ln compliance with Governor Newsom's Executive Order N-29-20, which suspended portions of the Brown Act,Governor Newsom's Executive Order N-33-20 (Stay At Home Order issued March 19,2020), and the County of LosAngeles Public Health Officer's Reopening Safer at Work and in the Community for Control of COVID-19 Order(revised Order issued July 1 ,2020), members of the Torrance Civil Service Commission and staff will participate inthis public meeting via teleconference or other electronic means in our continuing effort to practice social distancingto reduce the spread of COVID-19.

MEMBERS OF THE PUBLIC MAY VIEW AND PARTICIPATE lN THE HEARING via Zoom by registering at:https://us02web.zoom. us/webi nar/registerMN_VOzt3xfqSrqip 1 QCachS_Q.

:-0

uffi GivilServiceCommission

The Civil Service Commission is an advisorybody to the City Council that meets on thesecond and fourth Mondays of each monthat 6:00 p.m. in the Council Chambers and onother Mondays as required. All meetings areopen to the public except for those portionsrelated to personnel issues that under lawmay be considered in closed session.Those who wish to speak on any matter onthe agenda are asked to complete a"Speaker lnformation" card (available at themeeting) and relay it to the staff beforeleaving the meeting.

Staff reports are available for review at theHuman Resources office, Civic Center MainLibrary and the City Clerk's Office. Directany other questions or concerns to the CivilService Manager at 310.618.2915. Agendasare posted on the City of Torrance HomePage www.TorranceCA.Gov.

ln compliance with the Americans withDisabilities Act, if special assistance isneeded to participate in this meeting, pleasecall 310.618.2915. Notification 48 hoursprior to the meeting will enable the City tomake reasonable arrangements to ensureaccessibility to this meeting. [28CFR 35.102-104 ADA Title lll

HOURS OF OPERATIONMonday through Friday from7:30 a.m. to 5:30 p.m.Offices are closed alternate Friday.

A t (^1"*Dlw'w

TORRANCE CIVIL SERVICE COMMISSIONMONDAY, JULY 13,2020REGULAR MEETING

6:00 P.M.

VIA TELECONFERENCE OR OTHER ELECTRONIC MEANS

AGENDA1. CALLTOORDER

ROLL CALL/MOTION FOR EXCUSED ABSENCE

2. FLAGSALUTE

3. REPORT FROM STAFF ON POSTING OF AGENDA

4. ORAL COMMUNICATIONS #1 (Limited to a 30 minute period)Comments on this portion of the agenda are limited to items not onthe agenda and to no longer than three (3) minutes per speaker.Under the provisions of the Brown Act, the Gommission is prohibitedfrom taking action or engaging in discussion on any item notappearing on the posted agenda.

5. CONSENTCALENDAR5A. Approve Civil Service Commission Minutes: February 24,2020.(Minutes provided to Commission members only, copies available inthe Personnel Building)

58. Approve the Examination for Human Resources Technician

6. ADMINISTRATIVE MATTERS6A. Recommend Deferral of Appointment of Civil Service CommissionChair, CivilService Commission Vice-Chair, and Members ofEmployee Relations Committee for Fiscal Year 2020 - 2021

7. APPEALSNo business to consider

8. HEARINGNo business to consider

9. ORAL COMMUNICATIONS #2Comments on this portion of the agenda are limited to items not on theagenda and to no longer than three (3) minutes per speaker. Underthe provisions of the Brown Act, the Commission is prohibited fromtaking action or engaging in discussion on any item not appearing onthe posted agenda.

10. ADJOURNMENT10A. Adjournment of Civil Service Commission meeting to Monday,July 27,2020.

ROLL CALL: Adelsman, Montoya, Shwarts, Skoll, Wood, Wright, Lewis

Commission MeetingJulv 13, 2020

Honorable Chair and Membersof the Civil Service Commission

City HallTorrance, California

Honorable Members:

SUBJECT: APPROVE THE EXAilIINATION FOR HUMAN RESOURCES TECHNICIAN

RE9OMMENpATION:ffieAssistant'totheCityManagerthatyourHonorableBodyapproVethefollowingactionsto fill the vacancy of Human Resources Technician:

1. Conduct the examination for Human Resources Technician on a promotional basis provided that a

minimum of four (4) applications from City employees are filed and accepted;

2. lf less than four (4) applications are filed and accepted, the promotional examination will be canceled

and the examination will be conducted on an open basis;

3. Conduct an examination to consist of an Application Review (qualifying), Wriften Test (weighted 40%)

and Oral lnterview (weighed 60%); and

4. Approvalfor a six month eligible list.

$ALARY:$24.34 - $25.53 - $26.81 - $28.17 - $29.58 - $30.27 - $31.08 per hour

BACKGROUND/ANALYSIS:There ia no current eligible list for the classification of Human Resources Technician. There are currently two

vacancies due to transfer and resignation of the incumbents.

The class specification has been reviewed and appropriately reflects the position for the examination process.

Therefore, the examination will be based upon the Knowledge and Abilities listed in the Qualification Guidelinessection of attached Glass Specification.

The previous examinations in 2020 and 2019 were weighted as follows: Application Review (qualifying), WrittenTest (20olo), Performance Test (30%) and Oral lnterview (50%). An examination for Human ResourcesTechnician (Civil Service) was approved by your Honorable Body on February 10, 2020, however; the CivilService division made the decision not to move forward with that examination.

There is a sufficient pool of internal candidates to qualify; therefore, a promotional recruitment is recommended.Respectfully submitted,

VIET HOANGASSISTANTTO THE CITY MANAGER

Phi

CONCUR: Human Resources Analyst

Viet HoangAssistant to the City Manager

,tL r-rrr,^''tBrianne CohenCivilService Manager

4\

Attachment: A) Human Resources Technician Class Specification 5B

HUMANRESOURGESTEGHNIGIAN

*FoEultt

Class Code:1126

Bargaining Unit: Torrance CityEmployees Association

CIry OF TORRANCERevision Date: Apr 1 ,2014

SALARY RANGE$24.34 - $31.08 Hourly

$4,218.93 - $5,387.20 Monthly$50,627.20 - $64,646.40 Annually

DEFINITION:

Under direction, performs paraprofessional, technical, and administrative work insupport of Human Resources and Civil Service activities and operations of the Cityincluding recruitment, testing, selection, employment, classification, compensation,benefits and employee relations.

DrsrrNGursHrNG GHARACTERTSTTCS / SUPERVTSTONEXERCTSED/ RECETVED:

This is a paraprofessional class in the Human Resources series and is exclusivelyallocated to the Human Resources and Civil Service Divisions. Positions allocated tothis classification may be assigned to different program areas within Human Resources,such as recruitment, testing, and benefits. Positions assigned to this classificationrequire a considerable degree of specialized knowledge relating to human resourcesprocedures and practices.

Work assignments are generally given in broad statements of goals to beaccomplished, and Human Resources Technicians have independent responsibility forthe completion of assignments and functions within established guidelines with limitedsupervision. This classification may serve as a bridge from the paraprofessional orclerical classifications into professional level human resources work. lt is distinguishedfrom the Human Resources Analyst series, which performs professional level humanresources work in classification and compensation, employee relations, benefits,

ATTACHMENT A

training, professional development and recruitment and selection

Receives direction from Human Resource or Civil Service management staff. Mayprovide technical supervision and/or lead direction to lower level clerical support staff

EXAMPLES OF ESSENTIAL DUTIES:

The following duties represent the principaljob duties; however, they are not allinclusive.

ALL POS/I/ONS

. Performs a wide variety of customer service and office support functions toinclude responding to inquiries and assisting in resolving routine problems orcomplaints and providing general information and assistance to the publicregarding Human Resources/ Civil Service policies and procedures, employeebenefits, memoranda of understanding (MOU), salary resolutions, and varioushuman resources programs and functions;

. lnterprets City-wide policies and procedures relating to a variety of HumanResources/Civil Service activities; provides technical assistance to Citydepartments;

. Provides a wide variety of complex, responsible and confidential officemanagement and secretarial duties;

. Develops, implements, and monitors reporting procedures and systems, and otherprocedures related to Human Resources/Civil Service functions;

. Develops, verifies and distributes reports;

. Assists in the collection, analysis and evaluation of data related to HumanResou rces/Civil Service prog rams;

. Performs technical supervision and training of subordinate personnel, asrequested;

. Organizes, coordinates, and implements a variety of programs, projects andspecial events;

. Makes recommendations regarding modifications to Human Resources/CivilService programs and policies, as requested;

. Prepares purchase orders; monitors procurement transactions for budgetcompliance; Maintains/reconciles petty cash accou nts; Processes accountspayable/invoice actions;

. Performs ongoing updates and maintenance to on-line information, services andsocial media;

. Conducts routine studies and surveys and gathers data and information for avariety of projects and programs related to Human Resources/Civil Service;makes computations necessary to interpret survey data;

. Troubleshoots technical problems related to Human Resources/Payroll and CivilServices systems and acts as a liaison with lnformation Technology staff to reacheffective solutions;

. Performs a variety of complex clerical tasks including, but not limited to, typing,filing, faxing, operating office equipment, processing forms, proof reading, andsorting mail;

. Maintains a positive, helpful, constructive attitude and working relationship with allcontacts in the performance of alljob duties; represents Human Resources/CivilService at various functions (e.9., job fairs, civil service meetings) as requested.

ln addition to the duties listed above, incumbenfs assrgned to the specific areas listedbelow perform the following:

Benefits

. Assists in employee benefit activities and programs and makes recommendationsregarding systems and procedures;

. Reviews, verifies, edits, and inputs personnel/benefit transactions;

. Coordinates and administers the day-to-day activities of the Benefits Section;ensures new employees are processed and on-boarded;

. Updates appropriate payroll and benefit information on automated systems;

. Completes enrollment forms for changes in marital status and dependant statusfor health, dental, and vision plans;

. Coordinates the activities associated with the California Public EmployeesRetirement System (CaIPERS) automated information system for the City;

. Performs direct entry to initiate changes relating to appointment, participant,employee demographics, dependants and enrollment changes and ensurescompliance with MOU's, CaIPERS and benefit plan policies;

. Provides support on various employee and retiree benefit programs; Answersemployee questions and assists in resolving issues;

. lnteracts with benefit plan providers to resolve coverage and claims issues onbehalf of employees; assists employees with and coordinates benefit requests forCOBRA and Family Medical Leave, short term and long term disability, retirement,life insurance; coordinates open enrollment activities and communicates withbenefit plan providers regarding open enrollment;

. Completes administrative documents and assists employees with the exitinterview process;

. Coordinates the Tuition Reimbursement program;

. Assists with other compliance issues and investigations, as requested.

Givil Service

. Prepares and maintains eligibility lists;

. Processes employment requisitions and certifications; populates requisitions andupdates databases as needed to reflect candidate selection processing;

. Monitors Temporary/Recurrent staffing; works with department personnel toensure temporary employees do not exceed the employment terms mandated bythe Torrance Municipal Code (TMC) and/or the CaIPERS;

. Assists in the coordination of the City's volunteer program; processes volunteerapplications; updates volunteer database; processes background reports andreference checks; oversees court-ordered volunteers; assists with outreach andproduction of social media;

. Prepares public notices for official meetings in compliance with the Brown Act andCity administrative policies, procedures and regulations;

. Prepares and distribute agendas, materials and packets for Commissionmeetings;

. Receives and processes Department of Justice (DOJ) criminal offender recordinformation for volunteers and employees; works with the Civil Service Manager toappropriately handle conviction records;

. Assists the Civil Service Manager with appeals and hearings.

Recruitment

. Prepares recruitment bulletins, and develops recruitment sources and otherrecruiting materials;

. Advises employees and applicants on testing qualifications and requirements andexamination procedures;

. Assists applicants in completing the online application process and coordinateswith lnformation Technology staff for technical troubleshooting;

. Assists in application processing and screening applications;

. Coordinates employment outreach efforts; prepares job fair materials; maintainscalendar of job fairs; Assists in placing advertisements in journals, magazines,social media, etc.; represents the City at outreach events; develops partnershipswith education institutions and other organizations;

. Assists in the implementation and tracking of current and future social mediamarketing efforts;

. Monitors trends in social media tools, applications, channels, design and strategy.

Employee Relations

. Performs routine testing assignments such as: coordinating testing activities;screening applications; counseling employees and applicants regarding training,education and experience requirements for City employment; scheduling andcoordinating rating panels, proctors, facilities and materials;

. Assists in the development and preparation of employment tests (e.9. writtentests, performance tests, interview questions and rating forms);

. Plans, organizes and conducts examination processes for routine and recurrentclassifications, as assigned ;

. Assists in updating class descriptions, collecting and analyzing salary survey data;responds to survey requests from other agencies;

. Assists in the preparation of materials for employee and labor relations.

QUALIFICATION GUIDELIN ES:

Education and ExperienceAny combination of education and experience that provides the knowledge and skillsrequired is qualifying. A typical way to obtain the knowledge and skfi/s would be:

Four years of progressively responsible clerical experience requiring discretion andjudgmgnt such as the development and maintenance of personnel and payroll record-keeping systems; coursework in Human Resources, Business or Public Administrationor lndustrial-Organizational Psychology and experience in a supervisory, senior or leadposition over a major clerical function is desirable; OR

Associates degree in Business Administration, Human Resources Management or arelated field and 2 years of clerical work related to Human Resources; OR

Bachelors degree in Business, Human Resources Management, lndustrial-Organizational Psychology or a related field and 6 months of responsibleclerical/secreta rial work.

License and/or GertificatesNone.

Knowledge of

. Technical principles and practices of Human Resources ManagemenVCivilService specific to area of assignment;

. Computer applications such as word processing, spreadsheets, and statisticaldatabases;

. Standard office practices, procedure and equipment;

. Customer service principles and practices;

. Comprehensive understanding of department functions, devices, policies,practices and procedures;

. Principles of project leadership/coordination;

. Principles of business letter writing and basic report preparation;

. City codes and ordinances, and administrative rules and regulations affectingdepartmental operations;

. City and Department Mission including strategic goals and objectives;

. General City operations.

Ability to

. Understand and explain personnel and employment rules, regulations, policies,and practices;

. Interpret and apply salary resolutions, City ordinances and administrative rulesand regulations affecting departmental operations and personnel matters;

. Perform complex and specialized clericalwork involving initiative and usingindependent judgment;

. Learn and keep up-to-date on technical work assigned to specific area ofassignment;

. Design and develop accurate record keeping systems;

. Criticallyreview source data, detect and correct errors;

. Exercise good judgment and confidentiality in maintaining critical and sensitiveinformation;

. Work independently and follow through on assignments to ensure accuracy;

. Work under pressure to meet multiple and simultaneous deadlines;

. Collect and compile information and data;

. Perform word processing and spreadsheet applications;

. Perform mathematical computations including calculation of percentages,averages, medians;

. Understand and carry out complex oral and written instructions;

. Use proper English grammar and spell correctly;

. Communicate effectively both orally and in writing;

. Plan, organize, prioritize, train, monitor and evaluate the work of subordinates;

. Plan and organize information in a manner that facilitates understanding byemployees and employment applicants;

. Prepare and edit reports;

. Maintain a friendly and pleasant attitude and dealtactfully, politely and effectivelywith City Council members, Commissioners, senior staff, employees, retirees andthe general public.

. Learn and utilize software applications specific to HR/Civil Service programs;

. Update web pages and social media;

. Present formal information in one-on-one and group situations;

. Shift priorities as departmental workload demands require.

SPECIAL REQUIREMENTS:

Performance of fhe essential duties of this position includes the following physicaldem ands and/or worki ng conditions:

Job duties are generally performed in a normal office environment. While performingthe job duties employee is regularly required to sit, use hands to keyboard, type, orhandle materials, and talk or hear. The employee is occasionally required to stand andwalk. The employee is regularly required to lift, carry, push or pull up to 25 pounds withor without assistance and with or without the use of devices or equipment used to aidthe lifting process. While performing the duties of this job, the noise level in the workenvironment is usually quiet.

May be required to be available for work outside of typical business hours in order toattend meetings and special events.

CAREER LADDER INFORMATION :

Experience gained in this classification may serve to meet the minimum requirementsfor promotion to Human Resources Analyst.

ESTABLTSH ED I REVTSED DATE :

Reviewed Date: July 2020Revised Date: April 2014

Commission MeetingJulv 13. 2020

Honorable Chair and Membersof the Civil Service Commission

City HallTorrance, California

Honorable Members:

SUBJECT: Recommend Deferral of Appointment of Civil Service Gommission Chair,Givil Service Gommission Vice-Chair, and Members of Employee RelationsGommittee for FiscalYear 2020 -2021

RECOMIT/IENDATION:Recommendation of the Civil Service Manager that your Honorable Body defer making anappointment of a Chair for Fiscal Year 2020 - 2021 and defer the practice of the Chair-electappointing a Vice-Chair and appointing members of the Employee Relations Committee forFiscal Year 2020 -2021.

BAGKGROU.ND AND ANALYSIS:Section 13.10.5 of the Torrance Municipal Code CIMC) states that at the first meeting everyfiscal year, members of the Civil Service Commission appoint a Chair to serve for one (1) yearand until a successor is appointed.

The practice of your Honorable Body has been that the members of the Givil ServiceCommission appoint an incoming Chair and that the incoming Chair appoints a Vice-Chair.Additionally, TMC Section 14.8.6 requires the Chair of the Civil Service Commission appointmembers of the Employee Relations Committee.

Chair Lewis was appointed as Civil Service Commission Chair on July 8, 2019. She thenappointed Commissioner Skoll as the Civil Service Commission Vice-Chair and CommissionersAdelsman, Skoll and Wood as members of the Employee Relations Committee.

Chair Lewis recused herself from an appeal of discipline hearing which began on July 22,2019and continued through October 14,2019.

The Civil Service Commission last met on February 24,2020.

On March 4,2020, the Govenor of California proclaimed a state of emergency in California dueto COVID-19.

On March 12,2020, the City Manager proclaimed a local emergency in the City of Torrance dueto COVID-19.

On March 18, 2020, the Office of the City Clerk posted a notice of cancellation for allCommission meetings due to COVID-19.

On May 14, 2020, the City Clerk sent an e-mail stating that the Mayor has suspendedcommission appointments indefintitely and that Commissioners with terms that expire on June30,2020 would automatically be extended indefinitely unless they sent the City Clerk an e-mailstating they did not wish for their term to be extended.

6A

Both Chair Lewis and Commissioner Montoya's terms on the Civil Service Commission were setto expire June 30, 2020. Neither sent an e-mail requesting that their term not be extended, thusboth of their terms have been extended indefinitely.

On June 2, 2020, the City Council adopted Resolution No. 2020-39 which allows for the CivilService Commission to proceed with public and closed hearings as well as other items withinthe Commission's subject matter jurisdiction.

ln compliance with Governor Newsom's Executive Order N-29-20, which suspended portions ofthe Brown Act, Governor Newsom's Executive Order N-33-20 (Stay At Home Order issuedMarch 19, 2420),, and the County of Los Angeles Public Health Officer's Reopening Safer atWork and in the Community for Control of COVID-19 Order (revised Order issued July 1 ,2020),members of the Torrance Civil Service Commission and staff will participate in the publicmeeting via teleconference or other electronic means in our continuing effort to practice socialdistancing to reduce the spread of COVID-19.

The Civil Service Commission meeting on July '13, 2020 will be the first meeting since theproclaimed state of emergency and local emergency.

For continuity with the fluid situation surrounding the state of emergency due to COVID-19, staffrecommends that your Honorable Body defer the appointment of the Civil Service CommissionChair, Civil Service Commission Vice-Chair, and members of Employee Relations Committeefor Fiscal Year 2020 - 2021. Staff will bring forward an item for the appointments once theCommission has had the chance to evaluate the effectiveness of the virtual meetings and madeany modifications as necessary.

Respectfully Submitted,

S6"r^r* (^+"*

BRIANNE COHENCIVIL SERVICE MANAGER

Attachment A: Torrance Municipal Code Sections 13.10.5 and 14.8.6

Torrance Municipal Code Sections 13.10.5 and 14.8.6

13.10.5 APPOINTMENT OF A CHAIRMAN.

At the first meeting of the Commission in every fiscal year, the members shall appoint one (1) ottheir number

as Chairman who shall hold office for one (1) year and until his successor is appointed.

14.8.6 EMPLOYEE RELATIONS COMMITTEE.

There is hereby established a three (3) member standing committee of the CivilService Commission to be

known as the Employee Relations Committee.

a) The Committee shall be appointed by the Chairman of the Civil Service Commission but shall not include

the Chairman.

b) The Committee shall elect a Chairman and shall meet, after proper public notice, as required by the

provisions of this Article or at the call of the Committee Chairman.

c) Each of the parties involved in any dispute before the Committee shall have the right to preemptorily

challenge one (1) Committee member, who shall then be removed from the Committee while the Committee is

considering the pending matter.

d) The Chairman of the Civil Service Commission shall appoint a temporary replacement for the challenge

committee member to serve while the committee is considering the pending mafter.

Attachment A