Department of Real Estate - California



Department of Real EstatePosition Duty StatementRE 108 (rev. 07/20)Employee’s NameClassification TitleStaff Services Manager I (Supervisory)Division/Section/UnitAdministrative Services/Human ResourcesWorking TitlePersonnel ManagerGeographic LocationSacramentoPosition Number414-120-4800-001Effective DateUnder general direction of the Staff Services Manager II, the Staff Services Manager (SSM) I supervises a group of analysts and personnel specialists in the Human Resources office. Staff in the units serve as the main point of contact to Department of Real Estate (DRE) managers and supervisors in the recruitment, selection and payroll processes. The SSM I provides consultative and technical support on various phases of the recruitment, hiring, and payroll processes and ensures compliance with relevant laws, regulations and policies. The SSM I is also responsible for providing supervision, technical expertise, training, guidance, assistance, and support to staff on matters related to personnel actions such as appointment and separations, payroll, benefits, leave accounting, position control, and training. The incumbent will handle the most complex and/or sensitive assignments in support of the Personnel functions within the Human Resources Office. The incumbent will independently research, analyze, and interpret laws, rules and regulations, and provide detailed advice and technical guidance to departmental staff and management on a variety of human resources issues. The incumbent also oversees projects to ensure the efficiency and fairness of the hiring process. Duties include, but are not limited to, the following:Specific Assignments [w/ Essential (E) / Marginal (M) Functions]45%Supervision/ManagementDirectly oversee and review the work of the Analysts and Personnel Specialists. Coach, develop, and direct subordinate staff. Plan, organize, direct, and provide review of staff assignments. Recruit, hire, train, develop, and provide leadership to staff. Ensure full compliance with state and federal laws, rules, regulations, bargaining unit contracts, and policies in all personnel practices, including, but not limited to: hiring, employee development, and management. Establish performance expectations for all staff. Develop staff work plans, monitor and evaluate progress, and ensure key milestones are met and on schedule. Develop unit goals, strategic and operational plans, and goals to meet organizational objectives. Monitor, organize, direct, and evaluate the quality and quantity of the units’ work and make changes to ensure a productive work environment. Prepare administrative directive policy and procedures manuals for assigned areas of responsibility. Supervise staff in the management of potential workload bottlenecks and recommend appropriate courses of action. Establish standards for customer service and ensure consistent execution. (E)Audit staff work to ensure that it is processed in adherence to the California Department of Human Resources (CalHR) and State Personnel Board (SPB) laws, rules, guidelines, policies, along with Government Codes. Uphold CalHR allocation guidelines when determining changes to classifications, duty statements and reviewing and approving personnel action requests. Review salary determinations, transfer determinations, hiring above-minimum packages, alternate range criteria, leaves of absences, out-of-class claims, reinstatement rights and salary setting for CEA and Exempt employees. Ensure compliance with Payroll Procedures Manual (PPM), Bargaining Unit Contracts, Personnel Action Manual (PAM), State Administrative Manual (SAM), the CalHR Manual, and the California Code of Regulations. Conduct regular information-sharing meetings and on-the job training. Provide guidance on difficult and complex transactions. Ensure staff has the necessary tools and resources to effectively and efficiently process personnel transactions. Monitor/audit work, including the COBRA log, Accounts Receivable log, Salary Advance log, Hourly Employee Timecards, Retroactivity reports, etc. to ensure correct and timely processing of documents. Research and analyze the most complex personnel, payroll, retirement, leave accounting, and benefits. Review the more complex and sensitive documents submitted to and received from control agencies to ensure accuracy and compliance and determine if additional action is necessary. Review exception reports from control agencies and ensure appropriate corrective action. (E)20%Policies and ProceduresResearch, analyze, evaluate, and provide clarification and advice on control agency directives to the Human Resources Officer and Executive staff; make recommendations of necessary changes to, or the establishment of, departmental policies, procedures, and processes in order to implement mandated changes. Develop and/or update the necessary policy, procedure, process, and/or forms; ensure Human Resources staff are aware of and understand changes and the impact; and establish and implement methods for communicating information to departmental staff and management. (E)Identify deficiencies and/or opportunities for improvement and revise procedures in the units. Ensure procedures accurately reflect existing or best practices and comply with appropriate guidance documents. Ensure procedures are clear, concise and accurate. Work closely with supervisors and managers within the department concerning operational needs regarding the development and administration of procedures affecting the units. Evaluate effectiveness of revised procedures to recommend improvements to operations and accountability. Develop, update, and maintain internal processes, forms, desk manuals, guidelines, and miscellaneous job aids to assist staff; provide training to staff to ensure compliance with, and consistent interpretation and application of all State civil service laws, rules, regulations, policies, procedures, Memorandums of Understanding, and departmental policies, procedures, and processes. (E) 20%ConsultationAct as a technical expert and advisor to Executive staff, program managers, supervisors, and departmental employees on personnel, hiring, selection, recruitment, examinations, benefits, payroll, and retirement related issues. (E)Serve as the primary DRE contact with the State Controller’s Office (SCO) on all pay and employment history issues and with the California Public Employee’s Retirement System (CalPERS) and CalHR on all retirement and benefit matters. (E) Attend and participate in various internal and external meetings; represent the Department as needed. (E)10%Special ProjectsPersonally respond to and resolve the more complex personnel issues/problems that may be elevated to the Human Resources Officer or Executive staff. (E) Serve as the Department’s CalPERS Administrator, Affordable Care Act Coordinator and Management Information Retrieval System (MIRS) Coordinator. (M)Manage the Department’s salary advances and accounts receivables (A/R). Research, analyze, and monitor outstanding salary advances and ARs to determine the appropriate method of collection. Ensure all outstanding salary advances and A/Rs are accurately calculated and satisfied on an ongoing basis. Review and approve salary advances. Maintain a tracking system for both salary advances and A/Rs. Prepare monthly status reports of outstanding accounts; provide updates to Fiscal staff and works closely with Fiscal staff to resolve various issues. (M)Oversee position control. Establish procedures to ensure that positions are established, budgeted, and vacated (if applicable) appropriately. Develop and administer policies related to Change in Established Positions (STD 607) to establish new, reclassify existing or abolish positions in accordance with established procedure, including proposals that exceed the budgeted threshold and require Department of Finance approval. Review necessary documentation and 607s subject to Budget Office and control agency review. Provide guidance and direction on Budget Office and control agency drills. Consult with management regarding the establishment of new payroll reporting units requested using the STD 407 Payroll Header Change form. Review various reports, including monthly position and vacancy reports using the MIRS. Audit annual payroll header report (PR 421) and ensure deletions/corrections are sent to SCO. Review reconciliations of all positions to ensure there are no discrepancies. Update positions cards as needed. (E)5%Other Related DutiesMonitor and keep abreast of changes to State civil service laws, rules, regulations, policies, control agency (e.g., SPB, SCO, CalHR, CalPERS) letters, and memorandums. Serve as a backup to the Human Resources Officer. Complete special projects and/or assignments as assigned by the Human Resources Officer, Assistant Commissioner, Administrative and Information Technology Services, or the Chief Deputy Commissioner. (M)Supervision ReceivedThe Staff Services Manager I reports directly to, and receives the majority of assignments from, the Staff Services Manager II; however, direction and assignments may also come from the Assistant Commissioner, Administrative Services, or the Chief Deputy Commissioner.Supervision Exercised The Staff Services Manager I directly supervises Associate Personnel Analysts and Personnel Specialists.Administrative Responsibility The Staff Services Manager I is responsible for managing the staff and fiscal resources within the Human Resources units. The SSM?I effectively uses staff and resources to carry out the objectives of the Human Resources Office, specifically, the Personnel Unit.Personal ContactsThe Staff Services Manager I has frequent contact with a variety of control agencies (SCO, SPB, CalHR, CalPERS, EDD, and SCIF) to discuss and resolve issues; frequent contact with departmental management and staff to provide guidance, consultation, technical assistance in resolving complex and/or sensitive human resources issues (including the Equal Employment Opportunity office and the Legal Office; occasional contact with Fiscal staff to resolve pay related issues; and daily contact with the Human Resources staff.Actions and ConsequencesThe Staff Services Manager I holds a critical position with the Department of Real Estate. Misinterpretation of laws, regulations, and policies will result in incorrect or incomplete information disseminated to Human Resources staff, departmental employee and management, which may cause inappropriate or illegal personnel actions. Consequences could range from minor correctable informational errors with limited impact, to sanctions by control agencies that affect the entire Department, such as loss of delegation.Functional RequirementsThe Staff Services Manager I is a Work Week Group E employee and is expected to work an average of 40 hours per week each year, and may be required to work specified hours based on the business needs of the office. The Staff Services Manager I works in an office setting with artificial light and temperature control. Daily access to and use of a personal computer and telephone are essential. The employee must be able to remain in a stationary position 50% of the time, and must occasionally move about inside the office to access files and documents from the file cabinets and office machinery (i.e. printer, fax machine, copy machine).Other InformationThe Staff Services Manager I must be knowledgeable of: personnel management policies, procedures, practices, and processes regarding all aspects of human resources; control agency functions and procedures; laws, rules and regulations regarding civil service, exempt, and CEA appointments and separations; and collective bargaining agreements. The incumbent must possess the ability to interpret directives or information from various control agencies; and interpret and apply laws, rules, regulations, bargaining unit contract and policy memoranda.The Staff Services Manager I must possess strong communication skills, both orally and in writing. The incumbent have excellent organizational and time management skills; use sound judgment in decision-making regarding program operations and policy implementation; possess excellent listening skills, including the ability to understand and identify different points of view, and to distinguish points of consensus and conflict; and be responsive to DRE executive and management needs.The Staff Services Manager I is expected to work cooperatively with all levels of staff and management, and to provide excellent customer service to departmental employees. The incumbent is expected to exhibit flexibility in accepting additional responsibilities, work as part of a team, provide enthusiastic support for their co-workers when necessary, and conduct themselves in a pleasant, helpful and highly professional manner in all interactions. The Staff Services Manager I will serve in a supervisory capacity over staff providing guidance and assistance as well as monitoring staff’s workload. Regular and consistent attendance is required.Title 11, section 703(d) of the California Code of Regulations requires criminal record checks of all personnel who have access to Criminal Offender Record Information (CORI). Pursuant to this requirement, incumbents for this position will be required to submit fingerprints to the Department of Justice and be cleared before hiring. In accordance to DRE’s CORI procedures, clearance shall be maintained while employed in a CORI-designated position.Additionally, the position routinely works with sensitive and confidential issues and/or materials and is expected to maintain the privacy and confidentiality of documents and topics pertaining to individuals or to sensitive program matters at all times.This position is subject to the provisions of 2 Cal. Code of Regs. §18730, which contains the Conflict of Interest Code for the Department of Real Estate.I have read and understand the duties listed above and I can perform these duties with or without reasonable accommodation. (If you believe reasonable accommodation is necessary, discuss your concerns with the hiring supervisor. If unsure of a need for reasonable accommodation, inform the hiring supervisor, who will discuss your concerns with the Health & Safety analyst.)___________________________________________________________________________Employee’s SignatureDate Employee’s Printed Name – Classification I have discussed the duties of this position with and have provided a copy of this duty statement to the employee named above.___________________________________________________________________________Supervisor’s SignatureDate Supervisor’s Printed Name – Classification Rev: 04/2021 ................
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