time he was hired, he was reporting to the Entertainment Technology Services Manager. The Entertainment Technology Services Manager left the District at the end of September 1999. His position was never replaced. Since that time, Mr. Looney has since been asked to take on a number of responsibilities initially assigned to the Entertainment Technology Services Manager. METHODOLOGY A Position Description Questionnaire (PDQ) was submitted by the incumbent and the supervisor of the position, Katharine Muller, Dean of External Programs. Interviews were conducted with the incumbent, and his supervisor. Interviews were also conducted with Dan Rojas, Network Services Manager, in order to review and compare the level of duties performed by Information Systems Administrators who report to our central Information Technology Department. ANALYSIS Key factors assessed when studying this position include the scope of responsibilities, knowledge required for the position, level of complexity, degree of decision-making authority, level of supervision exercised, level and degree of supervision received, nature & purpose of contacts, and consequence of error. The District currently employs four Information Systems Administrators. Two of these individuals report directly to Dan Rojas, Network Services Manager, and the third reports to Lee Johnston, Director of Management Information Services. All three of these individuals are responsible for analyzing, developing, configuring, and administering information systems throughout the District. Responsibilities include system installation, configuration, upgrade, and customization; ensuring system security; developing and maintaining backup and recovery plans; diagnosing and remedying problems; evaluating current system capacity against


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projected future needs and recommending improvements as needed; and managing various department projects. Their role includes independently monitoring and updating of systems on an ongoing basis, investigating and evaluating problems, testing new solutions, and providing recommendations to Dan Rojas, Bob Dammer, or Lee Johnston. Individuals may assume a lead role over other classified staff. Incumbents are expected to possess comprehensive knowledge of the most current information, theories, techniques, practices, and procedures within their field, and utilize this knowledge in applying appropriate methods and techniques to ensure speed, quality, and consistency in work products. On August 20, 2014, the Personnel Commission approved a new classification for Instructional Technology Services Manager – Entertainment Technology, to manage end-user technology within the AET programs. The person selected to fill this new classification will be responsible for the following activities:

• Planning and budgetary processes within the Academy of Entertainment and Technology, to ensure changes within instructional technology are cost effective and adequately support the needs of the programs;

• Administering and maintaining the instructional related network, operating systems, and servers;

• Overseeing the implementation and application of new technology to areas impacting instructional computing resources;

• Supervision of current instructional technology staff; • Assuming a pro-active role in obtaining user feedback to ensure continuous

improvement of instructional technology services within the Academy of Entertainment and Technology

AET is temporarily located at the Airport Campus. Currently, they are utilizing five computer classrooms, an open computer lab, and three edit bays. Mr. Looney currently supports the Graphic Design, Interior Architectural Design, Game Development, Web Development, Animation, Visual Effects, Video and Audio Post Production, and Film Production programs - all of which use high end graphics and production software requiring infrastructure capability not used elsewhere at the college. When AET returns to its newly constructed site, this position will be responsible for all technology used in eight computer classrooms, a large open computer lab, eight edit bays, a film and broadcast studio, a radio broadcast suite, and journalism suite as well as the infrastructure to support all these. Classified personnel responsible for technology activities within this area include Mr. Looney, and three Academic Computing Laboratory Specialists – AET. These four individuals provide support to all of the technology activities within the AET program. Since the previous Entertainment Technology Services Manager left his position in September 1999, many of his duties have been gradually incorporated into the regular responsibilities assigned to Mr. Looney. He is currently assuming the role of the key technology advisor for the Academy of Entertainment and Technology. Prior to the beginning of each semester, Mr. Looney gathers all information regarding new software and upgrades requested by faculty, checks the current system capacity to determine if the operating system can handle the additions or upgrades, determines how to build an image that supports all current applications and new requests; and researches vendors and negotiates prices for new products. Mr. Looney analyzes short and long-term impacts of new products, and provides final recommendations to Katharine Muller regarding equipment and software purchases and upgrades. Katharine Muller,


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Brant Looney, and Chris Fria (Department Chair for the Academy of Entertainment and Technology) will work together when making planning and budgetary decisions. Mr. Looney does not formally supervise the three Academic Computing Laboratory Specialists, since his current classification is not designated as management. However, he is responsible for ongoing training, work direction, delegation of project assignments, and oversight of daily activities. He also provides input to Katharine Muller for their evaluations. Merit Rule 3.3.3.B states:

“To qualify for reclassification, the change in duties and responsibilities must:

1. Affect a significant portion of the duties and responsibilities of the position;

2. Be so significant as to clearly warrant a change in the title and qualification requirements needed to perform the duties of the position;

3. Occur through a gradual accretion of duties and not occasioned by the sudden

assignment of wholly new duties. While the Information Systems Administrator is responsible for ongoing application of a high level of technical knowledge and independent decision-making, all decisions are subject to approval by a technical supervisor. All three of the other Information Systems Administrators report to a technical supervisor within Information Technology, who is available to provide technical guidance, decision making, and work direction as needed. While Mr. Looney receives general supervision within the department, he is the highest level technology advisor in his area, and is responsible for final recommendations relating to all AET technology issues on an ongoing basis. FINDINGS

• Mr. Looney qualifies for reclassification because he is performing many, but not all of the higher-level duties which are incorporated into the Instructional Technology Services Manager – Entertainment Technology class description. These duties are required to support normal Department and District operations and cannot be absorbed by other staff members.

• According to Katharine Muller and records pulled from the Hay Study, Mr. Looney has been assigned to perform these duties through gradual accretion since October 1999.

Applicable Rules:

• In order to qualify for reclassification, the change in duties and responsibilities must occur through a gradual accretion of duties and not occasioned by the sudden assignment of wholly new duties. (Merit Rule 3.3.3.B (3))

• Merit Rule 3.3.4 defines gradual accretion of duties as “occurring over two (2) or more years of regular service.”

• Determination as to whether gradual accretion has occurred will be based on the date the incumbent began the performance of the newly acquired duties and responsibilities, and clear and convincing evidence of the employee’s continuing performance of the added duties and responsibilities. (Merit Rule 3.3.5.A (C))


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• Changes in classification and salary resulting from the permanent reclassification of a position shall be effective no later than the first day of the month following the date on which the Personnel Commission takes action to approve reclassification of the position. (Merit Rule 3.3.9.A.1)

RECOMMENDATION It is recommended that the Commission reclassify Mr. Looney’s position from Information Systems Administrator to the Instructional Technology Services Manager – Entertainment Technology classification. The Reclassification effective date will be October 1, 2014. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: _____ NAYS: ____ ABSTENTIONS: ____ Amendments/Comments


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Instructional Technology Services Manager – Entertainment Technology

CONCEPT OF THE CLASS

Directs, plans, organizes, manages, integrates, implements, and deploys advanced multimedia instructional technology infrastructure, solutions, and services to support the creation of all phases of content development, production, and post-production for the College’s Academy of Entertainment and Technology (AET) industry standard instructional programs. The Instructional Technology Services Manager will be responsible for managing all end user technology services needs within the AET program with cost effective and updated technical solutions, as well as managing instructional technology support personnel to efficiently operate the AET production and post-production computing and workflow environments, including the student computer lab, editing, and production facilities.

DISTINGUISHING CHARACTERISTICS The Network Services Manager class manages the campus-wide computer and networking functions; provides leadership, coordination, and hands-on experience to manage a large-scaled enterprise LAN/WAN network computing environment. Responsibilities include overseeing network infrastructure, server architecture, and enterprise network services. In addition, this individual leads the department network and system staff in planning, analyzing, designing, and implementing enterprise network/server infrastructure and security policy. The Instructional Technology Services Manager class plans, organizes, manages, implements, and deploys college instructional technology solutions and services to support multi-campuses, multi-disciplines and diverse technology users’ needs. The Instructional Technology Services Manager serves as a key member of the College Information Technology management team, and assumes responsibility for managing college end user technology service needs with cost effective and updated technical solutions, as well as managing instructional technology support personnel to efficiently operate the college computing facilities in a large multi-campus computing environment. . The Information Systems Administrator class performs complex, highly specialized and technical activities to analyze develop, configure, and administer information systems, and network services to ensure the operation, performance, and maintenance of mission-critical enterprise. Responsibilities include performing operating system installation, configuration, upgrade, customization, and patching of the major system/network migration and/or new services projects. The Computer Lab Supervisor manages the instructional and staff computing facilities, including monitoring the use and security of facilities, and ensuring adequate staffing.

ESSENTIAL DUTIES Manages, plans, organizes, and implements AET instructional technology systems Manages, plans, organizes, integrates, implements, and deploys site technology infrastructure including instructional server/storage systems administration, distributive computing (render farm), software application delivery, and desktop/end user computing device support Manages and oversees instructional technology support personnel to maintain and support AET content development, production, and post-production facilities to ensure support of diverse technology user needs, smooth operation of facilities, maintenance and updating of related equipment, software, and accessories


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Plans, evaluates, leads, and trains AET staff to implement updated and cost effective technology solutions to maximize instructional technology resources and services Administers and maintains the AET network, operating systems, servers and storage architectures/solutions to support the instructional content development, production and post-production environment, as well as support all site faculty and staff technology needs Collaborates with and advises AET programs and department chairs of technologies that may improve efficiency, effectiveness and workflow Defines standards, policies, and procedures for AET technical support staff Researches and evaluates new technologies and applications and makes recommendations for inclusion at AET Leads the AET technology planning and budgetary process to ensure feasibility that AET technology directions are in line with the overall technology vision of the college, and that future growth can be accommodated in a timely fashion Evaluates technology problems and creates manageable solutions Coordinates with the Information Technology Department to ensure AET technology solutions/projects are implemented with an integrated approach and are compatible with college infrastructure standards Provides opportunities for user feedback and incorporates this information in planning service improvements Effectively coordinates and monitors team activities and tasks to maximize staffing resources and ensure projects/tasks meet timelines and budget Stays abreast of new technology to anticipate possible AET application changes and updates Maintains effective work relationships with vendors, outside agencies, and other educational institutions Participates in college committees and other planning groups Performs other related duties as requested or assigned. Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

SUPERVISION

Supervision Received: The position in this class receives general direction and supervision from the Academic Dean responsible for the Academy of Entertainment and Technology.

Supervision Exercised: This position will supervise all AET instructional technical support staff.


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KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: Content development, production, and post-production computer hardware and software, peripherals, systems infrastructure, and content output for instructional programs including, but not limited to: journalism and broadcast (radio, television, web, newsprint, desktop publishing); film, animation, game design, 3-D character design, and visual effects production and post-production workflows; graphic, web, and mobile device production; architectural design and 3-D modeling production Multi-fabric topologies, systems and architecture Principles and procedures used in content development, production, and post-production environments Theories and practices of project management Concepts and practices of content development, production, post-production, and visual effects workflow Concepts of data communications and networking Principles and practices of virtualization technology Specialized instructional software and applications for media content production and post-production courses Multi-media content delivery technology Mobile devices management AVID Isis post-production environment 4K production and post-production technology, workflow, and storage DIT equipment Rendering workflows Supervisory principles and practices sufficient to be able to delegate responsibility, evaluate personnel, and hire appropriate personnel Ability to: Manage the evaluation and adoption of current production and post-production technology Effectively coordinate resources and trouble-shoot complex technical issues Manage multiple projects in a high demand environment Communicate effectively orally and in writing Plan and organize resources and build clear support standards and procedures Plan, manage, and coordinate complex project and service delivery efficiently and effectively Apply good judgment and make proper decisions independently


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Lead, train, and build technical staff to work as a team Develop and maintain effective working relationships and a supportive learning environment Exercise initiative and judgment in decision-making Set priorities, meet deadlines, and achieve program and institutional objectives

MINIMUM QUALIFICATIONS

Education Requirement: Bachelor’s degree in Computer Science, Management Information Systems, telecommunication technology, multi-media production, or a closely related field. Experience Requirement: Five years of progressively responsible experience managing and coordinating a multimedia production and post-production environment using multiple platforms and systems, preferably within an instructional setting. Education/Experience Equivalency: Additional experience of the same kind, level, or amount as required in the minimum qualifications may be substituted for educational requirements on a year-for-year basis. Licensure and/or Certification: None

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Normal Office Environment:

While performing the duties of this job the employee is regularly required to sit, use hands to keyboard, type, or handle materials, and talk and/or hear. The employee is occasionally required to stand and walk. The employee is regularly required to lift, carry, push, or pull up to 25 pounds. While performing the duties of this job, the noise level in the work environment is usually quiet.

CLASS DETAIL

Job Family: Information Technology

FLSA Status: Exempt

Personnel Commission Approval Date: 08/20/2014


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AGENDA REPORT No. 16 SUBJECT: POSITION RECLASSIFICATION FOR MARTHA DAZA WHITFIELD: STUDENT SERVICES CLERK TO STUDENT SERVICES ASSISTANT DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel

BY: Amy Gurjian, Interim Supervising Personnel Analyst BACKGROUND The Personnel Commission has been requested to conduct a position study for Martha Daza-Whitfield, current Student Services Clerk in the Psychological Services Department. A reclassification study was initiated to determine if Ms. Daza-Whitfield’s assigned duties and responsibilities are appropriately classified. Ms. Daza-Whitfield has been assigned to the Psychological Services Department since June 2010. Psychological Services provides a broad range of services, including brief individual counseling, crisis intervention, and referral services, to enhance the personal well-being, psycho-social development, and academic advancement of a diverse student population, as a means to promote student retention and graduation from SMC. Ms. Daza-Whitfield is typically the first point of student contact at the front desk. She also provides clerical support to staff psychologists, pre/post doctoral interns, a grant coordinator, and outside agency volunteers. She receives general supervision from Brenda Benson, Dean, Counseling and Retention. METHODOLOGY A Position Description Questionnaire (PDQ) was submitted by the incumbent and Ms. Benson, her supervisor. Multiple one-on-one interviews were conducted with the incumbent, her supervisor and Psychological Services staff; supplemental materials related to the incumbent’s duties were also collected. Results of the study were discussed with CSEA and Human Resources. ANALYSIS Key factors assessed when studying a position or classification include the scope of responsibilities, knowledge required for the position, level of complexity, degree of decision-making authority, nature & purpose of contacts, and consequence of error. Ms. Daza-Whitfield welcomes students, reviews their health questionnaires to refer to appropriate clinical staff, maintains confidential files and databases, advises students on related service eligibility and department policies & procedures, provides other moderately complex clerical support to Psychological Services staff, and assists in training and providing work direction to student workers. These duties require increasingly responsible clerical experience,


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basic knowledge and training in student mental issues and the ability to make sound judgments independently, especially in crisis situations. In addition to performing these responsibilities, she plans and implements workshops and other events for students. The following factor summary is provided as a narrative description of each factor level associated to this position:

Factor Description

Knowledge Required

Knowledge of basic or commonly used rules, procedures, or operations that typically require some previous training or experience.

Decision Making

Continuing or individual assignments are accompanied by indicating generally what is to be done, limitations, quality and quantity expected, deadlines, and priority of assignments. The employee uses initiative in carrying out recurring assignments independently without specific instructions, but refers deviations, problems, and unfamiliar situations not covered by instructions to the supervisor for decision or help. The supervisor assures that finished work and methods used are technically accurate and in compliance with instructions or established procedures. Review of the work increases with more difficult assignments if the employee has not previously performed similar assignments.

Complexity

The work consists of duties that involve related steps, processes, or methods. The decision regarding what needs to be done involves various choices that require the employee to recognize the existence of and differences among a few easily recognizable situations. Actions to be taken or responses to be made differ in such things as the source of information, the kind of transactions or entries, or other differences of a factual nature.

Scope and Effect

The work involves the execution of specific rules, regulations, or procedures and typically comprises a complete segment of an assignment or project of broader scope. The work product or service affects the accuracy, reliability, or acceptability of further processes or services.

Nature & Purpose of Contacts

The personal contacts are with employees within the immediate organization, office, project, or work unit, and in related or support units. AND/OR The contacts are with external constituents in very highly structured situations, e.g., the purpose of the contact and the question of with whom to deal are relatively clear. The purpose is to obtain, clarify, or give facts or information regardless of the nature of those facts; i.e., the facts or information may range from easily understood to highly technical.

Task analysis was also performed to identify which tasks are an essential part of the job functions and the knowledge, skills, and abilities needed to complete each task. Tasks identified as non-essential were not considered. FINDINGS

• Ms. Daza-Whitfield qualifies for reclassification because she is performing higher-level duties which impact a substantial portion of her responsibilities as Student Services Clerk.

• Assigned duties are at the level of Student Services Assistant in that the incumbent performs moderately complex clerical tasks with general supervision and is expected to carry them out with substantial independence. These duties are required to support normal Department and District operations and cannot be absorbed by other staff


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members. In addition, she assists in training and providing work direction to student workers. While some duties performed are at the Student Services Clerk level, there is a project management component and level of decision-making and independence that appears more typical of responsibilities assigned to Student Services Assistants.

• According to Ms. Benson, the incumbent has been assigned to perform these duties through gradual accretion since September 2012.

Applicable Rules:

• In order to qualify for reclassification, the change in duties and responsibilities must occur through a gradual accretion of duties and not occasioned by the sudden assignment of wholly new duties. (Merit Rule 3.3.3.B (3))

• Merit Rule 3.3.4 defines gradual accretion of duties as “occurring over two (2) or more years of regular service.”

• Determination as to whether gradual accretion has occurred will be based on the date the incumbent began the performance of the newly acquired duties and responsibilities, and clear and convincing evidence of the employee’s continuing performance of the added duties and responsibilities. (Merit Rule 3.3.5.A (C))

• At least two (2) years must elapse before another request for reclassification can be initiated for the same position. (Merit Rule. 3.3.6.E)

RECOMMENDATION It is recommended that the Commission reclassify Ms. Daza-Whitfield’s position from Student Services Clerk to Student Services Assistant, effective October 1, 2014. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


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AGENDA REPORT No. 17 SUBJECT: APPROVAL OF CLASSIFICATION CONSOLIDATION:

ACADEMIC SECRETARY & ADMINISTRATIVE SECRETARY TO ADMINISTRATIVE ASSISTANT I

DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Amy Gurjian, Interim Supervising Personnel Analyst BACKGROUND CSEA has requested the Personnel Commission to conduct a classification study of the Academic Secretary and Administrative Secretary classifications to determine if assigned duties and responsibilities are appropriately classified. Currently, there are four Academic Secretary positions and five Administrative Secretary positions throughout the District. Positions in the Academic Secretary classification are responsible for performing specialized secretarial support duties for an instructional department, whereas positions in the Administrative Secretary classification generally report to classified administrators or managers, academic program coordinators or academic counselors. The class descriptions were first established in 1984, as part of the Department Secretary I, II & III series. During the Hay study in 2006, the classifications were merged to create the existing Academic Secretary and Administrative Secretary classifications. METHODOLOGY All incumbents and CSEA were invited to participate in a class study orientation in May 2014, to discuss the purpose of the study, methodology, timelines, possible outcomes and implications, and frequently asked questions. Incumbents were requested to complete a Position Description Questionnaire (PDQ) by June 16, 2014. Seven out of the 9 incumbents submitted a completed PDQ. Supervisors had an opportunity to review the PDQs and provide comments. Multiple one-on-one interviews were conducted with incumbents, supervisors, CSEA representatives, and District administrators as needed. In addition, Commission staff presented at the Management Association Meeting on September 5, 2014 to discuss cost implications and address any questions about the findings. ANALYSIS Key factors assessed when studying a position or classification include the scope of responsibilities, knowledge required for the position, level of complexity, degree of decision-making authority, nature & purpose of contacts, and consequence of error. Duties performed by Academic Secretaries and Administrative Secretaries typically include coordinating clerical procedures and practices of a program or department, providing clerical


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support to administrators, managers or faculty leaders, performing reception duties, and maintaining files & databases. In addition, most positions in these classes also maintained records of budget expenditures, inventories, purchase requisitions, service orders, and payroll. Depending on the scope of their supervisor’s responsibilities, a few of the incumbents assist with event planning and/or coordinate the work of other clerical staff and student workers. Incumbents perform duties with general supervision and are expected to carry out assignments with substantial independence. The following factor summary is provided as a narrative description of each factor level associated to the work performed by the incumbents:

FACTOR DESCRIPTION

Knowledge Knowledge of basic or commonly used rules, procedures, or operations that typically require some previous training or experience.

Decision Making

Continuing or individual assignments are accompanied by indicating generally what is to be done, limitations, quality and quantity expected, deadlines, and priority of assignments. The employee uses initiative in carrying out recurring assignments independently without specific instructions, but refers deviations, problems, and unfamiliar situations not covered by instructions to the supervisor for decision or help. The supervisor assures that finished work and methods used are technically accurate and in compliance with instructions or established procedures. Review of the work increases with more difficult assignments if the employee has not previously performed similar assignments.

Complexity

The work consists of duties that involve related steps, processes, or methods. The decision regarding what needs to be done involves various choices that require the employee to recognize the existence of and differences among a few easily recognizable situations. Actions to be taken or responses to be made differ in such things as the source of information, the kind of transactions or entries, or other differences of a factual nature.

Scope/ Consequence of

Error

The work involves the performance of specific, routine operations that include a few separate tasks or procedures. The work product or service is required to facilitate the work of others; however, it has little impact beyond the immediate organizational unit or beyond the timely provision of limited services to others.

Nature & Purpose of Contacts

The personal contacts are with employees within the immediate organization, office, project, or work unit, and in related or support units. AND/OR The contacts are with external constituents in very highly structured situations, e.g., the purpose of the contact and the question of with whom to deal are relatively clear. The purpose is to obtain, clarify, or give facts or information regardless of the nature of those facts; i.e., the facts or information may range from easily understood to highly technical.

In order to establish internal alignment with other similarly situated classes, a review was conducted on classifications in the hierarchy that were similar in the factors mentioned above. In addition a market survey was conducted to analyze staffing models at other comparable agencies. According to the data gathered, most colleges do not differentiate between academic and administrative functions of secretarial work. In addition, industry trends suggest that the difference between secretarial and administrative support is diminishing due to technological advances. Hence, most agencies consolidate these classifications to the administrative assistant series. Notably, if academic/administrative secretaries exist in other agencies, these classifications are not necessarily paid lower than the administrative assistant class. The table below shows the agencies surveyed, which were the same comparables used in previous administrative assistant classification reports.


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COMPARABLE AGENCY BENCHMARK CLASSIFICATION MINIMUM MAXIMUM

Redondo Beach USD Administrative Assistant I $3,010 $3,611

Santa Monica CCD Academic/Administrative Secretary $3,256 $3,957

El Camino CCD Secretary $3,449 $4,272

Los Angeles CCD Administrative Secretary $3,544 $4,390

Long Beach CCD Academic Administrative Asst $3,945 $4,861

Santa Monica Malibu USD N/A

Glendale CCD N/A

Santa Barbara CCD N/A

average $3,487 $4,284

25th percentile $3,339 $4,107





SMC PERCENT RANK 25.00% 25.00%

SMC DIFFERENCES FROM AVG ‐6.622% ‐7.624% *N/A denotes no benchmark positions for Academic/Administrative Secretary FINDINGS The Academic and Administrative Secretary positions at the District were found to be on parity with the Administrative Assistant I classification, particularly in the nature and complexity of work performed, knowledge required, and the level of independence in performing comparable clerical duties. Minor changes to the existing Administrative Assistant I class description have been proposed in Agenda Report 18 to accurately reflect the scope of responsibilities required for that classification. Currently, the following incumbents are in the Academic Secretary and Administrative Secretary classifications:

INCUMBENT CURRENT CLASS SUPPORTS DEPARTMENT DOH

Bennett, Carlotta

Academic Secretary Associate Director/Associate Dean

Academic Program Development/Photo/Fashion

1/1/07 (Dept. Sec. I - 12/14/01)

Flores, Edna Academic Secretary Department Chair Design Technology 1/1/07 (Dept. Sec. I - 9/20/93)

Louff, Judy Academic Secretary Associate Dean Theatre Arts 1/1/07 (Dept. Sec. I - 9/5/84) Trager, Phyllis Academic Secretary Department Chair Earth Science 1/1/07 (Dept. Sec. I - 9/5/84) Aragon, Michelle

Administrative Secretary Associate Dean Health Science/ECE 8/16/10

Galloway, Patricia

Administrative Secretary Faculty Leader Veterans Resource Center 1/1/09

Glaves, Paige Administrative Secretary Project Manager Title V 6/17/13; currently on Administrative Assistant I eligibility list

Meza, Ofelia Administrative Secretary Director, Auxiliary Services

Auxiliary Services 1/1/07 (Dept. Sec. I – 7/1/98)

Thomas‐Green, Rachelle

Administrative Secretary Director, Special Programs

EOPS/CARE/Guardian Scholars

8/16/10


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Incumbents with more than two years of regular service in the above mentioned classes are proposed to be reclassified upon consolidation. Those who do not have a continuous employment record of two or more years in the Academic or Administrative Secretary class would be reclassified through competitive examination.

Applicable Rules:

• A classification is deemed appropriate when it describes eighty (80) percent of the duties and responsibilities assigned to a position. (Merit Rule 3.2.5 (A) (2))

• Under the provisions of the Merit System, the Personnel Commission seeks to provide fair compensation to all employees in the classified service on the basis of “like pay for like work.” In establishing a classification plan for the District, the Personnel Commission seeks to maintain a reasonable balance between broad and narrow classifications. A broad classification groups positions according to more general activities, and a narrow classification places positions with very specialized requirements into distinct classes. Broad groupings have been found to be more appropriate to entry-level positions and narrow groupings to be more effective for technical and specialized positions. (Merit Rule 3.2.1)

• Table 13-1 in Merit Rule 13.1 on seniority shows that when an employee is reclassified to a new classification, and whereas his/her former classification is abolished, the employee transfers his or her seniority to the new classification.

RECOMMENDATION It is recommended that the Commission approve the reclassification upon consolidation of the Academic Secretary and Administrative Secretary (Classified Monthly Salary Range 22 - $3,256 to $3,957) classifications to the Administrative Assistant I (Classified Monthly Salary Range 26 - $3,590 to $4,363) classification effective as of October 1, 2014. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: _____ NAYS: _____ ABSTENTIONS: _____ Amendments/Comments


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AGENDA REPORT No. 18 SUBJECT: APPROVAL OF REVISIONS TO CLASS DESCRIPTION: ADMINISTRATIVE ASSISTANT I DATE: September 17, 2014 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Amy Gurjian, Interim Supervising Personnel Analyst BACKGROUND Attached for your approval is a revised classification description for Administrative Assistant I. As a result of a class study requested by CSEA, the Administrative Assistant I classification description is proposed to be revised to accurately reflect the current responsibilities assigned to this classification. In addition, Commission staff initiated a salary study to compare the current salary range for this classification with similar jobs in other agencies and at the District. This class description was last revised in 2006 as a result of the Hay study. It was established in 1984, as Administrative Assistant I & Administrative Assistant I-Steno and later reclassified to Department Secretary. The proposed changes will not affect the current status of any Administrative Assistant I positions and are not intended to create additional duties beyond the scope of responsibility for this class. METHODOLOGY In consideration of consolidating the Academic and Administrative Secretary classifications, Personnel Commission staff met with CSEA, District administrators and subject matter experts to discuss changes. The Administrative Assistant I class description was revised by the Personnel Commission staff and reviewed with incumbents. Supplemental information regarding previous related studies was reviewed. An external salary study was conducted of public agencies with positions that have comparable duties and responsibilities and reporting relationships. The same comparable agencies were used as noted in previous classification reports pertaining to the administrative assistant series in order to compare salary data across the series and determine if a salary reallocation is warranted. Internal comparisons were also reviewed in order to ensure that there was proper alignment across the Secretarial/Clerical occupational series and other related classifications. Personnel Commission staff will conduct further meetings with department management prior to opening recruitment, in order to gather and analyze documentation for developing an examination plan and creating test content. RESULTS Based on the data gathered on this classification and proposed consolidation of the Academic/Administrative Secretary classification, the Administrative Assistant I class description


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is proposed to be revised to include a more accurate depiction of the job duties; in addition, some of the duties previously listed in this class description were vague and not fully descriptive of the type of work expected. These changes were not found to be sufficient to alter the salary allocation. Furthermore, no changes are recommended to the minimum qualifications. Classifications from eight agencies in Southern California were included in the presented salary survey. Most comparable classifications were selected for review based the scope and level of work directly related to providing secretarial and administrative support to faculty leaders and administrators. COMPARABLE AGENCY BENCHMARK CLASSIFICATION MINIMUM MAXIMUM

Santa Monica Malibu USD Administrative Assistant $2,887 $3,685

Redondo Beach USD Administrative Assistant II $3,155 $3,785

Glendale CC Administrative Assistant I $3,302 $4,014

Long Beach CCD Administrative Assistant $3,378 $4,156

City of Torrance Secretary $3,507 $4,167

Santa Monica CCD Administrative Assistant I $3,590 $4,363

El Camino CCD Administrative Assistant I $3,680 $4,476

Santa Barbara CCD Administrative Assistant I $3,728 $4,115

City of West Hollywood Administrative Specialist II $3,890 $4,145

average $3,441 $4,068






SMC PERCENT RANK 62.50% 87.50%

SMC DIFFERENCE FROM MARKET AVG +4.335% +7.255% The current salary range for Administrative Assistant I is $3,590-$4,363 (Classified Monthly, Range 26). In this survey, 37.5% of the cases presented were above the current salary range for this classification. Internal alignment was also considered to determine if a salary increase is warranted. CLASSIFICATION AT SMC MINIMUM MAXIMUM RANGE

% UPWARD CHANGE

Executive Coordinator ‐ District and BOT $5,237 $6,366 Range C41 10.25%

Administrative Asst. IV‐Confidential $4,750 $5,774 Range C37 8.87%

Administrative Assistant III $4,363 $5,303 Range 34 13.00%

Administrative Assistant II $3,861 $4,694 Range 29 7.55%

Administrative Assistant I $3,590 $4,363 Range 26 10.26%

Academic/Administrative Secretary* $3,256 $3,957 Range 22 5.00%

Administrative Clerk $3,101 $3,769 Range 20 15.77%**

*proposed to be consolidated with Administrative Assistant I **% change upward to Administrative Assistant I


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RECOMMENDATION It is recommended that the Commission approve the attached revised class description for Administrative Assistant I. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: ____ NAYS: ____ ABSTENTIONS: ____ Amendments/Comments ____________________________________________________________________________


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Administrative Assistant I

CONCEPT OF THE CLASS

Positions in this classification perform vocational secretarial duties and provide administrative support for College management and faculty leaders in instructional, academic and support service functional areas.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant I classification is the first level in the Administrative Assistant class series. The other classifications in this series are: Administrative Assistant II; Administrative Assistant III; and Administrative Assistant IV.

A class series is a progression of classifications whose specifications distinguish one level from the next by defined characteristics of the class. Positions in the administrative assistant series are distinguished by scope of the supervisor’s administrative and program responsibilities, the knowledge required to effectively perform the job and the minimum experience and/or education necessary to be considered for employment.

Positions in the Administrative Assistant I classification typically report to Department Chairs, Academic Directors, Associate or Assistant Deans, administrative or classified managers. Positions in this classification typically handle more routine department or division administrative work that requires a minimum of previous administrative experience. Assignments are made under immediate supervision and work is reviewed to ensure compliance with instructions. Incumbents work directly with their supervisors in order to determine daily goals and ways in which to facilitate the work of the department.

Positions in the Administrative Assistant II class perform advanced vocational, moderately complex secretarial duties and provide administrative support for Academic Deans or administrators working in off-campus facilities or in large, complex functional areas.

Positions in the Administrative Assistant III class perform advanced vocational, complex secretarial duties and provide administrative support to an Associate Vice President, Vice President or Director of Classified Personnel.

Positions in the Administrative Assistant IV perform a variety of difficult and highly complex secretarial duties and provide administrative support to the Superintendent/President and/or Board of Trustees.

ESSENTIAL DUTIES

Performs a variety of secretarial and clerical duties for an instructional program or functional area; uses personal computer for information input and retrieval; performs word processing; maintains computerized databases for work orders, appointments, and/or mass mailings; maintains files and records; distributes or submits pertinent documentation to appropriate sources.

Formats, types, edits, and proofreads a variety of materials including correspondence, documents, reports, meeting agendas and minutes, course outlines, directories, handbooks, and informational and publicity brochures, from rough draft, oral direction or other source


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materials; ensures accuracy, completeness and compliance with District standards, policies and procedures.

Answers and screens telephone callsReceives and screens visitors, telephone calls and correspondence; responds to questions, requests and complaints; provides information about services, policies and procedures

Resolves routine problems involving administration, staff or students

Makes arrangements for a variety of meetings, conferences, orientations, and other special events as needed; assembles, prepares and distributes related materials; notifies and confirms participant attendance; schedules, reserves and sets up event/meeting locations and equipment; handles ticketing, permits and arranges for catering as needed. Maintains records of requisitions, invoices, budget accounts and inventory; initiates orders, prepares requisitions and order supplies; places service calls/work orders. May provide academic or program-related administrative support in one or more of the following: support schedule development and maintenance for department; coordinate room/scheduling conflicts, changes, and cancellations; prepare tests, answer keys and forms and assemble related packets; arrange for substitute instructors; process department applications, assemble and distribute staff evaluation packets; coordinate textbook orders; maintain rosters. May deposit cash and checks from customers and issue receipts. May record, complete and submit timesheets for staff and student workers to payroll department. May assist in training and providing work direction to student workers.

Orders, stores, and maintains inventories, department office supplies; orders equipment, places service calls/work orders for equipment maintenance

Records time and prepares timesheets for authorization for faculty, classified staff and students

Initiates repair orders for equipment, scheduling conference rooms; contacting substitutes for faculty members as requested

Performs other related duties as requested or assigned.

Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

SUPERVISION

Supervision Received:

Positions in this classification receive direct supervision from Department Chairs, Associate or Assistant Deans, administrative or classified managers.

Supervision Exercised:

Positions in this classification do not supervise other classified positions.


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KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of rules, regulations, laws and policies governing the community college districts

Knowledge of customer service principles and techniques

Knowledge of modern office procedures and practices

Knowledge of receptionist duties and telephone techniques

Knowledge of filing systems and practices

Knowledge of computer software for creating, formatting, and editing written documents

Knowledge of English usage, vocabulary, spelling, grammar and punctuation

Knowledge of basic bookkeeping practices and procedures

Ability to perform moderately difficult clerical and secretarial work

Ability to accurately type and operate a computer keyboard for data entry and retrieval

Ability to learn policies, procedures and terminology of a specific department or functional area

Ability to maintain files and keep records

Ability to follow and understand oral and written instructions

Ability to set priorities and manage time and work in fast-paced and busy environment with multiple tasks and interruptions

Ability to establish and maintain effective working relationships with administrators, instructors, students, staff, and the public

MINIMUM QUALIFICATIONS

Education Requirement: Graduation from high school or GED equivalent.

Experience Requirement: Four (4) years of full-time paid work experience performing journey level secretarial duties, which included one (1) year experience providing administrative support to an administrator or management level supervisor.

Education/Experience Equivalency: Experience and/or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.

Licensure and/or Certification: None

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while


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performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Normal Office Environment: While performing the duties of this job the employee is regularly required to sit, use hands to keyboard, type, or handle materials, and talk and/or hear. The employee is occasionally required to stand and walk. The employee is regularly required to lift, carry, push, or pull up to 25 pounds. While performing the duties of this job, the noise level in the work environment is usually quiet.

CLASS DETAIL

Job Family: Secretarial/Clerical

FLSA Status: Non-exempt

Personnel Commission Approval Date: October 25, 2006

Class History: Administrative Assistant I Established 11/84, Department Secretary II, Established 11/84; Revised 01/91, Department Secretary III Established 01/91 Revision Date(s): 10/25/06 (Hay Classification study); 09/17/14


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VII. ADJOURN MEETING AT _______ PM DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: ____ NAYS: ____ ABSTENTIONS: ____ Amendments/Comments The next regular Personnel Commission meeting is scheduled for:

Wednesday, October 15, 2014 at 12 PM in the Santa Monica College Board Room,

Business Building, Room 117 at 1900 Pico Blvd, Santa Monica, California.

As required by law, this agenda for the Wednesday, September 17, 2014, Regular Meeting of the Santa Monica College Personnel Commission was posted at or before 12:00 pm on Friday, September 12, 2014 on the official District bulletin boards and website.

Documents

PERSONNEL COMMISSION AGENDA · The Personnel Commission Office is requesting that the eligibility list for Accounting Specialist II be extended for an additional six months. The current