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HomeMy WebLinkAbout06/14/2013CIVIL SERVICE COMMISSION MEETING AGENDA 7:30 a.m. Friday, June 14, 2013 1st Floor Conference Room — City Hall 715 Mulberry Street Waterloo, IA 50703 Roll Call Tim Luce John Blitsch Bonetta Culp Abraham Funchess (ex officio) Approval of Agenda for June 14, 2013 Approval of Minutes for April 3, 2013 Unfinished Business A . Certification of Civil Service List for Sewer Maintenance Worker — Waste Management Services — Open Exam B. Certification of Civil Service List for Construction Foreman — Leisure Services — Promotional Exam C. Certification of Civil Service List for Golf Maintenance III — Leisure Services — Promotional Exam D. Certification of Civil Service List for Park Maintenance lI - Crew Leader — Leisure Services — Open Exam E. Certification of Civil Service List for Medical Officer — Fire Rescue — Promotional Exam F. Updates 1. Solid Waste Operator — Waste Management Services — Open Exam 2. Park Maintenance II - Construction — Leisure Services — Open Exam 3. Fire Engineer — Fire Rescue — Promotional Exam 4. Fire Fighter Recruit — Fire Rescue — Open Exam 5. Police Recruit — Police Department — Open Exam II. New Business A. Approval of Job Description & Testing Criteria for Bookkeeper — Waterloo Housing Authority/Community Planning & Development — Open Exam III. Other Business A. U.S. Dept of Justice Inquiry Adjournment Suzy Schares City Clerk CIVIL SERVICE COMMISSION MINUTES 12:30 p.m. April 3, 2013 City Hall Council Chambers Members Present: Tim Luce, Bonetta Culp, John Blitsch Member Excused: Abraham Funchess (ex officio) Others Present: Pat Treloar, Dan Trelka, Paul Huting, Cheryl Huddleston Moved by Blitsch, seconded by Culp to approve the April 3, 2013 Agenda. Motion carried. Moved by Blitsch, seconded by Luce to approve the December 20, 2012 Minutes. Motion carried. Moved by Culp, seconded by Blitsch to approve the March 15, 2013 Minutes. Motion carried. UNFINISHED BUSINESS None NEW BUSINESS The job description and testing criteria for Fire Engineer was presented for approval. The Human Resources Committee approved beginning the Civil Service process on 3/11/13. There are no changes in the job description and testing criteria. Moved by Luce, seconded by Culp to approve the job description and testing criteria for Fire Engineer. Motion carried. The job description and testing criteria for Fire Recruit was presented for approval. The Human Resources Committee approved beginning the Civil Service process on 3/11/13. There is one major change in the testing — we have added psychological testing as part of the post job offer testing. The written test will be 5/29/13; dates for other testing have not yet been decided. The written test will be purchased from Cooperative Personnel Services and will cover: "Understanding Written Information"; "Mathematical Ability"; "Mechanical Ability"; "Teamwork/PR/Community Living". We are hoping to finish the process and have a list for certification by mid -July. We have a four anticipated vacancies. Moved by Blitsch, seconded by Culp to approve the job description and testing criteria for Fire Recruit. Motion carried. The job description and testing criteria for Police Recruit was presented for approval. The Human Resources Committee approved beginning the Civil Service process on 3/11/13. There are no changes in the job description and testing criteria. We will begin advertising as soon as advertising ends for Fire Recruit. There are a couple current vacancies and a couple more anticipated vacancies. Moved by Blitsch, seconded by Culp to approve the job description and testing criteria for Police Recruit. Motion carried. The job description and testing criteria for Sewer Maintenance Worker -Waste Management Services was presented for approval. The Human Resources Committee approved beginning the Civil Service process on 1/28/13. There is a vacancy due to a termination. There are no changes in the job description and testing criteria. Moved by Luce, seconded by Blitsch to approve the job description and testing criteria for Sewer Maintenance Worker -Waste Management Services. Motion carried. The job description and testing criteria for Solid Waste Operator -Waste Management Services was presented for approval. The Human Resources Committee approved beginning the Civil Service process on 3/18/13. There is a vacancy due to a retirement. There are no changes in the job description and testing criteria. Moved by Blitsch, seconded by Culp to approve the job description and testing criteria for Solid Waste Operator -Waste Management Services. Motion carried. The job description and testing criteria for Construction Foreman -Leisure Services was presented for approval. The Human Resources Committee approved beginning the Civil Service process on 3/11/13. There is a vacancy due to a promotion. This is a promotional position. There are no changes in the job description and testing criteria. Moved by Luce, seconded by Culp to approve the job description and testing criteria for Construction Foreman -Leisure Services. Motion carried. The job description and testing criteria for Golf Maintenance III -Leisure Services was presented for approval. The Human Resources Committee approved beginning the Civil Service process on 4/1/13. There will be a vacancy due to a retirement. This is a promotional position. There are no changes in the job description and testing criteria. Moved by Blitsch, seconded by Luce to approve the job description and testing criteria for Golf Maintenance III -Leisure Services. Motion carried The job description and testing criteria for Park Maintenance II Construction -Leisure Services was presented for approval. The Human Resources Committee approved beginning the Civil Service process on 4/1/13. There is a possible vacancy due to a promotion. There are no changes in the job description and testing criteria. Moved by Culp, seconded by Blitsch to approve the job description and testing criteria for Park Maintenance II Construction -Leisure Services. Motion carried. The job description and testing criteria for Park Maintenance II Crew Leader -Leisure Services was presented for approval. The Human Resources Committee approved beginning the Civil Service process on 4/1/13. There is a vacancy due to a retirement. There are no changes in the job description and testing criteria. Moved by Luce, seconded by Culp to approve the job description and testing criteria for Park Maintenance II Crew Leader - Leisure Services. Motion carried. OTHER BUSINESS None With no further business, moved by Luce, seconded by Blitsch to adjourn. Motion carried. Cheryl Huddleston, Human Resources Manager Clerk for the Civil Service Commission CITY OF WATERLOO, IOWA CIVIL SERVICE NOTICE OPEN EXAMINATION BOOKKEEPER COMMUNITY PLANNING & DEVELOPMENT -WATERLOO HOUSING AUTHORITY ESSENTIAL FUNCTIONS, KNOWLEDGE, EXPERIENCE & TRAINING SUMMARY Administrative staff position under the general direction of the Housing Authority Director or designee, responsible for performing complex bookkeeping and secretarial/receptionist duties. Essential functions include but are not limited to the following: maintains a waiting list for Section 8 and public housing tenants using database software; tracks forms and supplies; generates Housing Authority checks using database software; prepares and types department requisitions, purchase orders, payment vouchers and statistical reports; maintains Federal regulation records as needed; reconciles monthly accounting reports generated from the City's financial system to the monthly financial reports generated by the HUD accountant/firm; compiles and prepares statistical and accounting reports for Housing Authority, City Council, Housing Authority accountant/CPA and Federal and State agencies; balances accounts and collects monthly payments from tenants and counts cash; prepares reports to various organizations and agencies working directly with the Housing Authority; assists in preparing agendas and minutes for various meetings; cross-references and sorts information from reference sources; assists staff in preparing letters, memos and legal documents; assists in preparing and typing the department budget; helps to develop and implement office procedures for the efficient operation of the Housing Authority office; maintains employee time records and completes payroll functions; maintains general working knowledge of department functions; greets the general public and directs them to the appropriate staff person and answers incoming department phone calls on a multi -line system, providing information based on knowledge of department policies, regulations and procedures or directs questions to proper staff person; operates standard typewriter, personal computer, calculator, fax machine and other office equipment; performs all work duties and activities in accordance with City, department and OSHA policies, procedures and safety practices; attends work regularly at the designated place and time; other duties as assigned by Housing Authority Director or designee. Acceptable experience & training: high school graduate/GED with a minimum of three years experience as an accounting clerk or bookkeeper or any equivalent combination of experience or training that provides the knowledge, skills and abilities necessary to perform the work; prefer post -high school training in accounting or business related field; skilled in use of personal computer and Microsoft Office, specifically Word and Excel. Required knowledge and abilities include but are not limited to the following: knowledge of principles and practices of accounting, budgeting, financial record keeping and general office procedures and ability to apply them to HUD accounting policies and procedures; ability to prepare, analyze and interpret complex accounting records and financial statements; ability to establish reporting procedures to collect data from financial and fiscal reports; ability to type forty (40) words per minute with no errors (verification will be required if being considered for position); ability to perform general office services including using word processing and spreadsheet applications appropriate to assigned duties and responsibilities, enter and retrieve information on a computer and update 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 and other employees 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 exercise independent judgment and make decisions based on department and City policies and applicable Federal and State rules and regulations; ability to communicate effectively and maintain working relationships with other City employees, supervisors, clients and the public; ability to work with people from a broad variety of social, economic, racial, ethnic and educational backgrounds. The City reserves the right to conduct a background investigation including employment and criminal history checks on any applicant being considered for this position. EXAMINATION INFORMATION All qualified applicants who apply by the deadline date will be required to appear before an oral examination 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 oral examination. The top applicants, as ranked by their scores on the oral examination, 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 naval forces of the United States who qualify per provisions of Chapter 35 of the Code of Iowa and who are citizens and residents of the State of Iowa 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. HOW TO APPLY All qualified applicants must submit a cover letter and resume to the City of Waterloo Human Resources Department, 715 Mulberry Street, Waterloo, Iowa 50703 or by email to employment@ waterloo-ia.org by a time and date to be determined. Applicants who are honorably discharged veterans from the United States Armed Forces and who served during the time of a conflict must include this information on their resume. All applicants will receive additional information on the position at the time they submit their resume. TESTING DATE All qualified candidates who apply by the deadline date will be notified of the time, place and date of the oral examination. A.A.IE.E.O. Minority, female & disabled individuals are encouraged to apply. BOOKKEEPER HOUSING NOTICE 13 June 2013 BOOKKEEPER DEPARTMENT SALARY FLSA CIVIL SERVICE BARGAINING UNIT COMMUNITY PLANNING & DEVELOPMENT - WATERLOO HOUSING AUTHORITY $18.60/hour with increase to $19.60/hour after probation NON-EXEMPT INCLUDED NON -BARGAINING GENERAL STATEMENT OF DUTIES Performs complex bookkeeping and secretarial/receptionist duties for Waterloo Housing Authority. The work is performed under the general direction of the Housing Authority Director or designee, but considerable leeway is granted for the exercise of independent judgment and initiative. No supervisory responsibilities. EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only) These functions are considered essential for successful performance in this job classification. 1. Maintains a waiting list for Section 8 and public housing tenants using database software. 2. Tracks forms and supplies. 3. Generates Housing Authority checks using database software. 4. Prepares and types department requisitions, purchase orders, payment vouchers and statistical reports. 5. Maintains Federal regulation records as needed. 6. Reconciles monthly accounting reports generated from the City's financial system to the monthly financial reports generated by the HUD accountant/firm. 7. Compiles and prepares statistical and accounting reports for Housing Authority, City Council, Housing Authority accountant/CPA and Federal and State agencies. 8. Balances accounts and collects monthly payments from tenants and counts cash. 9. Prepares reports to various organizations and agencies working directly with the Housing Authority. various meetings. 11. Cross-references and sorts information from reference sources. 12. Assists staff in preparing letters, memos and legal documents. 13. Assists in preparing and typing the department budget. 14. Helps to develop and implement office procedures for the efficient operation of the Housing Authority office. 15. Maintains employee time records and completes payroll functions. 16. Maintains general working knowledge of department functions. General Duties 1. Greets the general public and directs them to the appropriate staff person and answers incoming department phone calls on a multi - line system, providing information based on knowledge of department policies, regulations and procedures or directs questions to proper staff person. 2. Operates standard typewriter, personal computer, calculator, fax machine and other office equipment. 3. Performs all work duties and activities in accordance with City, department and OSHA policies, procedures and safety practices. 10. Assists in preparing agendas and minutes for 4. Attends work regularly at the designated place and time. variety of social, economic, racial, ethnic and educational backgrounds. 5. Other duties as assigned by Housing Authority Director or designee. REQUIRED KNOWLEDGE & ABILITIES 1. Knowledge of principles and practices of accounting, budgeting, financial record keeping and general office procedures and ability to apply them to HUD accounting policies and procedures. 2. Ability to prepare, analyze and complex accounting records and statements. interpret financial 3. Ability to establish reporting procedures to collect data from financial and fiscal reports. 4. Ability to type forty (40) words per minute with no errors (verification will be required if being considered for position). 5. Ability to perform general office services including using word processing and spreadsheet applications appropriate to assigned duties and responsibilities, enter and retrieve information on a computer and update records. 6. Ability to collect, analyze and present data from computerized reports in organized and understandable form. 7. Ability to answer questions and provide information to the public and other employees in person and over the telephone in a clear, concise and easily understandable manner. 8. Ability to write legibly, prioritize work, produce a quality work product within strict time lines and handle multiple tasks. 9. Ability to exercise independent judgment and make decisions based on department and City policies and applicable Federal and State rules and regulations. 10. Ability to communicate effectively and maintain working relationships with other City employees, supervisors, clients and the public. 11. Ability to work with people from a broad ACCEPTABLE EXPERIENCE & TRAINING 1. High school graduate/GED with a minimum of three years experience as an accounting clerk or bookkeeper OR Any equivalent combination of experience and training that provides the knowledge, skills and abilities necessary to perform the work. 2. Prefer post -high training in accounting or business related field. 3. Skilled in use of personal computer and Microsoft Office, specifically Word and Excel. ESSENTIAL PHYSICAL ABILITIES 1. Sufficient speech and hearing that permits the employee to respond to questions and communicate with coworkers, supervisors, clients and the public in person or on the telephone. 2. Sufficient personal mobility that permits the employee to move from one City building to another. 3. Sufficient vision and manual dexterity that permits the employee to operate a personal computer, handle files and perform other bookkeeping and secretarial duties. MISCELLANEOUS 1. The City of Waterloo will conduct a background investigation including employment and criminal history checks on any applicant being considered for this position. 2. Required to submit to and pass Civil Service examination procedures including an oral interview. WORK SCHEDULE Generally 8:00 a.m. to 5:00 p.m. Monday through Friday with one hour unpaid lunch. Limited overtime. Must also be available for department or City activities or meetings that require the attendance of the Bookkeeper. BOOKKEEPER HOUSING DESCRIPTION 13 June 2013