Loading...
HomeMy WebLinkAbout12/14/2015CIVIL SERVICE COMMISSION MEETING AGENDA 7:30 a.m. Monday December 14, 2015 1st Floor Conference Room — City Hall 715 Mulberry Street Waterloo, IA 50703 Roll Call Bonetta Culp Barry Haskins Jerome Amos Abraham Funchess (ex officio) Approval of Agenda for December 14, 2015 Approval of Minutes for October 19, 2015 Unfinished Business A. Certification of Civil Service List for Police Recruit — Open Exam B. Certification of Civil Service List for Equipment Operator II — Street Department — Promotional Exam C. Updates 1. Code Enforcement Officer — Attorney's Office — Open Exam 2. Clerk I — Open Exam 3. Police Property/Evidence Technician — Police Dept — Open Exam II. New Business A. Job Description & Testing Criteria for Clerk II — Promotional/Open Exams III. Other Business None Adjournment Suzy Schares City Clerk CIVIL SERVICE COMMISSION MINUTES 7:30 a.m. Monday, October 19, 2015 1st Floor Conference Room — City Hall Members Present: Member Excused: Others Present: Bonetta Culp, Barry Haskins, Abraham Funchess (ex officio) Jerome Amos Mark Rice, Cheryl Huddleston Moved by Haskins, seconded by Culp to approve the October 19, 2015 Agenda. Motion carried. Moved by Haskins, seconded by Culp to approve the Minutes from August 31, 2015. Motion carried: UNFINISHED BUSINESS The Civil Service List for Fire Engineer was presented for certification. This list was originally approved on August 31, 2015, but there was an error. The list was supposed to be a three-year list, not a two-year list. Moved by Haskins, seconded by Culp: We, the members of the Civil Service Commission, certify the following list of applicants, who are eligible based upon the examination process as set forth by the Civil Service Commission for the appointment to the position of Fire Engineer for the City of Waterloo, Iowa Fire Rescue Department. Appointments shall be made from this list for the next three years (August 31, 2015 — August 30, 2018). CERTIFIED LIST Jerry Bjerke Jared Bargman David Hook Joseph Reiter Brock Weliver Motion carried. Updates Police Recruit - approved by Civil Service on 8/31/15 and by Human Resources Committee 9/8/15. Advertising was extensive — the Courier, City website and cable channel, agencies, organizations and individuals on the Affirmative Action List, notice sent to all colleges in the states surrounding Iowa with police science or law enforcement programs, fitness centers, policeone.com, National Minority Report. We received 94 resumes. The physical ability test is scheduled for 10/30/15 with the written test held the same day for those who pass the physical ability test. NEW BUSINESS The job description and testing criteria for Equipment Operator II/Street Department — both promotional and open — were presented for approval. We recently completed the testing process and certified a promotional list of three but two of the three employees who passed the testing turned down the promotion, leaving us with two remaining vacancies. There have not been any changes in the job description or testing criteria. Moved by Haskins, seconded by Culp to approve the promotional and open job descriptions and testing criteria for Equipment Operator II — Street Department. Motion carried. The job description and testing criteria for Code Enforcement Officer -Waste Management Services was presented for approval. The Human Resources Committee still needs to approve filling the position. There is a vacancy due to a transfer. There are no changes in the job description and testing criteria. Moved by Haskins, seconded by Culp to approve the job description and testing criteria for Code Enforcement Officer -Waste Management Services. Motion carried. The job description and testing criteria for Clerk I was presented for approval. The Human Resources Committee still needs to approve filling the position. The current vacancy is in Waste Management Services due to a promotion. The only changes took out reference to Sanitation Department duties in Waste Management. Moved by Haskins, seconded by Culp to approve the job description and testing criteria for Clerk I. Motion carried. The job description and testing criteria for Police Property/Evidence Technician was presented for approval. The Human Resources Committee still needs to approve filling the position. There is a vacancy due to a pending retirement. There are no changes in the job description and testing criteria except for reporting. Moved by Haskins, seconded by Culp to approve the job description and testing criteria for Police Property/Evidence Technician. Motion carried. OTHER BUSINESS Brief discussion initiated by Public Works Director Mark Rice regarding change in Equipment Operator III status. The last Equipment Operator III has been involuntarily demoted to Equipment Operator II — he works second shift and wanted to remain on second shift and there is no current need for an Equipment Operator III on that shift. Plans are to keep that classification vacant and pay employees out -of -rank if they are needed to operate Equipment Operator III equipment. The employee who was demoted will continue to receive Equipment Operator III pay until he "catches up" to the Equipment Operator II rate. With no further business, moved by Haskins, seconded by Culp to adjourn. Motion carried. Cheryl Huddleston, Human Resources Manager Clerk for the Civil Service Commission Any present City of Waterloo regular employee who meets the minimum qualifications is welcome to apply for this position. Present vacancy is in Waste Management Services. HOW TO APPLY Qualified employees must submit a cover letter and resume detailing education and experience to the City of Waterloo Human Resources Department, 715 Mulberry Street, Waterloo, Iowa 50703 or email emplovment(a7waterloo-ia.org by a time and date to be determined. All applicants will receive additional information on the position at the time they submit a resume. CITY OF WATEROO, IOWA CIVIL SERVICE NOTICE PROMOTIONAL EXAIVIINATION CLERK II ESSENTIAL FUNCTIONS, KNOWLEDGE, EXPERIENCE & TRAINING SUMMARY Under the general direction of a department head or designee, using independent judgment, provides clerical and record keeping support. Essential functions include but are not limited to the following: performs data entry, types correspondence, reports and statistical data; collects and compiles statistical data manually and through the use of a computerized system; greets the public, assists in answering incoming department phone calls as needed and provides information based on knowledge of department and City policies, regulations and procedures or directs call to proper person; performs minor bookkeeping and financial record keeping; collects fees and revenues, prepares receipts and maintains records of revenue/expense transactions; may schedule and assign tasks to subordinate clerks and review their work for accuracy; prepares and inputs payroll data and other financial information; may perform accounts payable, accounts receivable or banking functions; operates typewriter, personal computer, calculator, fax machine and other general office equipment; may interpret technical data, review materials on a variety of projects and present facts and findings clearly and concisely to a supervisor, coworkers, City officials and the public; may prepare written reports, complete forms and keep files up-to-date; communicates with the public, City officials and coworkers by telephone and in person; works under strict time constraints and stressful conditions; works independently and with others with limited supervision; attends work regularly at the designated place and time; performs all work duties and activities in accordance with City, department and OSHA policies, procedures and safety rules; performs other duties as assigned by a supervisor or designee. The following duties are specific to the present Clerk II vacancy in Waste Management Services. The Waste Management Services Superintendent reserves the right to change job duties as needed based on staffing and Waste Management Services responsibilities: Sewer Maintenance: answers phones, dispatches and performs data entry for sewer back up calls/catch basins/manholes and for flood control; calls in locates for sewer digs, orders and dispatches cement, distributes locates for digging; performs tap readings and dispatches to maintenance personnel and sewer services. Wastewater Treatment: performs data entry for the MP2 maintenance program, Cartegraph, pretreatment plants and lift stations; dispatches alarms to operators on plant; provides clerical assistance to the Capacity Management Operations & Maintenance (CMOM), Program the Fats, Oils and Grease (FOG) program and Storm Sewer Inspections Program. Payroll/Accounts Payable/Miscellaneous: keeps track of benefit time and usage, labor and hours report; makes payroll adjustments and edits sheets according to Clerk's Office deadlines; files reports and time off slips; completes pay vouchers according to Finance Department deadlines; creates and updates spreadsheets; orders supplies. Acceptable experience and training: high school graduate/GED with minimum one year experience in an office setting at the Clerk I level or equivalent or any equivalent combination of experience and education that provides the knowledge, skills and abilities necessary to perform the work; prefer additional education beyond high school in business clerical, accounting or closely related field; skilled in use of personal computer and Microsoft Office software (verification of skills through Iowa Workforce Development is required); typing fifty (50) words per minute net of errors (verification of typing speed required);. Required knowledge and abilities include but are not limited to the following: knowledge of Microsoft Office software, in particular Word and Excel; thorough knowledge of clerical functions, office procedures, terminology and equipment including personal computer; ability to perform general office services, learn specialized computer software, develop computer -generated reports and keep accurate, thorough and updated records; ability to collect, analyze and present data from computerized reports in organized and understandable form; ability to answer questions and provide information to the public in person and over the telephone in a clear, concise and easily understandable manner; ability to write legibly, prioritize work, produce a quality work product within strict time lines and handle multiple tasks; ability to work independently and with others with minimum supervision and to direct the work of other employees; ability to exercise independent judgment and to make decisions based on department policies, City ordinances and established regulations; ability to establish and maintain effective working relationships with supervisors, coworkers and the public; ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. EXAMINATION INFORMATION Qualified employees who apply by the deadline date will be required to appear before an interview panel consisting of a minimum of three people who have expertise in the areas being tested. An individual must receive a minimum average score of 60 points out of 100 to achieve a passing score on the interview. The top applicants, as ranked by their score on the interview, will be the individuals placed on the certified list. INTERVIEW DATE Qualified candidates who apply by the deadline date will be notified of the time, place and date of the interview. A.A./E.E.O. Minority, female & disabled individuals are encouraged to apply. CLERK n PROMO NOTICE 15-2 December 2015 All qualified applicants must submit a cover letter and resume detailing education and work experience to the City of Waterloo Human Resources Department, 715 Mulberry Street, Waterloo, Iowa 50703 or email emplovment*waterloo-ia.org. The resume must be received by a time and date to be determined. Faxed resumes not accepted. All applicants will receive additional information on the position within a week of submitting their resume. The City is not responsible for resumes that do not reach us electronically or by regular mail service. A candidate who submits a resume by the deadline date and time and does not contact the City that they have not received a response will not be considered. CITY OF WATEROO, IOWA CIVIL SERVICE NOTICE OPEN EXAMINATION CLERK II ESSENTIAL FUNCTIONS, KNOWLEDGE, EXPERIENCE & TRAINING SUMMARY Under the general direction of a department head or designee, using independent judgment, provides clerical and record keeping support. Essential functions include but are not limited to the following: performs data entry, types correspondence, reports and statistical data; collects and compiles statistical data manually and through the use of a computerized system, greets the public and answers incoming department phone calls as needed and provides information based on knowledge of department and City policies, regulations and procedures or directs call to proper person; performs minor bookkeeping and financial record keeping; collects fees and revenues, prepares receipts and maintains records of revenue/expense transactions; may schedule and assign tasks to subordinate clerks and review their work for accuracy; may prepare and input payroll data and other financial information; may perform accounts payable, accounts receivable or banking functions; operates typewriter, personal computer, calculator, fax machine and other general office equipment; may interpret technical data, review materials on a variety of projects and present facts and findings clearly and concisely to a supervisor, coworkers, City officials and the public; may prepare written reports, complete forms and keep files up-to-date; communicates with the public, City officials and coworkers by telephone and in person; works under strict time constraints and stressful conditions; works independently and with others with limited supervision; attends work regularly at the designated place and time; performs all work duties and activities in accordance with City, department and OSHA policies, procedures and safety rules; performs other duties as assigned by a supervisor or designee. The following duties are specific to the present Clerk II vacancy in Waste Management Services. The Waste Management Services Superintendent reserves the right to change job duties as needed based on staffing and Waste Management Services responsibilities: Sewer Maintenance: answers phones, dispatches and performs data entry for sewer back up calls/catch basins/manholes and for flood control; calls in locates for sewer digs, orders and dispatches cement, distributes locates for digging; performs tap readings and dispatches to maintenance personnel and sewer services. Wastewater Treatment: performs data entry for the MP2 maintenance program, Cartegraph, pretreatment plants and lift stations; dispatches alarms to operators on plant; provides clerical assistance to the Capacity Management Operations & Maintenance (CMOM), Program the Fats, Oils and Grease (FOG) program and Storm Sewer Inspections Program. Pavroll/Accounts Payable/Miscellaneous: keeps track of benefit time and usage, labor and hours report; makes payroll adjustments and edits sheets according to Clerk's Office deadlines; files reports and time off slips; completes pay vouchers according to Finance Department deadlines; creates and updates spreadsheets; orders supplies. Acceptable experience and training: high school graduate/GED with minimum one year verifiable business clerical, secretarial, bookkeeping or other closely related experience in an office setting or any equivalent combination of experience and education that provides the knowledge, skills and abilities necessary to perform the work; prefer additional education beyond high school in business clerical, accounting or closely related field; skilled in use of personal computer and Microsoft Office software (verification of skills by testing required); typing fifty (50) words per minute net of errors (verification of typing speed required). Required knowledge and abilities include but are not limited to the following: knowledge of Microsoft Office software, in particular Word and Excel; thorough knowledge of clerical functions, office procedures, terminology and equipment including personal computer; ability to perform general office services, learn specialized computer software, develop computer - generated reports and keep accurate, thorough and updated records; ability to collect, analyze and present data from computerized reports in organized and understandable form; ability to answer questions and provide information to the public in person and over the telephone in a clear, concise and easily understandable manner; ability to write legibly, prioritize work, produce a quality work product within strict time lines and handle multiple tasks; ability to work independently and with others with minimum supervision and to direct the work of other employees; ability to exercise independent judgment and to make decisions based on department policies, City ordinances and established regulations; ability to establish and maintain effective working relationships with supervisors, coworkers and the public; ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. EXAMINATION INFORMATION All qualified applicants who apply by the deadline date will be required to appear before an interview panel consisting of a minimum of three people who have expertise in the areas being tested. An individual must receive a minimum average score of 60 points out of 100 to achieve a passing score on the interview. The top applicants, as ranked by their score on the interview, will be the individuals placed on the certified lists. Applicants who qualify as outlined and are full time regular employees of the City of Waterloo shall have one additional point per full year of employment up to a maximum of five points added to their final score. Honorably discharged men and women from the military or navel forces of the United States who qualify per provisions of Chapter 35 of the Iowa Code and who are citizens and residents of the United States shall have five additional points added to their final score upon submission of their DD214 or ten points added if they were awarded a Purple Heart or have a service connected disability. WRITTEN EXAMINATION In the event the City of Waterloo receives resumes from more than forty (40) qualified applicants who have submitted verification of ability to type a minimum of fifty (50) words per minute net of errors, we reserve the right to require these applicants to participate in a written examination designed to test knowledge of clerical skills. The top twenty scores on the written examination will be invited to the oral examination, but, in no case will a candidate be allowed to proceed in the testing without receiving a minimum score of at least 70% on each portion of the written examination. In the event a written examination is necessary, the written examination will be worth 40% of the total score with the oral examination being worth 60% of the total score. Typing verification must be received by a time and date to be determined. The attached sheet or similar document provided by the testing service must be used. This verification must be obtained within the last year from Iowa Workforce Development or an accredited educational institution or employment service verifying ability to type at least 50 words per minute net of errors. The test must be at least a three -minute test. Testing done by a private employer will not be accepted. Typing verification must be received directly from the testing service. Typing verification submitted by the candidate will not be accepted. INTERVIEW DATE Qualified candidates who apply by the deadline date will be notified of the time, place and date of the written test and interview. A.A./E.E.O. Minority, female & disabled individuals are encouraged to apply. CLERK II OPEN NOTICE 15-2 December 2015 CLERK H DEPARTMENT SALARY FLSA CIVIL, SERVICE BARGAINING UNIT CLERK' OFFICE/ POLICE/ ENGINEERING/WASTE MANAGEMENT $20.91per hour after 4 month probation NON-EXEMPT INCLUDED TEAMSTERS LOCAL #238 GENERAL STATEMENT OF DUTIES Staff support position responsible for performing a variety of difficult clerical tasks within one of the above departments requiring the use of independent judgement. The work is performed under the general direction of a department head or designee. May direct the work of lower level clerical or temporary employees. EXAMPLES OF ESSENTIAL FUNCTIONS (illustrative Only) These functions are considered essential for successful performance in this job classification. 1. Performs data entry, types correspondence, reports and statistical data. 2. Collects and compiles statistical data manually and through the use of a computerized system. 3. Greets the public and answers incoming department phone calls as needed and provides information based on knowledge of department and City policies, regulations and procedures or directs call to proper person. 4. Performs minor bookkeeping and financial record keeping. 5. Collects fees and revenues, prepares receipts and maintains records of revenue/expense transactions. 6. May schedule and assign tasks to subordinate clerks and review their work for accuracy. 7. May prepare and input payroll data and other financial information. 8. May perform accounts receivable, accounts payable or banking functions. 8. Operates personal computer, typewriter, calculator, fax machine and other general office equipment. 9. May interpret technical data, review materials on a variety of projects and present facts and findings clearly and concisely to a supervisor, coworkers, City officials and the public. 10. May prepare written reports, complete forms and keep files up-to-date. 11. Communicates with the public, City officials and coworkers by telephone and in person. 12. Works under strict time constraints and stressful conditions. 13. Works independently and with others with limited supervision. 14. Attends work regularly at the designated place and time. 15. Performs all work duties and activities in accordance with City, department and OSHA policies, procedures and safety rules. 16. Performs other duties as assigned by a supervisor or designee. Specific to Waste Management Department: Sewer Maintenance: answers phones, dispatches and performs data entry for sewer back up calls/catch basins/manholes and for flood control; calls in locates for sewer digs, orders and dispatches cement, distributes locates for digging; performs tap readings and dispatches to maintenance personnel and sewer services. Wastewater Treatment: performs data entry for the MP2 maintenance program, Cartegraph, pretreatment plants and lift stations; dispatches alarms to operators on plant; provides clerical assistance to the Capacity Management Operations & Maintenance (CMOM), Program the Fats, Oils and Grease (FOG) program and Storm Sewer Inspections Program. PayroWAccounts Payable/Miscellaneous: keeps track of benefit time and usage, labor and hours report; makes payroll adjustments and edits sheets according to Human Resources Department deadlines; files reports and time off slips; completes pay vouchers according to Finance Department deadlines; creates and updates spreadsheets; orders supplies. REQUIRED KNOWLEDGE & ABILITIES 1. Knowledge of Microsoft Office software, in particular Word and Excel (testing of skills will be done). 2. Thorough knowledge of clerical functions, office procedures, terminology and equipment including personal computer. 3. Ability to type fifty (50) words per minute net of errors (verification of typing speed required). 4. Ability to perform general office services, learn specialized computer software, develop computer - generated reports and keep accurate, thorough and updated records. 5. Ability to collect, analyze and present data from computerized reports in organized and understandable form. 6. Ability to answer questions and provide information to the public in person and over the telephone in a clear, concise and easily understandable manner. 7. Ability to write legibly, prioritize work, produce a quality work product within strict time lines and handle multiple tasks. 8. Ability to work independently and with others with minimum supervision and to direct the work of other employees. 9. Ability to exercise independent judgment and to make decisions based on department policies, City ordinances and established regulations. 10. Ability to establish and maintain effective working relationships with supervisors, coworkers and the public. 11. Ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. ACCEPTABLE EXPERIENCE & TRAINING 1. High school graduate/GED with minimum one year business clerical, secretarial, bookkeeping or other closely related experience in an office setting; prefer additional education beyond high school in business clerical, accounting or closely related field. OR Any equivalent combination of experience and education that provides the knowledge, skills and abilities necessary to perform the work. Skilled in use of personal computer and Microsoft Office software (verification of skills through testing arranged by the City of Waterloo Human Resources Office). ESSENTIAL PHYSICAL ABILITIES The following physical abilities are required with or without accommodation. 1. Sufficient speech and hearing that permits the employee to communicate effectively with supervisors, other employees and the public in person or by telephone. 2. Sufficient vision and manual dexterity that permits the employee to operate a personal computer and other standard office equipment, handle files, perform customer service duties and other clerical responsibilities. 3. Sufficient personal mobility that permits the employee to move from one work area to another. MISCELLANEOUS 1. The City of Waterloo will conduct a background investigation including a review of past employers and references. 2. Required to submit to and pass Civil Service panel interview. May be required to participate in written examination depending on number of qualified candidates. 3. If position is filled as a promotional appointment, any regular employee who meets the minimum qualifications is eligible to apply for the position. WORK SCHEDULE Generally 7:00 a.m.-4:00 p.m. or 8:00 a.m: 5:00 p.m. Monday through Friday with one hour unpaid lunch. The City of Waterloo reserves the right to change these hours within the guidelines of the Teamsters contract. Limited overtime. May be assigned to work outside of regular schedule including weekends or evenings during emergency situations. Occasional overtime. CLERK II DESCRIPTION 15-2 December 2015