PERSONNEL COMMISSION AGENDA - Santa Monica College · 2018-12-07 · For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission

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

PERSONNEL COMMISSION

AGENDA

Regular Meeting, Wednesday, December 12, 2018, 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: Sasha King Academic Affairs: Rebecca Weiland Accounts Payable: Cristina Hamblet Admissions & Records: Esau Tovar African American Center: Sherri Bradford Athletics: Sandra Hernandez Auxiliary Services: Ofelia Meza Bundy: Beverly Redd-Walker Bursar’s Office: Veronica Romo Business Department: Peter Murray Campus Police Office: Jennifer Jones Campus Store: Jaime Recinos Career Services: Vicky Rothman Center for Media & Design: Jocelyn Winn Community Education: Michelle King Counseling Office: Laurie Guglielmo Custodian Time Clock: Disabled Students Center: Stephanie Schlatter Early Childhood Ed.: L. Manson Emeritus College: V. Rankin-Scales English Dept.: Sara Eazell EOP&S: Nick Mata ESL Office: Janet Harclerode Events Office: Joy Bice Faculty Association: Peter Morse Financial Aid Office: Stacy Neal Health Sciences: Bronwyn Webber-Gregg Health Office: Nancy Alfaro HSS: Carolyn Baugh Institutional Research: Trena Johnson International Students Center: Ana Jara KCRW: Cheryl Gee Latino Center: Maria Martinez Letters & Science: Madison: Gail Johnson Maintenance/Operations: Anisha Fullard Math Village: Mitra Moassessi Media Center: L. Nakamura Modern Language: Jeanette Santana Music: Lori Geller Outreach & Recruitment: Will Taylor Payroll: Ian Fraser Science: Ingrid Cardwell Student Life: Amelia Trejo Student Success Initiatives: Superintendent/Presidents Office: L. Kilian STEM: Vanan Yahnian Theater Arts: Judy Louff W& ED/Bundy: Tricia Ramos

ADMINISTRATORS and MANAGERS Emeritus: Scott Silverman Facilities: HR: Tre’Shawn Hall-Baker Info Tech: Marc Drescher IEC: Denise Kinsella Instructional Technology: Joshi John Maintenance: J. Bradney Operations: Anthony Barlow Dennis Biddle George Webb Receiving: Lisa Davis Supplemental Instruction: Wendi DeMorst

PRESIDENT/SUPERINTENDENT and SENIOR STAFF Superintendent/President: Kathryn Jeffery Executive VP: Elaine Polachek VP Academic Affairs: Jennifer Merlic VP Business/Admin: VP Enroll. Services: T. Rodriguez VP Human Resources: Sherri Lee-Lewis VP Student Affairs: M. Tuitasi Senior Director Government Relations & Institutional Communications: Don Girard Community Relations: Kiersten Elliott Public Information: Grace Smith 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.: Jessica Gonzalez CSEA Chapter Pres.: Martha Romano CSEA Chapter 1st V.P.: CSEA Chapter 2nd V.P.: Darrell Heximer CSEA Chief Job Steward: Mike Roberts CSEA Corresponding. Sec’y: Cindy Ordaz CSEA Recording Sec’y: Kennisha Green SMC POA President: – Officer Cadena Mgmnt Assoc: C. Bonvenuto 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 11/08/18

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

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

Santa Monica College Personnel Commission AGENDA of Regular Meeting, December 12, 2018

Page 3 of 67

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 P.M.

I. ORGANIZATIONAL FUNCTIONS

A. Call to Order ______ p.m.

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

II. REPORT – DIRECTOR OF CLASSIFIED PERSONNEL

III. COMMENTS AND INFORMATIONAL REPORTS

Recognition of Employee Longevity: December 2018

5 YEARS

Kristina Fukuda, Administrative Assistant I, Math

10 YEARS

Ian Mitchell, Stage Construction Technician, Theatre Arts

Gregory Rutledge, Stage Construction Technician-Sound, Theatre Arts


Page 4 of 67

A. Comments from Vice President of Human Resources

B. Comments from CSEA Chapter 36 Representative

C. Comments from Management Association President

D. Comments from Personnel Commission Staff

E. Public Comments (non-actionable comments from those in attendance)

F. Comments by Personnel Commissioners

IV. AGENDA REPORTS – MAJOR ITEMS OF BUSINESS

# ITEM Page 1 Election of Personnel Commission Officers for 2019 6 2 Approval Request – Personnel Commission Office Closure During Winter Holiday Break 7

3

Extension of Eligibility Lists: • Administrative Assistant II • Campus Safety Officer • Custodian

8

4 Position Reclassification: Student Services Clerk to Student Services Assistant: Fabio Prieto 10 5 New Class Description & Salary Allocation: Accounting Supervisor 12 6 New Class Description & Salary Allocation: Information Systems Security Officer 19 7 Request for Approval of Classification Revisions: Accounts Payable Supervisor 27

8 Request for Approval of Retitle, Classification Revisions, and Salary Reallocation: Student Services Specialist-Veterans’ Program to Veterans Resource Specialist 33

9 Request for Approval of Retitle, Classification Revisions, and Salary Reallocation: Senior Student Services Specialist-Veterans’ Program to Senior Veterans Resource Specialist 41

10 Ratification of Extension and Working Out of Class Assignments 49


Page 5 of 67

V. CONSENT AGENDA

(All items will be considered and approved in one motion unless removed by a Personnel Commissioner for discussion.)

# ITEM Page 11 Certification of Seniority List: Online Learning Services Specialist 53

12 Ratification of Eligibility Lists:

• Journeyman Trade – Plumbing •

55

13 Ratification of Limited Term Assignments 56

14

Examination Schedule: • Accompanist-Performance • Accounting Supervisor • Groundskeeper/Gardener • Information Systems Security Officer • Instructional Assistant-ESL • Instructional Assistant-Math • Lead Events Technician • Mail Services Worker I • Receiving, Stockroom and Delivery Worker • Student Services Specialist • Student Services Specialist-Admissions & Records

57

15 Approval of Minutes 58 16 Advisory Item: Appointments to Limited Term Positions 59 17 Advisory Item: Appointments to Provisional Assignments 60 18 Advisory Item: Reinstatement Lists 61 19 Classification & Compensation Status Report – Information Only 62 20 Recruitment & Examination Status Report – Information Only 65

VI. ADJOURN AT ______ P.M.

Next regularly scheduled meeting: Wednesday, January 16, 2019 at 12:00 p.m.


Page 6 of 67

AGENDA REPORT NO. 1

SUBJECT: ELECTION OF PERSONNEL COMMISSION OFFICERS FOR 2019 DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BACKGROUND The Personnel Commission elects its officers for the following year in December of each year. Officers to be elected are Chair and Vice Chair. RECOMMENDATION It is recommended that the Personnel Commission elect its Chair and Vice Chair for 2019. DISPOSITION BY THE COMMISSION ELECTION OF OFFICERS: CHAIR – 2019 MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: ELECTION OF OFFICERS: VICE CHAIR – 2019 MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments:


Page 7 of 67

AGENDA REPORT NO. 2 SUBJECT: APPROVAL REQUEST: PERSONNEL COMMISSION OFFICE CLOSURE DURING WINTER HOLIDAY BREAK DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel It is requested that the Personnel Commission approve the closing of its office from Monday, December 24, 2018 through Tuesday, January 1, 2019 in observance of the winter holiday break. All Santa Monica College Offices will be closed during this time. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


Page 8 of 67

AGENDA REPORT NO. 3 SUBJECT: EXTENSION OF ELIGIBILITY LISTS:

• ADMINISTRATIVE ASSISTANT II • CAMPUS SAFETY OFFICER • CUSTODIAN

DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel The Personnel Commission Office is requesting that the following eligibility lists be extended for an additional three months:

Classification Original Expiration

Date

Current Expiration

Date

Number of Candidates

on List

Number of Ranks on

List

Proposed Expiration Date

Administrative Assistant II 01/09/2019 01/09/2019 12 6 04/09/2019 Campus Safety Officer 01/09/2019 01/09/2019 14 6 04/09/2019 Custodian 01/02/2019 01/02/2019 21 12 04/02/2019

The Personnel Commission staff believes there are a sufficient number of available eligibles remaining to fill any future vacancies anticipated for the next three 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.


Page 9 of 67

RECOMMENDATION It is recommended that the Personnel Commission approve extending the eligibility lists shown above for an additional three months. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


Page 10 of 67

AGENDA REPORT NO. 4 SUBJECT: POSITION RECLASSIFICATION: STUDENT SERVICES CLERK TO

STUDENT SERVICES ASSISTANT: FABIO PRIETO DATE: December 12, 2018

TO: Members of the Personnel Commission

FROM: Carol Long, Director of Classified Personnel BY: August Faustino, Personnel Technician José Guzmán, Personnel Technician BACKGROUND

The Personnel Commission has been requested to conduct a position study for Fabio Prieto who is currently a Student Services Clerk in the Outreach & Recruitment Office. A reclassification study was initiated to determine if Mr. Prieto’s assigned duties and responsibilities are appropriately classified. Mr. Prieto has been a Student Services Clerk in Outreach & Recruitment since February 2016. The Outreach & Recruitment Office provides in-state and out-of-state prospective students with an overview of the education options available to them at SMC. The Department specializes in helping students navigate the college application and matriculation process, and informs them of the various programs available to help them succeed. METHODOLOGY

A Position Description Questionnaire (PDQ) was submitted to the Personnel Commission. Delores Raveling, Interim Dean, First Year Programs, provided comments. Interviews were conducted with the incumbent as well as Delores Raveling to gather additional details about the nature and level of duties assigned and performed. ANALYSIS

Key factors assessed when studying a position or classification include the scope and effect of responsibility, nature and purpose of contacts, knowledge required for the position, level of complexity, and degree of decision-making authority. Desk audit and PDQ findings indicate that this position performs moderately difficult clerical duties in support of Outreach & Recruitment. The incumbent performs his responsibilities with substantial independence. Duties and responsibilities include planning and providing logistical support for recruitment events, scheduling campus tours and counselor’s appointments, providing direction to student workers, compiling data, and running reports. FINDINGS

• Mr. Prieto qualifies for reclassification because his position has consistently performed duties at a higher level of complexity and with a greater scope/effect than is encompassed in his current classification of Student Services Clerk. The duties and responsibilities of his position are more accurately defined by the Student Services Assistant classification than the Student Services


Page 11 of 67

Clerk classification. Duties are required to support normal Department and District operations and cannot be absorbed by other staff members.

• According to his supervisor, Mr. Prieto has been assigned to perform these duties since the onset

of his assignment as a Student Services Clerk in 2016.

• Based on the duties assigned and the knowledge and abilities required, the classification of

Student Services Assistant is proposed, which encompasses the majority of the essential duties of the incumbent in terms of complexity, scope and effect of responsibility, degree of decision making, knowledge required, and nature and purpose of contacts.

Applicable Rules:

• When one or more positions in a classification, are reclassified to a higher classification, the incumbent or incumbents who have a continuous employment record of two (2) or more years in the class shall be reclassified with the position, without examination. (Merit Rule 3.3.11.A (1))

• When an employee is reclassified to a new classification, and whereas his/her former classification is not abolished, seniority shall be computed from the effective date the position is reclassified. (Merit Rule 13.1.2)

• 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, provided the employee is eligible to be reclassified with his/her position without examination as specified in these rules. (Merit Rule 3.3.9.A(1))

• A permanent classified employee who has been reclassified will not be required to serve a new probationary period in the new classification.

RECOMMENDATION It is recommended that the Commission reclassify Mr. Prieto’s position from a Student Services Clerk to a Student Services Assistant, with a reclassification effective date of January 1, 2019. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


Page 12 of 67

AGENDA REPORT NO. 5

SUBJECT: NEW CLASS DESCRIPTION & SALARY ALLOCATION: ACCOUNTING SUPERVISOR

DATE: December 12, 2018


FROM: Carol Long, Director of Classified Personnel BY: John Linke, Supervising Personnel Analyst BACKGROUND Attached for your approval is a new classification description and salary allocation for Accounting Supervisor. The District has requested a new classification to provide first-line supervision over Accounting staff in the Auxiliary Services department, which is responsible for managing financial resources that are not derived from District, categorical, or foundation funds. This class will also perform professional accounting duties in support of all Enterprise accounts (Bookstore, Auxiliary, and Trust). The Accounting Supervisor will report to the Dean of Education Enterprise.

*New classification Mitch Heskel, Dean of Education Enterprise, requested a new classification to manage and oversee the Accounting staff and the day-to-day accounting activities of the Auxiliary Services central office. In this capacity, the incumbent will be responsible for performing the full-scope of supervisory duties, which includes planning, organizing, assigning, and reviewing work, and conducting employee performance evaluations. Additionally, this classification will be responsible for overseeing and participating in a wide range of accounting functions for the office, including professional-level accounting responsibilities such as preparing and implementing financial controls and reporting procedures, performing year-end closing activities, and ensuring compliance with payment and reporting


Page 13 of 67

requirements. Personnel Commission staff discussed this new role with Mitch Heskel to define and clarify the parameters of the proposed classification. A list of job duties was finalized, along with a list of knowledge, skills, and abilities (KSA’s). Reporting relationships were defined, and recommendations for minimum requirements were discussed and compared with other classifications within this occupational series. Once the duties were finalized, the class description was created by Personnel Commission staff and sent for review to senior leadership. An external salary study was conducted to identify similar roles in comparable agencies. Internal comparisons were also reviewed in order to ensure that there is proper alignment with other classifications in the accounting series, and that duties were adequately distinguished from other related classifications.

RESULTS Key factors in determining that a new classification should be established involve the scope of responsibilities, knowledge and experience required for the position, scope and effect of work, level of complexity, nature and purpose of contacts, and consequence of error. The individual selected for this position will utilize professional accounting standards and principals to:

• Supervise, plan and review the work of staff engaged in accounting activities directly related to Auxiliary Services, including reconciliations, banking operations, including wire payments, and invoice and purchase order processing.

• Analyze, prepare and implement financial controls and reporting procedures involving budgeting, allocating, receiving, disbursing, and accounting of funds, and ensure that adequate accounting controls over cash and credit card processing are in place.

• Prepare accounting records, including journal entries, reconciliations and monthly closings for all accounts under Auxiliary Services.

• Prepare cash and credit card receipt journals and journal entries, and review entries prepared by lower-level staff.

• Perform year-end closing activities, complete and file reports and claims with funding agencies, and prepare financial statements and interface with District Auditors to provide information regarding Auxiliary Services accounting operations.

A comprehensive survey of comparable agencies was conducted. Insufficient matches were identified, as few organizations employ specialized accounting classifications that match the nature of work and scope of responsibility of this position. Instead, external organizations generally utilize broader classifications that are responsible for managing District-wide accounting operations. Therefore, a market survey is not available for this role. Considering the limited availability of external market data, recommendations for salary placement are based on internal alignment considerations.


Page 14 of 67

SALARY ALLOCATION

It is recommended that the salary for the Accounting Supervisor be allocated to Range M14 ($6,370 to $7,742 per month) on the Classified Management Salary Schedule. The goal was to recommend a competitive salary to attract and retain qualified candidates, while ensuring that the proposed range is aligned with other related classifications. A review of internal classifications revealed that this classification is comparable to the existing Accounts Payable Supervisor, currently allocated to Range M14, in that both are responsible for supervising technical-clerical accounting staff. The Accounting Supervisor is distinguished from the Accounts Payable Supervisor, in that the Accounting Supervisor must possess knowledge of professional-level accounting principles and standards; however, the scope and effect of the Accounting Supervisor is narrower than the Accounts Payable Supervisor, as its impact is restricted to programs under the purview of Auxiliary Services. Both classifications exercise comparable levels of independence and judgment in the performance of their roles, and perform duties that are comparable in complexity. The salary proposal for this new classification has been reviewed with executive leadership, Business Services and Human Resources.

CLASSIFICATION TITLE REPORTS TO MIN MAX

Chief Director of Business Services Executive VP $14,597 $16,093

Controller* Chief Director of Business Services $9,880 $12,010

Accounting Manager* Controller $7,192 $8,742

Accounts Payable Supervisor Controller $6,370 $7,742

Accounting Supervisor Dean of Education Enterprise $6,370 $7,742

Accountant Accounting Manager $5,590 $6,793

Accounting Technician Accounting Supervisor $4,710 $5,726

Accounting Specialist Accounting Supervisor / Accounts

Payable Supervisor $4,272 $5,193

*Classification pending review RECOMMENDATION It is recommended that the Commission approve the attached new class description and salary allocation for Accounting Supervisor. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


Page 15 of 67

Under general supervision from the Dean of Education Enterprise, this classification supervises accounting staff in the Auxiliary Services central office, and performs a full-range of complex, professional accounting duties related to all Enterprise accounts (Bookstore, Auxiliary, and Trust), including maintaining and auditing accounting records, reconciling, reviewing and preparing transactions, initiating reports, preparing budgets and analyzing results, and performing the month-end and year-end budget processes.

The Accounting Supervisor plans, organizes, coordinates, and manages the day-to-day activities and work of financial staff assigned to the District’s Auxiliary Services department, which is responsible for managing financial resources that are not derived from District, categorical, or foundation funds. Additionally, this classification performs a wide-range of professional-level accounting duties to support sound fiscal management of funds maintained under the Auxiliary Services department.

The Accounts Payable Supervisor oversees the activities and operations of the District Accounts Payable Department, reviews and conducts performance management, executes supervision over assigned staff and provides direction and training.

The Accounting Manager supervises professional staff responsible for all District accounting activities and operations for the District.

The Accountant performs highly responsible, professional accounting duties involving independent judgment and requiring a thorough knowledge of accounting principles and practices.

Supervises accounting staff in the Auxiliary Services department, which includes assigning and reviewing work, participating in new employee selection, discipline and termination, training employees, and evaluating employee performance.

Plans, organizes, schedules, assigns, reviews and provides direction to staff engaged in accounting activities directly related to Auxiliary Services, including reconciliations, banking operations, including wire payments, and invoice and purchase order processing.

Analyzes, prepares and implements financial controls and reporting procedures involving budgeting, allocating, receiving, disbursing and accounting of funds; ensures that adequate accounting controls over cash and credit card processing are in place; verifies adherence to internal controls.

Prepares accounting records, including journal entries, reconciliations, and monthly closings for all accounts under Auxiliary Services.

Santa Monica Community College District Personnel Commission

Accounting Supervisor

CONCEPT OF THE CLASS

DISTINGUISHING CHARACTERISTICS

ESSENTIAL DUTIES


Page 16 of 67

Prepares cash and credit card receipt journals and journal entries; reviews entries prepared by lower-level staff.

Performs year-end closing activities; completes and files reports and claims with funding agencies; prepares financial statements and interfaces with District Auditors to provide information regarding Auxiliary Services accounting operations.

Computes taxes owed, and prepares and remits tax returns, including bookstore monthly and quarterly sales tax returns; ensures compliance with payment and reporting requirements, including Form 990 for Associated Students, and issuance of Form 1099.

Performs financial and budgetary analyses, using related computer programs, systems and applications, as requested.

Oversees and ensures the accurate transference of funds between Auxiliary Services and other internal and external sources, including District Fiscal Services, the Department of Veterans Affairs, and international funding sources.

Manages, maintains and updates Auxiliary Services’ accounting system, and ensures appropriate use; maintains the chart of accounts and establishes new codes as appropriate.

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.

Level of Supervision Received Under general supervision, the employee receives assignments from the Dean of Education Enterprise, and is expected to carry them through to completion with substantial independence.

Level of Supervision Exercised This position exercises general supervision over lower-level accounting staff in Auxiliary Services.

Knowledge of:

Principles, practices, and procedures of accounting and financial analysis, including Generally Accepted Accounting Principles (GAAP), as they relate to governmental accounting, auditing and budgeting

Federal, state, local and District policies, procedures, rules, regulations and practices related to tax reporting, banking activities, and the preparation of accounting records, including accounts receivable and accounts payable

Methods, practices, documents and terminology used in financial recordkeeping.

Research, statistical, and forecasting methods used in accounting analysis and management

Practices and procedures related to establishing internal controls

Current trends and developments in accounting and related fields

SUPERVISION

KNOWLEDGE, SKILLS AND ABILITIES


Page 17 of 67

Principles of supervision and training

Computer applications and programs that support this level of work, including Microsoft Office

Office management practices and procedures

Ability to:

Interpret, apply, explain and reach sound decisions in accordance with applicable laws and regulations, and District policies and procedures

Perform work requiring accuracy and attention to detail

Operate a computer using computer applications, programs, and standard office equipment

Organize, set priorities and exercise sound independent judgement within areas of assigned responsibility

Create a positive work environment and ensure that clear, challenging and attainable goals are set for assigned groups and aligned with organizational objectives

Stay abreast of technology changes and adapt to new technologies

Utilize organizational funds, material resources and staffing levels wisely and strategically

Understand internal and external customer immediate and long term needs to provide viable solutions and recommendations

Maintain an open and approachable manner and easily build rapport with others

Model professional integrity and ethics and deal quickly with breaches and misconduct

Communicate effectively, both orally and in writing

Role model exceptional internal and external customer service

Establish and maintain effective working relationships with District management, staff, students, the public and others encountered in the course of work, in a diverse, multicultural and multi- ethnic educational environment

Education Requirement: Bachelor’s degree in Accounting, Business Administration, Finance, Economics, or a closely related field, which included the successful completion of a minimum of twenty-four (24) semester units of accounting coursework.

Experience Requirement: Three (3) years of professional-level accounting or auditing experience. Experience in a supervisory or lead capacity is preferred. Experience in an education system, such as a K-12, community college or university system is also preferred.

MINIMUM QUALIFICATIONS


Page 18 of 67

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

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, stand, walk, reach, use hands to keyboard, type, use a cash register, or handle materials, and talk and/or hear. The employee is occasionally required to lift, carry, push, or pull up to 15 pounds. While performing the duties of this job, the noise level in the work environment is usually quiet.

Job Family: Business Administration & Fiscal Services

FLSA Status: Exempt

Personnel Commission Approval Date: 12/12/2018

Class History: New Class

Revision Date(s):

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

CLASS DETAIL


Page 19 of 67

AGENDA REPORT NO. 6

SUBJECT: NEW CLASS DESCRIPTION & SALARY ALLOCATION: INFORMATION SYSTEMS SECURITY OFFICER



FROM: Carol Long, Director of Classified Personnel BY: August Faustino, Personnel Technician BACKGROUND Attached for your approval is a new classification description and salary allocation for Information Systems Security Officer. The District has requested a new classification to plan, develop and manage campus wide information security programs and operations. The Information Systems Security Officer will report to the Chief Director, Information Technology. The Director of Management Information Systems and Director of Network Services & Telecommunications are currently vacant leadership roles which would report to the Chief Director of Information Technology.

*New classification The Chief Director, Information Technology requested a new classification to plan and manage the campus wide information security programs and operations. In this capacity, the incumbent will be developing and implementing policies and procedures that protect electronic data, digital assets and network infrastructure from internal and external security threats. Personnel Commission staff discussed this new role with Marc Dresher, Chief Director, Information Technology, in order to define and clarify the parameters of the proposed classification. A list of job duties was finalized, along with a list of knowledge, skills, and abilities (KSA’s). Reporting relationships were defined, and recommendations for minimum requirements were discussed and compared with other classifications within this occupational series.


Page 20 of 67

Once the duties were finalized, the class description was created by Personnel Commission staff and sent for review to senior leadership. A job evaluation and external salary study were conducted to identify similar roles in comparable agencies. Internal comparisons were also reviewed in order to ensure that there is proper alignment within other management classifications performing a similar role, and duties were adequately distinguished from other related classifications. RESULTS Key factors in determining that a new classification should be established involve the scope of responsibilities, knowledge and experience required for the position, scope and effect of work, level of complexity, and consequence of error. The individual selected for this position will:

• Develop and implement campus information security policies, procedures and standards to enhance security and protect Santa Monica College electronic data and network infrastructure from internal and external security breaches.

• Establish and maintain a proactive district action plan for detecting, reporting and mitigating security breaches.

• Monitor and assess unusual or suspicious activity, server, network, application, intrusion detection and firewall logs to identify and respond to security vulnerabilities, threats and incidents.

• Promote security awareness in the campus community by providing ongoing information security awareness training on security protocols, policies and procedures; advising and assisting users in proper security procedures.

• Establish and implement a comprehensive quality control program to inspect District facilities and landscapes on a regular basis.

A comprehensive survey of comparable agencies was conducted with limited results as the responsibilities in systems security administration was typically assigned to an analyst or engineer, and the policy development and implementation functions were assigned to director or assistant director levels. Therefore, a market survey is not available for this role. Considering the limited availability of external market data, recommendations for salary placement are based on internal alignment considerations. SALARY ALLOCATION It is recommended that the salary for the Information Systems Security Officer be allocated to Range M31 ($9,638 to $11,715 per month) on the Classified Management Salary Schedule. The goal was to recommend a competitive salary to attract and retain qualified candidates, while ensuring that the proposed range is aligned with other related classifications. Salary allocation was recommended considering internal comparison of the recently created Management Information Systems Manager; both classifications are responsible for managing and implementing core, District-wide Information Systems programs requiring extensive expertise in their respective areas, with comparable impact on District resources.


Page 21 of 67

CLASSIFICATION TITLE MIN MAX RANGE % Diff Between Levels

Chief Director of Information Technology $14,597 $16,093 A21 15.8%

Director of Management Information Systems $12,610 $13,902 A15 0%

Director of Network Services & Telecommunications $12,610 $13,902 A15 30.8%

MIS Manager $9,638 $11,715 M31 0%

Information Systems Security Officer (Proposed) $9,638 $11,715 M31 13.9%

Principal Programmer Analyst $8,460 $10,283 58 0.0%

Database Administrator $8,460 $10,283 58

Salary alignment with existing IT management classifications was considered. As reflected in the Robert Half Technology Salary Guide, compensation for IT jobs depends on the type and level of technical expertise required. This role will serve as the subject matter expert in data security implications of programs and systems District wide. A comparison was drawn between this role and the Management Information Systems Manager position, as the level of knowledge and complexity of work required for both roles is similar. The salary proposal for this new classification has been reviewed with executive leadership, Business Services and Human Resources.

RECOMMENDATION It is recommended that the Commission approve the attached new class description and salary allocation for Information Systems Security Officer. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS:


Page 22 of 67


Information Systems Security Officer

CONCEPT OF THE CLASS Under general direction from the Chief Director of Information Technology, the position in this classification plans, develops and manages the campus information security programs and operations. The incumbent is responsible for developing and implementing policies and procedures that protect electronic data, digital assets and network infrastructure from internal and external security threats. DISTINGUISHING CHARACTERISTICS The Information Systems Security Officer plans, develops and manages the campus information security programs and operations. The incumbent is required to have current specialized expertise in information security and is responsible for campus information security policies and procedures. The Information Systems Engineer performs advanced professional level lead work administering highly complex technical projects related to analyzing, developing, configuring and administering various computer and information systems and services. The Management Information Systems Manager supervises the day-to-day activities related to the integration, implementation and secure, continuous operation of the College's information systems, applications and databases. ESSENTIAL DUTIES Develops and implements campus information security policies, procedures and standards to enhance security and protect Santa Monica College electronic data and network infrastructure from internal and external security breaches. Establishes and maintains a proactive district action plan for detecting, reporting and mitigating security breaches. Utilizes industry best practice approach to conduct audits and scans of networks to assess security risks and vulnerabilities; conducts penetration testing that simulates system attacks and exposes critical vulnerabilities; prioritizes risks based on exploitability and applies corrective measures. Regularly monitors and assesses unusual or suspicious activity, server, network, application, intrusion detection and firewall logs to identify and respond to security vulnerabilities, threats and incidents. Manages authentication and campus logical security systems and related physical security systems. Monitors security systems performance, provides appropriate action for improvement and assists with resolving system security problems. Initiates, plans, and manages projects related to the development, enhancement, maintenance, and implementation of security systems. Implements network security initiatives for network enhancements, encryption, firewall, virtual private network (VPN) and demilitarized zone (DMZ) infrastructure and authentication management.


Page 23 of 67

Proactively engages and participates with the California Community Colleges Information Security Center initiatives and activities aimed at maintaining the integrity of information systems. Recommends and implements a disaster recovery plan for operating systems, network servers, databases and applications. Initiates, plans and manages processes for providing user system access based on industry best practices and a need to have methodology; documents and investigates security breaches, initiates response activities to minimize the impact and determine how the breach occurred. Manages district security camera, access control and authentication systems; assists with gathering video, voice and access information for College Police and Senior Staff as requested. Promotes security awareness in the campus community by providing ongoing information security awareness training on security protocols, policies and procedures; advises and assists users in proper security procedures. Maintains technology currency and researches emerging security products, services and standards; proposes innovative security system enhancements and solutions that meet and anticipate the district's future needs; stays abreast of legislative requirements surrounding systems security and data protection to ensure compliance. Maintains a variety of records, compiles security related statistical data, and prepares reports related to system security, including configuration reports. Examples of essential duties are descriptive and not restrictive in nature, and are generally listed in descending order of importance.

SUPERVISION

Supervision Received:

This position receives general administrative direction from the Chief Director of Information Technology. Supervision Exercised: This position may supervise or provide lead direction to other staff. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: Information system security, backup/recovery strategy, business continuity, and disaster recovery Computer applications, operating systems, hardware, networked storage systems, telecommunications, TCP/IP, complex LAN/WAN network infrastructure, and relational database systems implementation and operation System security controls, permissions and interoperability standards to ensure security and integrity of data and consistency in computer software applications


Page 24 of 67

Firewalls, intrusion detection and prevention systems, authentication, access control, auditing and scanning systems, VPN, and remote access systems Systems application and Internet security standards, privacy techniques Methods for gathering and presenting general, statistical and technical data; reporting methods and procedures Best practices related to report writing Employee development and supervision principles and practices sufficient to be able to ensure the long-range success of the organization by incorporating cross training, mentoring, job specific training, and other principles into the daily work of the assigned staff Ability to: Assess information technology security incidents to determine vulnerability and provide solutions to eliminate threats Conduct security incident investigations and analyze security breaches Diagnose and quickly respond to and resolve security breaches and understand reasons for systems failures Manage, coordinate and conduct information security related training and projects from inception to completion Ensure Information Security and Data Privacy best practices are followed Apply initiative, sound judgment, discretion and effective decision making to integrate organizational priorities, meet deadlines and achieve objectives Define work functions, develop methodologies, provide resources needed, and delegate responsibility according to staff abilities, opportunities for development and relevant rules and policies to ensure effective and timely completion of work assignments Operate a computer using computer applications, programs and standard office equipment Organize and maintain specialized files and confidentiality of employee and student information Develop and implement information systems security policies and procedures in a complex and integrated technology environment Communicate effectively, both orally and in writing, with all levels of administration, faculty, and staff Maintain an open and approachable manner and easily build rapport with others Create a positive work environment and ensure that clear, challenging, and attainable goals are set for assigned staff and aligned with organizational objectives Maintain composure and focus with a high workload, competing and conflicting demands and multiple interruptions


Page 25 of 67

Develop techniques and methodologies to resolve highly technical and unprecedented problems or situations Model professional integrity and deal quickly with breaches of misconduct Provide and role model exceptional customer service by giving viable solutions and recommendations for the immediate and long-term needs of internal and external customers Stay abreast of technology changes, recommend upgrades and adapt to new technologies Establish and maintain effective working relationships with District management, staff, students, the public and others encountered in the course of work, in a diverse, multicultural and multi-ethnic educational environment MINIMUM QUALIFICATIONS Education Requirement:

Bachelor's degree in Computer Information Systems, Computer Science or a closely related field, from an accredited university or college. A master’s degree in a closely related field is desirable. Experience Requirement:

Five years of recent professional experience working in information and system security including network and systems administration and the development, implementation and maintenance of information technology security systems. Management experience in an information systems security environment is desirable. 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:

Possession of a valid driver’s license is required. Current professional certification in information systems security is desirable.

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.

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.


Page 26 of 67

The employee is regularly required to lift, carry, push, or pull up to 25 pounds. While performing the duties of this job, the employee is also occasionally exposed to chemicals and/or hazardous materials. CLASS DETAIL

Job Family: FLSA Status: Exempt Personnel Commission Approval Date: 12/12/18

Class History: NEW CLASS


Page 27 of 67

AGENDA REPORT NO. 7

SUBJECT: REQUEST FOR APPROVAL OF CLASSIFICATION REVISIONS: ACCOUNTS PAYABLE SUPERVISOR



FROM: Carol Long, Director of Classified Personnel BY: Olga Vasquez, Personnel Technician BACKGROUND Attached for your approval is a retitle, class description revisions and salary reallocation for Accounts Payable Supervisor. As part of the cyclical review process, we are reviewing classifications in Business Administration. Classifications within the business services area play a pivotal role by ensuring business operations, such as Accounting, Finance and Purchasing support the District services. This classification is responsible for the day-to-day operations, overseeing and ensuring accurate, efficient and timely payment to vendors of materials, equipment and services for the District. The Accounts Payable Supervisor classification was established in October 1998 and was last revised in November 2006 as part of the Hay Study. There is currently one incumbent in this classification. The proposed changes will not adversely affect the current status of the incumbent. METHODOLOGY This study was scheduled in the cyclical review calendar for 2017-18. Incumbents in the Management Business Administration & Fiscal Services were invited to participate in a class study orientation on April 4, 2018, 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 April 25, 2018. The submitted PDQ was reviewed with Carla Lohr, Controller. Commission staff subsequently conducted a desk audit to get additional input from the incumbent. Personnel Commission staff met with Carla Lohr to discuss the class description. In addition, the supervisor was requested to complete a duty analysis worksheet by rating the frequency and criticality of each duty in the current class description. The Department requested revisions to the duties, classification concept, supervision exercised, knowledge and abilities required and minimum qualifications and job family. Distinguishing characteristics were modified to delineate this classification from related roles, and duties were added, removed and modified to more accurately reflect the technical responsibilities of this classification, and broaden job requirements. Classification revisions were reviewed with the incumbent, Business Services, Human Resources, and the Executive Vice President.


Page 28 of 67

Additionally, a job evaluation and an external salary study of public agencies with positions that have comparable duties and responsibilities was conducted. Salary data was gathered based on the comparison of positions with the level of duties and responsibilities most similar to the subject position. RESULTS Based on the data gathered, revisions to the class description are being proposed. These changes serve to clarify essential duties, KSA’s (knowledge, skills, and abilities), and properly distinguish this classification from other related classifications. In addition, revisions to the minimum qualifications were made to provide a promotional path for lower level roles within the occupational group. A comprehensive survey of comparable agencies was conducted. Given the organizational structure, variability in functions and levels performed at comparable agencies, sufficient market data was not found when surveying comparable agencies, since most agencies include the accounts payable component responsibility within the accountant series and do not have a single role responsible for Accounts Payable operations. Proposed classification revisions were not found to be sufficient to alter salary allocation. These results were reviewed with Business Services, Human Resources, and the Executive Vice President. A cyclical review of other management classifications within the Business Services is underway; recommendations for these classifications will be proposed at future Personnel Commission meetings.

CLASS TITLE MIN MAX RANGE

Controller* $9,880 $12,010 M32

Accounting Manager* $7,192 $8,742 M19

Accounts Payable Supervisor $6,370 $7,742 M14

Accounting Specialist $4,274 $5,193 30 *Currently under review RECOMMENDATION It is recommended that the Commission approve the proposed revisions for the Accounts Payable Supervisor classification description. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


Page 29 of 67


Accounts Payable Supervisor

CONCEPT OF THE CLASS Under general direction, Tthis position plans, organizes and supervises the day-to-day staff, operations, and activities of the District’s Accounts Payable Department. DISTINGUISHING CHARACTERISTICS The Accounts Payable Supervisor oversees the activities and operations of the District Accounts Payable Department, reviews and conducts performance management, executes supervision over assigned staff and provides direction and training. The Controller plans, organizes, and directs the accounting, accounts payable, budgeting auditing and payroll activities of the District to ensure compliance with related policies, rules, laws and regulations. An Accounting Specialist performs journey level and complex clerical accounting activities with direct accountability in preparing, maintaining and processing accounts payable, accounts receivable, revolving cash funds, financial aid payments and/or reimbursements. Incumbents perform routine to advanced clerical accounting duties consistent with standard practices and established guidelines, with a moderate to high degree of independent judgment. ESSENTIAL DUTIES Supervises employees of the Accounts Payable department, assigns and reviews work; participates in new employee selection, discipline and termination;; assigns works; trains employees; and evaluates employee performance. Analyzes, researches, prepares and audits accounts payable records and reports; resolves accounts payable discrepancies; recommends adjustments or amendments to correct current or potential account deficits; checks for coding errors and corrects as necessary. Analyzes, reports, maintains and performs most critical accounts payable functions, including sales and use tax, debt obligation and general ledger voucher entries. Responds to questions, requests and problems; answers questions and advises departments and District service operation on status of accounts; provides assistance in the resolution of accounts payable discrepancies and issues. Communicates and corresponds with various outside sources regarding accounts payable functions; may participate in or assist with reports required by outside agencies. Assures compliance with fFederal, sState, cCounty and dDistrict requirements and procedures. Assists with annual reports, journal entries from County, daily reports; processes transactions needed to clear suspense lists and exception reports; assists with balancing cCounty expenditures and revenues as needed. Participates in accounts payable functions during peak workload periods and in the absence assigned personnel.


Page 30 of 67

Calculates and prepares transfers of various County and dDistrict financial documents; oversee data entry into cCounty systems; communicates with District and County offices to verify accuracy and completeness of records ad reports and to maintain appropriate accounting controls. Maintains, pPrepares, maintains and analyzes complex financial records and reports. Assists Controller with review of policies; makes recommendations regarding accounts payable procedures and processes. Attends and participates in management development programs, seminars and workshops. 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: This position receives direction from the Controller.Director of Fiscal Services.

Supervision Exercised: This position exercises general supervision over the Accounting Specialist positions. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: Business, management, and supervisory principlesprocedures and practices involved in strategic planning, resources allocationincluding effective recruitment and selection;, work assignmentassigning and delegation,g work, evaluating performance evaluation, motivating employees motivation, training and developing staff development and training, handling grievances management and impositionng of corrective and/or disciplinary action Knowledge of eEffective customer service techniques Knowledge of Federal, State, and District policies, procedures, rules, regulations and practices related to the preparation of accounting records, including accounts payable, accounts receivable, revolving cash funds, theories, practices and procedures as they pertain to governmental and college District accounting Knowledge of aApplication data process used in the maintenance of accounting records and financial administration Knowledge of aAccounting, statistical bookkeeping and financial terminology, theories, methods, practices, and procedures Knowledge of eEffective office management practices and procedures Basic mathematics Ability to:


Page 31 of 67

Supervise assigned work functions, provide resources needed, and delegate responsibility according to staff abilities, opportunities for development and relevant rules and policies to ensure effective and timely completion of work assignments cCommunicate effectively, well both orally and in writing Ability to understand and iInterpret, apply, explain and reach sound decisions in accordance with applicable laws and regulations, and District policies and proceduresrules Ability to Operate a computer using use a computerized on-line accounting system applications, programs, and standard office equipment Ability to Organize, set priorities, manage time and meet competing deadlines and exercise sound independent judgement within areas of assigned responsibility Ability to aAnalyze situations and adopt an effective course of action Create a positive work environment and ensure that clear, challenging and attainable goals are set for assigned groups and aligned with organizational objectives Stay abreast of technology changes and adapt to new technologies Utilize organizational funds, material resources and staffing levels wisely and strategically Understand internal and external customer immediate and long term needs to provide viable solutions and recommendations Maintain an open and approachable manner and easily build rapport with others Model professional integrity and ethics and deal quickly with breaches and misconduct Establish and maintain effective working relationships with District management, staff, students, the public and others encountered in the course of work, in a diverse, multicultural and multi-ethnic educational environment MINIMUM QUALIFICATIONS Education Requirement:

Bachelors Associate’s degree or equivalent in Accounting, Business Administration, Finance or a closely related field.

Experience Requirement:

Three (3) Two (2) years progressively responsible experience in an accounts payable department, which included at least one (1) year of lead or supervisory experience.ing a team of technical accounting positions. College level coursework in supervision or management may substitute for the required one year of experience in a lead or supervisory position.

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.


Page 32 of 67

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.

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 2510 pounds. While performing the duties of this job, the noise level in the work environment is usually quiet. CLASS DETAIL

Job Family: Fiscal Services, Business Administration & Fiscal Services Human Resources FLSA Status: Exempt Personnel Commission Approval Date: 11/02/06

Class History: Established 10/20/98

Revision Date(s): 11/02/06 Hay Study, 12/12/18


Page 33 of 67

AGENDA REPORT NO. 8

SUBJECT: REQUEST FOR APPROVAL OF RETITLE, CLASSIFICATION REVISIONS AND SALARY REALLOCATION: STUDENT SERVICES SPECIALIST – VETERANS’ PROGRAMS TO VETERANS RESOURCE SPECIALIST



FROM: Carol Long, Director of Classified Personnel BY: Olga Vasquez, Personnel Technician BACKGROUND Attached for your approval is a retitle, class description revisions and salary reallocation for Student Services Specialist – Veterans’ Programs. As part of the cyclical review process, we are reviewing classifications in the Student Services Specialist job discipline. Classifications within the student services area play a pivotal role in ensuring that students receive the services and resources to achieve their personal, career and educational objectives. The Veterans’ Resource Center (VRC) serves veterans and veterans’ dependents entitled to education assistance from the Veterans Administration (VA) by acting as a liaison within the VA to verify enrollment for students claiming benefits under the G.I. Bill or the Veterans Vocational Rehabilitation Program. Furthermore, the center offers academic, career, and transfer counseling, as well as priority enrollment, tutoring, and other services to support veterans in achieving their education goals. This classification is responsible for performing a variety of complex and specialized clerical duties including processing the Veterans Affairs educational benefits for veterans, military students and their dependents. The Student Services Specialist – Veterans’ Programs classification was established in October 2010. There is currently no incumbent in this classification. METHODOLOGY This study was scheduled in the cyclical review calendar for 2017-18. Incumbents from single-incumbent Student Services Specialist classifications, as well as CSEA, were invited to participate in a class study orientation on November 15, 2017, to discuss the purpose of the study, methodology, timelines, possible outcomes and implications, and frequently asked questions. Personnel Commission staff met with Brenda Benson, Senior Administrative Dean, Counseling, Retention and Student Wellness, to discuss the class description. In addition, the supervisor was requested to complete a duty analysis worksheet by rating the frequency and criticality of each duty in the current class description. Distinguishing characteristics were modified to delineate this classification from related roles, and duties were added, removed and modified to more accurately reflect the technical knowledge of this classification. Classification revisions were sent for review to Brenda Benson, Michael Tuitasi, Vice-President, Student Affairs, CSEA, Business Services, Human Resources, and the Executive Vice President.


Page 34 of 67

Additionally, a job evaluation and an external salary study of public agencies with positions that have comparable duties and responsibilities was conducted. Salary data was gathered based on the comparison of positions with the level of duties and responsibilities most similar to the subject position. RESULTS Based on the data gathered, a retitle and revisions to the class description are being proposed. These changes serve to clarify essential duties and KSAs (knowledge, skills, and abilities), and properly distinguish this classification from other related classifications. Additionally, a title change is being made to more accurately reflect the knowledge required for this role. A comprehensive survey of comparable agencies was conducted. Given the varied nature of classification structure at comparable agencies, sufficient market data was not found. Some agencies used this role more broadly to include Financial Aid, Admissions & Records or International. The Veteran’s Resource Center at SMC is more developed than most colleges and includes counselors and a faculty lead who is assigned primary responsibility in coordinating resources. As a result, salary was primarily based on internal comparison with recently reviewed student services roles. SALARY ALLOCATION

It is recommended that the salary for Student Services Specialist – Veterans’ Programs be reallocated from Range 30 of the Classified Employee Salary Schedule ($4,272 to $5,193 per month) to Range 32 ($4,486 to $5,453 per month), a 5% increase. The proposed increase would align this classification with recently reviewed student services roles that are similar in level of decision making and complexity of work performed. The salary proposal for this classification has been sent for review to Brenda Benson, Michael Tuitasi, CSEA, Business Services, Human Resources, and the Executive Vice President. A cyclical review of other classifications within the Student Services Specialists series is underway; recommendations for these classifications will be proposed at future Personnel Commission meetings.

CLASS TITLE MIN MAX RANGE Senior Academic Records Evaluator $4,946 $6,012 36 Senior Online Learning Services Specialist $4,946 $6,012 36 Senior Veterans Resource Specialist (RETITLED) $4,946 $6,012 36 Supplemental Instruction Coordinator $4,946 $6,012 36 Outreach & Recruitment Specialist $4,710 $5,726 34 Curriculum Specialist $4,710 $5,726 34 Transfer & Articulation Specialist $4,710 $5,726 34 Academic Records Evaluator $4,599 $5,590 33 Veterans Resource Specialist (RETITLED) $4,486 $5,453 32 Senior Student Services Specialist* $4,486 $5,453 32 Online Learning Services Specialist $4,272 $5,193 30 Student Services Specialist* $4,272 $5,193 30 Student Services Assistant $3,783 $4,599 25 Student Services Clerk $3,431 $4,171 21 *Pending cyclical review


Page 35 of 67

RECOMMENDATION It is recommended that the Commission approve the retitle, proposed revisions and salary reallocation for the Student Services Specialist – Veterans’ Programs classification description. FROM: Student Services Specialist – Veterans’ Programs $4,272 to $5,193 per month (Classified Employee Salary Schedule Range 30)

TO: Veterans Resource Specialist

$4,486 to $5,453 per month (Classified Employee Salary Schedule Range 32) DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS:


Page 36 of 67

Santa Monica Community College District; Personnel Commission

Student Services Specialist – Veterans’ Programs Resource Specialist CONCEPT OF THE CLASS Under general supervision, Ppositions in this classification support the District’s Veterans’ Resource Center by provideperforming a variety of complex and specialized clerical duties relating to the preparation and implementation of student Veteran programs. DISTINGUISHING CHARACTERISTICS The Student Services Veterans Resource Specialist performs complex and specialized duties in support of the District’s Veterans Resources Center. Incumbents are expected to apply specialized knowledge of VA requirements and processing of VA educational benefits. Incumbents may serve as the School Certifying Official in the absence of the Senior Veterans Resources Specialist. performs complex and specialized duties relating to the preparation and implementation of student services and programs. Incumbents are expected to be a specialist in their functional area and have prior work experience in the specific functional area. The Senior Student Services Veterans Resource Specialist assist with and participates in the day-to-day activities of the Veterans’ Resource Center and serves as a technical resource for students, faculty and staff. This classification is designated as the School Certifying Official and independently performs complex technical duties related to VA benefits eligibility, payments, reporting, audits, and outreach. serves as a lead worker and monitors and directs the work of permanent and temporary staff in a student services department or program. Incumbents are specialists in their functional area and exercise a higher degree of responsibility and independent judgment. The Veterans Resource Specialist is distinguished from other student services classifications by the nature of work and specialized knowledge required in the assigned area. This classification is further distinguished from the Student Services Assistant and the Student Services Clerk classifications by the level, variety and complexity of work, independence of action and responsibility for decisions and level of supervision received. The Student Services Assistant class performs moderately difficult clerical duties in support of an assigned student services area. In large offices, incumbents may be responsible for the completion of a functional phase of clerical work necessary in the assigned student services area. The Student Services Clerk class provides a variety of general and routine clerical duties for student services departments and programs. Incumbents are generally assigned to the front counter and are the first point of contact for students in their respective student services area. These positions are distinguished from the Administrative Clerk classification in that positions assigned to the Student Services Clerk classification are required to obtain a breadth of knowledge in their respective department, necessary to assist students at the front counter. ESSENTIAL DUTIES Provides specialized information to students regarding their educational rights as Veterans, enrollment procedures to obtain veteran and dependent benefits, available resources and additional student support programs.; assists students in determining their educational rights as Veterans


Page 37 of 67

Attends and participates in workshops and other training sessions to Mmaintains current knowledge of changes in Federal and State legislation affecting Veterans’ Affairs Programs. Ensures compliance with regulations, procedures, and requirements as mandated in current federal legislation and state statutes governing Veterans. Performs a variety of intake services to gather additional information from students and parents, and makes referrals, as necessary, to academic counselors, therapists, instructors, and community agencies. Prepares, compiles and maintains statistical reports, documents and records in compliance with Federal, State, Federal and District requirements; assures data accuracy for audits and program grant proposals; may respond to inquiries from VA audits,compiles and maintains data as needed for program grant proposals. Creates, maintains, monitors, and updates confidential student records, student data bank, and historical program database. Performs a variety of complex clerical duties related to the input, maintenance and control of individual records to ensure the accuracy of student history files. Monitors and reviews enrollments status for students receiving VA benefits to ensure compliance, reports academic progress and changes electronically to VA, reviews educational plans, and makes appropriate and reports payment disbursement and adjustments in payments as necessary to ensure timely and accurate administrationpayment of VA benefits and payments;, reviews educational plans, coursework and progress. researches and resolves discrepancies and issues with student records, payments, eligibility and other related matters. Acts May serve as the School Certifying Official (SCO) with the Department of Veterans Affairs and insures compliance with all applicable guidelines: processes and certifies student applications and other paperwork for VA educational benefits.; monitors enrollment including, but not limited to, adds and drops and notifies VA of changes in student status; authorizes payments to veterans, eligible dependents, survivors and reservists under Federal rules, regulations and guidelines. May assist in the administration of the V.A. Student Work-Study Allowance program, provides students with application, submits completed applications to the V.A., reviews, files and implements Student Work-Study Agreement, verifies and reports timesheets; and ensures timely issuance of payments. May Sserves as a contact liaison with other colleges, governmental agencies, and firms regarding Veterans’ Programs. May Mmaintains and updates department website., as necessary. Performs other related duties as requested or assigned. Provides specialized information, and advises students about student services programs, resources available, processes, and procedures. Meets with, and interviews students and parents, if necessary, in order to gather additional information. Prepares and maintains a variety of accurate student files, records and reports; types various forms; compiles statistical data for reports; assures accuracy of information for audits; responds to inquires from audits. Investigates and resolves problems; corrects errors on student records. Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.


Page 38 of 67

SUPERVISION Supervision Received Under gGeneral supervision is received from the Senior Administrative Dean of Counseling, retention & Student wellness,, the employee receives assignments and this classification is expected to perform job dutiescarry them through to completion with substantial independence.

Supervision Exercised This pPosition in this classification do not supervise others, but may provideserves as specialist in the assigned area providing specialized knowledge and guidance to student services staff, temporary employees and student workers.others, which can include student assistants, coworkers, and other District staff. There is no supervision of other classified positions.

KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: VA regulations and policies related to educational benefits and benefits for veterans and their dependents Knowledge of Federal, and State and local programs that provide financial assistance and resources to veterans Knowledge of pDistrict policies, procedures and objectives of the Veterans’ Pprograms Knowledge of Federal and State regulations, requirements and procedural guidelines pertaining to student programs as it relates to Veterans Programs Knowledge of California Education Code, Family Educational Rights and Privacy Act Knowledge of modern officeAdministrative practices and procedures, including record keeping and filing Customer service techniques Modern office methods, practices and equipment Knowledge of effective oral and written communication and bBasic mathematicsstatistics Computer programs including VA and student information systems, word processing, database management, spreadsheet computer applications software, electronic mail and the internet Knowledge of record keeping practices and procedures. Knowledge of English usage, vocabulary, spelling, grammar and punctuation Knowledge of customer service principles and techniques Ability to: Organize, set priorities and exercise sound independent judgment within areas of assigned responsibility Interpret, apply, explain and reach sound decisions in accordance with applicable laws and regulations, and District policies and procedures Operate a computer using computer applications, programs and standard office equipment


Page 39 of 67

Organize and maintain specialized files and confidentiality of employee and student information Communicate effectively, both orally and in writing Stay abreast of technology changes and adapt to new technologies Role model exceptional internal and external customer service wWork with various veteran populations Ability to pPay attention to detail and make accurate calculations and assessments Ability to cCompile and analyze data, and resolve discrepancies Ability to fFollow complex written and oral instructions Ability to wWork independently with minimal supervision. Ability to cCollaborate with other student services areas Ability to wWork in a fast-paced and busy environment with multipleon a variety of assignments simultaneously interruptions and competing assignments and deadlines Establish and maintain effective working relationships with District management, staff, students, the public and others encountered in the course of work, in a diverse, multicultural and multi-ethnic educational environment Ability to establish and maintain effective working relationships Ability to maintain confidential student files Ability to provide sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students and staff Ability to interpret and apply pertinent laws, policies and regulations Ability to work in a fast-paced and busy environment with multiple interruptions Ability to establish and maintain accurate records Ability to effectively analyze situations and adopt an effective course of action Skills to type accurately and operate a computer keyboard for data entry and retrieval, and use computer software specific to the operations of the department and the college. MINIMUM QUALIFICATIONS

Education Requirement: Graduation from high school or evidence of equivalent educational proficiency plus tTwo (2) years of college level coursework or equivalent. Experience Requirement: Four (4)Two (2) years of experience performing specialized administrative or program support duties in a student services area.and complex student services duties, such as: student intake services, financial needs analysis and student services support duties. Experience in the military or working with Veterans is desirable.

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.


Page 40 of 67

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 fit, carry, push, or pull up to 25 pounds. While performing the duties of this job, the noise level in the work environment varies greatly. CLASS DETAIL

Job Family: Student Services- Non-Classroom FLSA Status: Non-exempt Personnel Commission Approval Date: 10/20/10 Class History: Student Services Specialist – Veteran’s Programs Revision Date(s): 12/12/18


Page 41 of 67

AGENDA REPORT NO. 9

SUBJECT: REQUEST FOR APPROVAL OF RETITLE, CLASSIFICATION REVISIONS AND SALARY REALLOCATION: SENIOR STUDENT SERVICES SPECIALIST – VETERANS’ PROGRAM TO SENIOR VETERANS RESOURCE SPECIALIST



FROM: Carol Long, Director of Classified Personnel BY: Olga Vasquez, Personnel Technician BACKGROUND Attached for your approval is a retitle, class description revisions and salary reallocation for Senior Student Services Specialist – Veterans’ Programs. As part of the cyclical review process, we are reviewing classifications in the Student Services Specialist job discipline. Classifications within the student services area play a pivotal role in ensuring that students receive the services and resources to achieve their personal, career and educational objectives. The Veterans’ Resource Center (VRC) serves veterans and veterans’ dependents entitled to education assistance from the Veterans Administration (VA) by acting as a liaison within the VA to verify enrollment for students claiming benefits under the G.I. Bill or the Veterans Vocational Rehabilitation Program. Furthermore, the center offers academic, career, and transfer counseling, as well as priority enrollment, tutoring, and other services to support veterans in achieving their education goals. This classification serves as the School Certifying Official and is responsible for processing the Veterans Affairs educational benefits for veterans, military students and their dependents. The Senior Student Services Specialist – Veterans’ Programs classification was established in November 2014. There is currently one incumbent in this classification. The proposed changes will not adversely affect the current status of the incumbent. METHODOLOGY This study was scheduled in the cyclical review calendar for 2017-18. Incumbents from single-incumbent Student Services Specialist classifications, as well as CSEA, were invited to participate in a class study orientation on November 15, 2017, 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 December 1, 2017. The submitted PDQ was reviewed with Brenda Benson, Senior Administrative Dean, Counseling, Retention and Student Wellness. Commission staff subsequently conducted a desk audit to obtain additional input from the incumbent.


Page 42 of 67

Personnel Commission staff met with Brenda Benson to discuss the class description. In addition, the supervisor was requested to complete a duty analysis worksheet by rating the frequency and criticality of each duty in the current class description. Distinguishing characteristics were modified to delineate this classification from related roles, and duties were added, removed and modified to more accurately reflect the technical knowledge of this classification. Classification revisions were sent for review to the incumbent, as well as Brenda Benson, Michael Tuitasi, Vice-President, Student Affairs, CSEA, Business Services, Human Resources, and the Executive Vice President. Additionally, a job evaluation and an external salary study of public agencies with positions that have comparable duties and responsibilities was conducted. Salary data was gathered based on the comparison of positions with the level of duties and responsibilities most similar to the subject position. RESULTS Based on the data gathered, a retitle and revisions to the class description are being proposed. These changes serve to clarify essential duties and KSAs (knowledge, skills, and abilities), and properly distinguish this classification from other related classifications. Additionally, a title change is being made to more accurately reflect the technical knowledge required for this role. A comprehensive survey of comparable agencies was conducted. Given the varied nature of classification structure at comparable agencies, sufficient market data was not found. Some agencies used this role more broadly to include Financial Aid, Admissions & Records or International. The Veteran’s Resource Center at SMC is more developed than most colleges and includes counselors and a faculty lead who is assigned primary responsibility in coordinating resources. As a result, salary was primarily based on internal comparison with recently reviewed student services roles. SALARY ALLOCATION

It is recommended that the salary for Senior Student Services Specialist – Veterans’ Programs be reallocated from Range 32 of the Classified Employee Salary Schedule ($4,486 to $5,453 per month) to Range 36 ($4,946 to $6,012 per month), a 10.25% increase. The proposed increase would align this classification with recently reviewed student services roles that are similar in level of knowledge required, decision making authority and complexity of work performed. The salary proposal for this classification has been sent for review to Brenda Benson, Michael Tuitasi, CSEA, Business Services, Human Resources, and the Executive Vice President. A cyclical review of other classifications within the Student Services Specialists series is underway; recommendations for these classifications will be proposed at future Personnel Commission meetings.


Page 43 of 67

CLASS TITLE MIN MAX RANGE Senior Academic Records Evaluator $4,946 $6,012 36 Senior Online Learning Services Specialist $4,946 $6,012 36 Senior Veterans Resource Specialist (RETITLED) $4,946 $6,012 36 Supplemental Instruction Coordinator $4,946 $6,012 36 Outreach & Recruitment Specialist $4,710 $5,726 34 Curriculum Specialist $4,710 $5,726 34 Transfer & Articulation Specialist $4,710 $5,726 34 Academic Records Evaluator $4,599 $5,590 33 Veterans Resource Specialist (RETITLED)** $4,486 $5,453 32 Senior Student Services Specialist* $4,486 $5,453 32 Online Learning Services Specialist $4,272 $5,193 30 Student Services Specialist* $4,272 $5,193 30 Student Services Assistant $3,783 $4,599 25 Student Services Clerk $3,431 $4,171 21

*Pending cyclical review **Proposed in subsequent agenda item

RECOMMENDATION It is recommended that the Commission approve the retitle, proposed revisions and salary reallocation for the Senior Student Services Specialist – Veterans’ Programs classification description. FROM: Senior Student Services Specialist – Veterans’ Programs $4,486 to $5,453 per month (Classified Employee Salary Schedule Range 32)

TO: Senior Veterans Resource Specialist

$4,946 to $6,012 per month (Classified Employee Salary Schedule Range 36) DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS:


Page 44 of 67


Senior Student Services Specialist –

Senior Veterans Resource Specialist’ Programs CONCEPT OF THE CLASS Under general supervision, the Ppositions in this classification provides technical assistance to the academic supervisor in the daily operations of the District’s Veterans’ Resource Center and processes Veterans Affairs (VA) educational benefits for veterans, military students and their dependents, ensuring the Veterans Affairs (VA) reporting requirements are met. This classification also serves as the School Certifying Official and may carry out a variety of complex and specialized clerical duties relating to the preparation and implementation of,student Veteran programs, and’ provide work direction, on-the-job training, and guidance to subordinate classified staff. DISTINGUISHING CHARACTERISTICS The Senior Veterans Resource Specialist assist with and participates in the day-to-day activities of the Veterans’ Resource Center and serves as a technical resource for students, faculty and staff. This classification is designated as the School Certifying Official and independently performs complex technical duties related to VA benefits eligibility, payments, reporting, audits, and outreach. The Veterans Resource Specialist performs complex and specialized duties in support of the District’s Veterans Resources Center. Incumbents are expected to apply specialized knowledge of VA requirements and processing of VA educational benefits. Incumbents may serve as the School Certifying Official in the absence of the Senior Veterans Resources Specialist. The Senior Veterans Resource Specialist is distinguished from other student services classifications by the nature of work and specialized knowledge required in the assigned area. This classification is further distinguished from the Student Services Assistant and the Student Services Clerk classifications by the level, variety and complexity of work, independence of action and responsibility for decisions and level of supervision received. The Senior Student Services Specialist serves as a lead worker and monitors and directs the work of permanent and temporary staff in a student services department or program. Incumbents are specialists in their functional area and exercise a higher degree of responsibility and independent judgment. The Student Services Specialist class performs complex and specialized duties relating to the preparation and implementation of student services and programs. Incumbents are expected to be a specialist in their functional area and have prior work experience in the specific functional area. The Student Services Assistant class performs moderately difficult clerical duties in support of an assigned student services area. In large offices, incumbents may be responsible for the completion of a functional phase of clerical work necessary in the assigned student services area. The Student Services Clerk class provides a variety of general and routine clerical duties for student services departments and programs. Incumbents are generally assigned to the front counter and are the first point of contact for students in their respective student services area. These positions are distinguished from the Administrative Clerk classification in that positions assigned to the Student Services Clerk classification are required to obtain a breadth of knowledge in their respective department, necessary to assist students at the front counter.


Page 45 of 67

ESSENTIAL DUTIES Serves as the lead worker for the Veterans’ Resource Center Acts as the School Certifying Official with the Department of Veterans Affairs and ensures compliance with all applicable regulations and guidelines as mandated in current federal legislation and state statutes governing vVeterans. Serves as a technical resource in processing and executing VA educational benefits for veterans, military students and their dependents. Assists with training and day-to-day operations of the Veteran’s Resources Center; disseminates program information and monitors assigned work of staff and student workers within functional area of responsibility as required. Processes and certifies student applications and other paperwork for VA educational benefits; authorizes payments to veterans, eligible dependents, survivors and reservists under Federal rules, regulations and guidelines; researches and resolves discrepancies and issues with student records, payments, eligibility and other related matters. Monitors and reviews enrollments status for students receiving VA benefits to ensure compliance; and reports academic progress and changes electronically to VA, reviews educational plan, and makes appropriate payment disbursements and adjustments in payments as necessary to ensure timely and accurate administration of payment of VA benefits., reviews educational plans, coursework and progress. Provides specialized information to students and the public regarding enrollment procedures to obtain veteran and dependent benefits, as well as additional resources available thorough veteran-serving programs in the community; assists students in determining their education rights as Veterans. Serves as a contact liaison with other colleges, governmental agencies, and firms regarding Veterans’ Programs. Maintains current knowledge of changes in Federal and State legislation affecting Veterans’ Affairs Programs. Creates, maintains, monitors, and updates confidential student records, student data bank, and historical program database. Performs a variety of intake services;M meets with, and interviews students and parents, if necessary, in order to gather additional information. Performs a variety of complex clerical duties related to the input, maintenance and control of individual records to ensure the accuracy of student history files. Collaborates with college departments Performs a variety of intake services, and makes referrals, as necessary, to academic counselors, therapists, instructors, and community agencies. Assists in the administration of the V.A. Student Work-Study Allowance program, provides students with application, submits completed applications to the V.A., reviews, files and implements Student Work-Study Agreement, verifies and reports timesheets; and ensures timely issuance of payments. Assists with outreach, facilitates workshops and events for Veteran students and helps promote veteran resources to the District and community.


Page 46 of 67

Prepares, compiles and maintains statistical reports, documents and records in compliance with State, Federal, State and District requirements; assures data accuracy for audits and program grant proposals; responds to inquiries from VA audits.compiles and maintains data as needed for program grant proposals. vPrepares and maintains a variety of accurate student files, records and reports; types various forms; compiles statistical data for reports; assures accuracy of information for audits; responds to inquires from audits. Monitors enrollment status for students receiving Veterans’ benefits; notifies VA of changes in student status Assists in the training of student services staff, temporary employees, and student workers in the Veterans’ Resource Center Investigates and resolves problems; corrects errors on student records. Provides specialized information, and advises students about student services programs, resources available, processes, and procedures. May Mmaintains and updates department website., as necessary. 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 Under gGeneral supervision is received from the Senior Administrative Dean of Counseling, Retention & Student Wellness, thise classification is expected to perform job duties employee receives assignments and is expected to carry them through to completion with substantial independence.

Supervision Exercised This pPositions in this classification do not supervise other classified staff, but may serve in a lead worker capacity, providing training and work direction to student services staff, and temporary employees and student workers. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: VA regulations and policies related to educational benefits. and benefits for veterans and their dependents Knowledge of Federal, and State and local programs that provide financial assistance and resources to veterans Knowledge of District policies, procedures and objectives of the Veterans’ Pprograms Knowledge of Federal and State regulations, requirements and procedural guidelines pertaining to student programs as it relates to Veterans Programs Knowledge of California Education Code, Family Educational Rights and Privacy Act Knowledge of modern officeAdministrative practices and procedures, including record keeping and filing


Page 47 of 67

Knowledge of cCustomer service principles and techniques Knowledge of effective oral and written communication and bBasic statisticsmathematics Computer programs including VA and student information systems, word processing, database management, spreadsheet computer applications software, electronic mail and the internet Knowledge of record keeping practices and procedures. Knowledge of English usage, vocabulary, spelling, grammar and punctuation Ability to: Organize, set priorities and exercise sound independent judgment within areas of assigned responsibility Interpret, apply, explain and reach sound decisions in accordance with applicable laws and regulations, and District policies and procedures Operate a computer using computer applications, programs and standard office equipment Organize and maintain specialized files and confidentiality of employee and student information Communicate effectively, both orally and in writing Stay abreast of technology changes and adapt to new technologies Role model exceptional internal and external customer service tTrain and provide work direction to others Ability to pPay attention to detail and make accurate calculations and assessments Ability to cCompile and analyze data, and resolve discrepancies Ability to wWork in a fast-paced and busy environment with multiple interruptions and competing assignments and deadlines Establish and maintain effective working relationships with District management, staff, students, the public and others encountered in the course of work, in a diverse, multicultural and multi-ethnic educational environment Ability to work on a variety of assignments simultaneously Ability to collaborate with other student services areas Ability to effectively analyze situations and adopt an effective course of action Ability to work with various veteran populations Ability to interpret and apply pertinent laws, policies and regulations Ability to establish and maintain accurate records Ability to follow complex written and oral instructions Ability to establish and maintain effective working relationships Ability to work independently with minimal supervision. Ability to maintain confidential student files Ability to pProvide sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students and staff Skills to type accurately and operate a computer keyboard for data entry and retrieval, and use computer software specific to the operations of the department and the college.


Page 48 of 67

MINIMUM QUALIFICATIONS

Education Requirement: Associate’s degree, tTwo (2) years of college level coursework or equivalent. A Bachelor’s degree is desirable. Experience Requirement: Five (5) Two (2) years of experience performing specialized and complex student services duties related to the provision of veterans benefits.

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 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 fit, carry, push, or pull up to 25 pounds. While performing the duties of this job, the noise level in the work environment varies greatly. CLASS DETAIL

Job Family: Student Services- Non-Classroom FLSA Status: Non-exempt Personnel Commission Approval Date: NEW CLASS, 11/19/14 Class History: Senior Student Services Specialist – Veteran’s Programs Revision Date(s): 12/12/18


Page 49 of 67

AGENDA REPORT NO. 10 SUBJECT: RATIFICATION OF EXTENSION AND WORKING OUT OF CLASS

ASSIGNMENTS DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Karen Monzon, Personnel Analyst It is recommended that the Personnel Commission approve the following provisional working out of class assignments.

I. New Working Out of Class Assignment

Name/Permanent Class WOC Assignment Dates Reason Other

Connie Chen (Student Services Clerk)

Student Services Specialist – Scholarships

12/03/2018 to 12/21/2018; 01/02/2019 to 04/26/2019

Vacancy N/A

II. Extension of Existing Working Out of Class Assignment

Name/Permanent Class WOC Assignment Dates of

Assignment Reason Dates of Extension

Fernando Henriquez (Custodian)

Receiving, Stockroom & Delivery Worker (Substitute Limited Term)

6/13/2018 to 12/21/2018

Incumbent on leave

01/02/2019 to 03/08/2019

Name/Permanent Class WOC Assignment Dates of Assignment

Reason Dates of Extension

Charlie Yen (Director of Facilities Finance)

Director of Facilities Planning

7/01/2018 to 12/07/2018

Vacancy 12/08/2018 to 02/01/2019

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.


Page 50 of 67

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.

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.


Page 51 of 67

RECOMMENDATION It is recommended that the Personnel Commission approve the requests for working out-of-class assignments for the appropriate stipend as indicated under subdivision a of CSEA, Chapter 36, Article 11.7.3.b. (above). DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


Page 52 of 67

V. CONSENT AGENDA

(All items will be considered and approved in one motion unless removed by a Personnel Commissioner for discussion.)

# ITEM Page 11 Certification of Seniority List: Online Learning Services Specialist 53

12 Ratification of Eligibility Lists:

• Journeyman Trade – Plumbing

55

13 Ratification of Limited Term Assignments 56

14

Examination Schedule: • Accompanist-Performance • Accounting Supervisor • Groundskeeper/Gardener • Information Systems Security Officer • Instructional Assistant-ESL • Instructional Assistant-Math • Lead Events Technician • Mail Services Worker I • Receiving, Stockroom and Delivery Worker • Student Services Specialist • Student Services Specialist-Admissions & Records •

57

15 Approval of Minutes 58 16 Advisory Item: Appointments to Limited Term Positions 59 17 Advisory Item: Appointments to Provisional Assignments 60 18 Advisory Item: Reinstatement Lists 61 19 Classification & Compensation Status Report – Information Only 62 20 Recruitment & Examination Status Report – Information Only 65

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


Page 53 of 67

AGENDA REPORT NO. 11 SUBJECT: CERTIFICATION OF SENIORITY LIST:

ONLINE LEARNING SERVICES SPECIALIST

DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel As part of the continuing practice to update and maintain Seniority Lists for the District, we present for your approval the following seniority lists mentioned below. Per Merit Rule 13.1.4 seniority lists are to be approved by the Director of Classified Personnel and certified by the Personnel Commission before they are used. Employees must be given a 5 working day review period before the lists are approved. During the review period an employee who believes an error has been made in his/her seniority computation is to notify the Director of Classified Personnel who will determine if a recomputation is appropriate. It is recommended that the Personnel Commission certify the following seniority list effective December 12, 2018: Classified Employees and Classified Managers Online Learning Services Specialist ____________________________________________________________________________ 13.1.4 SENIORITY LISTS

A. Seniority lists shall be prepared or updated for each class as necessary. When each list is initially established, it shall be approved by the Personnel Director and certified by the Personnel Commission before it is used.

B. When a seniority list is initially established or updated, the list shall be made available to the employee(s) for review during a five (5) working day period before it is approved.

C. During the prescribed review period, an employee who believes that an error has been made on his/her seniority computation shall notify the Personnel Director, who shall review the computations together with any additional information provided by the employee. The Personnel Director shall determine if a recomputation is appropriate and present an appropriate recommendation for action by the Personnel Commission.

D. Seniority lists that are maintained will be available for inspection in the Classified Personnel Department.


Page 54 of 67


Page 55 of 67

AGENDA REPORT NO. 12 SUBJECT: RATIFICATION OF ELIGIBILITY LISTS DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician A. Establishment of New Lists Class Title Field of Competition Promotional Total On List Expiration

Date Journeyman Trade-Plumbing Merged Promotional &

Open Competitive 2 7 12/14/2019


Page 56 of 67

AGENDA REPORT NO. 13 SUBJECT: RATIFICATION OF LIMITED TERM ASSIGNMENTS DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician 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 (12 part-time positions) Bookstore 11/26/18-

12/21/18 Customer Service Assistant (7 part-time positions) Bookstore 11/25/18-

12/21/18 Student Services Clerk (1 full-time position) Matriculation 11/15/18-

01/15/19


Page 57 of 67

AGENDA REPORT NO. 14 SUBJECT: EXAMINATION SCHEDULE DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José Guzmán, Personnel Technician It is recommended that the Personnel Commission approve the following Examination Schedule:

Classification Title Field of Competition Time

Accompanist-Performance Merged Promotional and Open Competitive 3 weeks

Accounting Supervisor Promotional 3 weeks

Groundskeeper/Gardener Open Competitive 3 weeks

Information Systems Security Officer Merged Promotional and Open Competitive 3 weeks

Instructional Assistant-ESL Merged Promotional and Open Competitive 3 weeks

Instructional Assistant-Math Merged Promotional and Open Competitive 3 weeks

Lead Events Technician Merged Promotional and Open Competitive 3 weeks

Mail Services Worker I Merged Promotional and Open Competitive 3 weeks

Receiving, Stockroom and Delivery Worker Promotional 3 weeks

Student Services Specialist Merged Promotional and Open Competitive 3 weeks

Student Services Specialist-Admissions & Records Merged Promotional and Open Competitive 3 weeks


Page 58 of 67

AGENDA REPORT NO. 15 SUBJECT: APPROVAL OF MINUTES DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Approval of the minutes for the following meetings of the Santa Monica College Personnel Commission:

Regular Meeting – November 14, 2018


Page 59 of 67

AGENDA REPORT NO. 16 SUBJECT: ADVISORY ITEM:

APPOINTMENTS TO LIMITED TERM POSITIONS DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician 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 11/26/18-12/21/18 12/15/04 Abel, Teneka Bookstore Clerk/Cashier Bookstore 11/26/18-12/21/18 02/21/07 Ashby, Deanna Bookstore Clerk/Cashier Bookstore 11/26/18-12/21/18 12/15/04 Baskin, Patricia Bookstore Clerk/Cashier Bookstore 11/26/18-12/21/18 08/20/97 Eichen, John Bookstore Clerk/Cashier Bookstore 11/26/18-12/21/18 03/25/15 Grau, Donald Bookstore Clerk/Cashier Bookstore 11/26/18-12/21/18 06/12/12 Lopez, Jose Bookstore Clerk/Cashier Bookstore 11/26/18-12/21/18 07/18/11 Lopez, Veronica Bookstore Clerk/Cashier Bookstore 11/26/18-12/21/18 03/25/15 Mehary, Mehret Bookstore Clerk/Cashier Bookstore 11/26/18-12/21/18 11/16/02 Micas, Donna Bookstore Clerk/Cashier Bookstore 11/26/18-12/21/18 02/21/07 Miles, Erik Bookstore Clerk/Cashier Bookstore 11/26/18-12/21/18 02/21/07 Thielking, Alan Bookstore Clerk/Cashier Bookstore 11/26/18-12/21/18 08/26/92 Brinkley, Tanisha Customer Service Assistant Bookstore 11/26/18-12/21/18 05/16/18 Carter, Ashlie Customer Service Assistant Bookstore 11/26/18-12/21/18 05/16/18 English, Kara Customer Service Assistant Bookstore 11/26/18-12/21/18 05/16/18 Lemon, Curly Customer Service Assistant Bookstore 11/26/18-12/21/18 05/16/18 Murray, Jake Customer Service Assistant Bookstore 11/26/18-12/21/18 05/16/18 Nwonwu, Vergie Customer Service Assistant Bookstore 11/26/18-12/21/18 05/16/18 Ramirez, David Customer Service Assistant Bookstore 11/26/18-12/21/18 05/16/18 Gothold, Julia Student Services Clerk Matriculation 11/15/18-01/15/19 Reinstatement

*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.


Page 60 of 67

AGENDA REPORT NO. 17 SUBJECT: ADVISORY ITEM:

APPOINTMENTS TO PROVISIONAL ASSIGNMENTS DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician 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*

Starnes, Devin Director of Facilities Maintenance Facilities/Maintenance Administration 11/08/18-03/01/19

Zarkades, Zoe Tutoring Coordinator – Modern Language LRC 12/03/18-06/28/19 *Assignment ending dates may be adjusted as not to exceed 90 working days in a fiscal year


Page 61 of 67

AGENDA REPORT NO. 18 SUBJECT: ADVISORY ITEM: REINSTATEMENT LIST DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel

The Personnel Commission is advised that the following individual is being added to the Reinstatement list as specified below:

Name List Classification Resignation Date

Reinstatement Effective Dates (39 months from resignation date)

Flavio Medina-Martin Human Resources Analyst-Employee and Labor Relations-Confidential 11/02/2018 11/03/2018 to 01/06/2022

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.


Page 62 of 67

AGENDA REPORT NO. 19 SUBJECT: CLASSIFICATION AND COMPENSATION STATUS REPORT –

INFORMATION ONLY DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician This item is presented for the Commission’s review—no action is required. Please see next page.


Page 63 of 67


Page 64 of 67


Page 65 of 67

AGENDA REPORT NO. 20 SUBJECT: RECRUITMENT AND EXAMINATION STATUS REPORT –

INFORMATION ONLY DATE: December 12, 2018 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician This item is presented for the Commission’s review—no action is required. Please see next page.


Page 66 of 67


Page 67 of 67

VI. ADJOURN AT _______ P.M. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: The next regular Personnel Commission meeting is scheduled for: Wednesday, January 16, 2019 at 12 P.M. 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, December 12, 2018, Regular Meeting of the Santa Monica College Personnel Commission was posted on the official District website and bulletin boards, no later than 72 hours prior to the date and time of this meeting.

Documents

PERSONNEL COMMISSION AGENDA - Santa Monica College · 2018-12-07 · For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission