agenda of regular meeting thursday, october 10, 2019 6:30 … · 2019-10-07 · william s. hart...

William S. Hart Union High School District Personnel Commission

AGENDA OF REGULAR MEETING Thursday, October 10, 2019

6:30 p.m.

Location: Administrative Center – Annex Room 101 26320-32 Spirit Court, Santa Clarita, CA 91350

CALL TO ORDER _____________

ROLL CALL/ESTABLISHMENT OF QUORUM

PRELIMINARY BUSINESS A. Approval of the Agenda for the Regular Meeting, October 10,

2019 ACTION

B. Approval of the Minutes of the Regular Meeting, September12, 2019*

ACTION

I. PUBLIC COMMENTSThe Public Comments section of the Personnel Commission Agenda is for items not on the Agenda. Publiccomments are welcomed by the Personnel Commission within reasonable meeting time considerations in order toconduct the Commission’s business. During this time, the Chair of the Commission may acknowledge visitors’requests to speak on a topic not on the regular Personnel Commission agenda. Speakers are limited to three (3)minutes per agenda item. The Personnel Commission is prohibited from taking action on any item that is not partof the agenda and will not engage in dialogue regarding issues not on the agenda.A. Comments from CSEA Chapter 349 RepresentativeB. Comments from Members of the General Public

II. SPECIAL ITEMS/REPORTSA. Personnel Director’s Report INFO

INFO INFO

ACTION

DISCUSSION/ACTION

III. ROUTINE MATTERSA. Monthly Budget Review*B. Classified Recruitment Update

IV. ACTION ITEMSA. Ratification of Eligibility Lists

1. Bilingual Instructional Assistant – Korean (Open)2. Warehouse Worker (Open & Promotional/Dual

Certification)3. Behavior Intervention Assistant (Open & Promotional/

Dual Certification)

V. DISCUSSION ITEMSA. Job Description Revision – Chief Business Officer – 2nd

Reading*B. Job Description Revision – Career Development Coordinator

2nd Reading* DISCUSSION/ACTION


VI. RECESS TO CLOSED SESSION ____ PM A.

Pursuant to Government Code, Section 54957 Public Employment: Personnel Matters

DISCUSSION/ACTION

B. Pursuant to Government Code, Section 54957 Public Employment: Personnel Review

DISCUSSION

VII. RECONVENE TO OPEN SESSION ____ PM

A. Report Out Any Actions Taken in Closed Session

VIII. DATE OF NEXT PERSONNEL COMMISSION MEETING: Thursday, November 14, 2019 at 6:30 p.m. in Annex Room 101.

OPEN SESSION ADJOURNMENT ______________PM

As of July 1, 2008, the District is required to make documents (revised or otherwise) distributed to the Personnel Commission within 72 hours of a meeting, simultaneously available for public review, provided such documents are not otherwise exempt from public disclosure. Such documents, noted on the Agenda with an asterisk (*), will be available for public review at the Administrative Center’s reception counter. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Personnel Commission office at 661-259-0033, ext. 220. Notification 48 hours prior to the meeting will enable the Commission to make reasonable arrangements to ensure accessibility to this meeting.


MINUTES OF REGULAR MEETING Thursday, September 12, 2019

6:30 p.m.

Location: Administrative Center – Annex Room 101 26320-32 Spirit Court, Santa Clarita, CA 91350

CALL TO ORDER 6:28 PM ROLL CALL/ESTABLISHMENT OF QUORUM Present were Personnel Commissioner Karen Martin, Personnel Commissioner Ronda Chobanian, and Personnel Commissioner Lorraine King. A quorum was established. PRELIMINARY BUSINESS

A. Approval of the Agenda for the Regular Meeting, September 12, 2019 It was moved by Commissioner King and seconded by Commissioner Chobanian to approve the agenda for the Regular Meeting of September 12, 2019. Ayes: Martin, King, Chobanian Noes: 0

ACTION

B. Approval of the Minutes of the Regular Meeting, August 8, 2019 It was moved by Commissioner King and seconded by Commissioner Chobanian to approve the Minutes of the Regular Meeting of August 8, 2019. Ayes: Martin, King, Chobanian Noes: 0

ACTION

I. PUBLIC COMMENTS

A. Comments from CSEA Chapter 349 Representative No comments.

B. Comments from Members of the General Public No comments.

II. SPECIAL ITEMS/REPORTS

A. Personnel Director’s Report Director Muraki reported on fall recruitment. He said that nominations were sent out for classified employees of the year and that he is working to have the selections ready for the October 2nd board recognition.

INFO

III. ROUTINE MATTERS

A. Monthly Budget Review Director Muraki reported that both the July and August budgets are being presented. There is nothing unusual to report, the expenses are on target.

INFO


B. Classified Recruitment Update Director Muraki noted that there are quite a few items on the list. He added that the department is trying to clear out recruitments in order to transition to Neogov effective October. He stated that staff is backing up some applicant data as well as helping internals obtain their applications so they can have a copy when they create a new profile.

INFO

IV. ACTION ITEMS

A. Ratification of Eligibility Lists 1. Instructional Assistant – Special Education,

Mild/Moderate (Open) 2. Instructional Assistant – Special Education,

Moderate/Severe (Open) 3. Educational Sign Language Interpreter (Open) 4. Substitute Custodian (Open) 5. Substitute Groundskeeper (Open) 6. Maintenance Custodian (Open & Promotional/Dual

Certification) 7. Health Services Technician (Open & Promotional)

Director Muraki will edit the Educational Sign Language Interpreter to correct the Class listed. It was moved by Commissioner King and seconded by Commissioner Chobanian to ratify the eligibility lists as presented.

Ayes: Martin, King, Chobanian Noes: 0

ACTION

V. DISCUSSION ITEMS

A. Job Description Revision – Chief Business Officer – 1st Reading Director Muraki explained that the district requested title change. He said the justification was that Chief Business Officer was more in alignment with how the district is organizing the administrative tier. He added that duties and salary remain the same. Commissioner King would like to see the revision come back after addition of Transportation as a function of the job.

DISCUSSION/ACTION

B. Job Description Revision – Career Development Coordinator – 1st Reading Director Muraki clarified that changes for this position were to elaborate on essential duties and responsibilities to include more interaction with business industry community partners as well as adding specific grants, working with public relations officer and the focus on implementing career development programs. Public policy as a degree was added as a minimum

DISCUSSION/ACTION


qualification for the position. He said that public policy in grants would qualify as previous work experience. He noted that the previous description was focused on marketing and management as opposed to the grant and development aspects of the position. He said that there was no change in salary and the overall job summary itself was not changed. He said that the update was for recruitment purposes because previously there were very few candidates who made it to eligibility list. Director Muraki clarified that expanding the minimum qualifications to include public policy instead of only business and marketing would result in more equivalencies. Director Muraki added “related experience” because there was no such equivalency language in previous description. There was a discussion regarding public policy and business administration.

C. Reclassification – Child Welfare and Attendance Specialist I – 1st Reading The employee has been working in the position for 3 years, 6 months. Director Muraki states that the job may have been reclassified at some point. Over the last few years, there has been an accretion of duties to the more senior version of the CWAS. CWAS I is focused on specialist/clerical functions: processing paperwork and documents. CWAS II includes more interaction with parents, courts, supervisors, students and identifying needs which is what incumbent is currently doing. Both incumbent and supervisor support the reclassification, however neither was unable to attend tonight’s meeting. Director Muraki clarified that the difference between CWAS I and II is pay grade, but incumbent has been performing the duties of CWAS II. He added that the salary has to go before the board, but it becomes retroactive on the effective date of approval by the Personnel Commission. It was moved by Commissioner Chobanian and seconded by Commissioner King to approve reclassification request from CWAI to CWAII as presented.

Ayes: Martin, King, Chobanian Noes: 0

DISCUSSION/ACTION

VI. RECESS TO CLOSED SESSION 6:45 PM

A. Pursuant to Government Code, Section 54957 Public Employment: Evaluation

DISCUSSION

VII. RECONVENE TO OPEN SESSION 7:30 PM

A. Report Out Any Actions Taken in Closed Session No actions were taken in closed session.


VIII. DATE OF NEXT PERSONNEL COMMISSION MEETING: Thursday, October 10, 2019 at

6:30 p.m. in Annex Room 101.

OPEN SESSION ADJOURNMENT 7:30 PM

Chief Financial Business Officer 1

William S. Hart Union High School District Position Description Position: Chief Financial Business Officer FLSA: Exempt –

Senior Management Approved by: Personnel Commission, June 15, 2011 Revised: 5/15/17

Salary Range: CM-360

Summary

Under the direction of the Superintendent and as member of the senior management staff, performs professional duties related to the management, direction and evaluation of assigned departments including AccountingFiscal Services, Accounts PayableFood Service, Payroll, Purchasing &and Warehouse, Risk Management, and Transportation. Provides administrative and technical assistance to the Governing Board, Superintendent, and administrators. Leads, administers, and coordinates fiscal and risk management functions.

Distinguishing Career Features

The Chief Financial Business Officer serves as the primary fiscal and business official of the District, coordinating and directing personnel, communications and activities involved in the accounting, accounts payable, benefits, food service, payroll, purchasing, transportation, warehouse, and risk management functions to meet District needs and ensure efficient operations. Appointment to this position is based on need and compliance with the qualifications of the position including the ability to effectively plan, coordinate, direct and administer an effective business services program.

Essential Duties and Responsibilities

Directs the operation and administration of the accounting, accounts payable, benefits,

food service, payroll, purchasing, transportation, warehouse, and risk management services of the District.

Oversees the preparations and presentation of studies and reports concerning assigned

departments for the purpose of conveying information on issues that are critical to effective decision-making by the Governing Board, Superintendent, staff, administrators, and/or the public.

Provides information and counsel to the Superintendent concerning business aspects of

assigned departments.

Prepares and maintains the District’s annual budget for approval and adoption by the

Governing Board; provides financial information to administration and staff; analyzes and reviews budgetary and financial data.

Controls and authorizes expenditures in accordance with established limitations.

Maintains records of expenditures, income and balances of appropriation. Establishes a sound basis for professional management of all income and expenditures of

the District. Plans, organizes, controls and directs District risk management operations and activities

to minimize financial exposure and enhance employee, student and public safety. Coordinates and directs operations involving employee benefits, Workers’

Compensation, safety, property and liability, loss control and insurance programs and functions. Establishes and maintains related timelines and priorities.

Assures related activities comply with established standards, requirements, laws, codes,

regulations, policies and procedures.

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Maintains current knowledge on new legislation and mandates related to school finance, including Education Code, IRS regulations and governmental accounting requirements; implements or revises accounting procedures and practices to meet new requirements.

Serves as the District’s internal auditor; works with external auditors and staff to assure

audit exceptions are resolved in compliance with State and Federal guidelines. Prepares financial reports exhibiting multi-year projections and cash flow projections. Advises on fiscal matters during collective bargaining processes. Conducts special financial or statistical research or analytical studies to assist

administration or the Governing Board in the formulation of new or revised programs. Provides technical expertise, information and assistance to administration and others

regarding assigned functions; assists as needed in the formulation and development of fiscal and other policies, procedures and programs.

Assures revenues and expenditures are properly accounted for; prepares or directs the

preparation of required State, federal and local reports and assures their timely submission.

Supervises, directs, coordinates, and evaluates the work of assigned personnel, including

management staff of the Accounting, Payroll, Purchasing and Warehouse Departments. Communicates with other administrators, District personnel, contractors, and consultants

to coordinate activities and programs, resolve issues or conflicts and to exchange information.

Attends Governing Board, school and community meetings as needed or required. Prepares recommendations to the Superintendent regarding changes in business division

organization, staffing, procedures, proposed policies and related Board agenda items. Supervises District’s utilization and disposition of surplus properties. Oversees post employment benefits administration. May participate in collective bargaining negotiations. Performs other duties as assigned that support the overall objective of the position.

Qualifications Knowledge and Skills

Effective fiscal services, accounting, payroll, benefits, food service, purchasing, transportation, risk management, and warehousing practices and procedures.

Education Code, State and Federal regulations and mandates, IRS rules and regulations, California School Accounting Manual and governmental accounting procedures.

Generally Accepted Accounting Principles and generally accepted school business accounting practices and procedures.

Appropriate and effective internal and external audit procedures. Financial and statistical record-keeping techniques.

In-depth knowledge of the principles and procedures used in budget preparation, accounting, administration and development of internal control.

Preparation and analysis of complex financial statements and reports. Effective and efficient position inventory and control practices and procedures. Working knowledge of insurance and insurability. Risk management, exposure identification and loss control principles, strategies and

techniques. Well-developed math skills to perform complex accounting and statistical

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computations. Personal computer based software programs that support this level of work including,

but not limited to, word processing, spreadsheet, basic presentation graphics, andspecial applications used by the department.

Principles and practices of effective leadership, management, and supervision. Writing skills to develop professional correspondence and reports. Effective oral communication to conduct meetings and presentations.

Abilities Plan, organize, direct and administer effective and efficient accounting, accounts

payable, benefits, food service, payroll, purchasing, transportation, warehouse andrisk management programs for the District.

Set practices and procedures leading to the appropriate and comprehensivemaintenance of clear, concise and accurate school business and financial records,reports and files.

Read, interpret, apply and communicate policies, procedures, laws, codes andregulations.

Develop and maintain financial spreadsheets and project financial revenues andexpenditures.

Establish and maintain schedules and time lines and work independently withminimal supervision.

Select, supervise, train and evaluate assigned staff. Exercise initiative, sound judgment, discretion and decision making to achieve

objectives. Analyze problems, identify solutions and implement recommendations in support of

goals. Identify and respond to community and Board issues, concerns and needs. Communicate effectively both orally and in writing. Understand and follow oral and written directions. Establish and maintain cooperative and effective working relationships with, and

respond with tact and diplomacy to, members of the Governing Board, classified andcertificated administrators and staff, officials of other governmental agencies, andmembers of the general public.

Travel to various District locations and school sites.

Physical Abilities Function indoors engaged in work of a moderately sedentary nature. Ambulatory ability to move to various office and school site locations. Hand-eye coordination and manual and finger dexterity to operate a computer

terminal, write, keyboard and operate other standardized office equipment. Retrieve work materials from overhead, waist, and ground level files. Near visual acuity to read printed materials and computer screen. Auditory ability to exchange information in person and over the telephone, and to

make presentations. Bend at waist, kneeling or crouching.

Education and Experience Bachelor’s degree in accounting, finance, business administration, public administration or a closely related field and five years of increasingly responsible experience which included at least two years at the supervisory level in a school district business and fiscal services department.

Licenses and Certificates Valid California driver’s license.

Mandatory Requirements Must be insurable and maintain insurability by the District’s insurance carrier(s).

Working Conditions Subject to inside office environment and school sites; subject to driving to conduct work;

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may be required to attend evening meetings and/or travel within and out of District boundaries to attend meetings; may be required to work evenings or weekends.

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Career Development Coordinator Page 1

William S. Hart Union High School District Position Description Position: Career Development Coordinator

Job Family: Student Support Services FLSA: Non-Exempt

Approved by: Personnel Commission, February 9, 2011 Salary Range: 390

Summary

Under the direction of the Career Technical Education Administrator, develops, manages, coordinates and executes a comprehensive career and employer relations program and is responsible for the development of business partnerships. Provides district-wide leadership and coordination in support of career, technical and emerging occupational education programs, and services. The career Development Coordinator will work directly with district, site, and business leadership to ensure all programs and services meet state, federal, and grant guidelines and make recommendations for program development.

Distinguishing Career Features

The Career Development Coordinator serves a vital role in connecting students to local businesses and industry through a formal alumni mentor program, job shadowing activities, and internship opportunities that are tied to curriculum. The Career Development Coordinator tracks program results, communicates findings to the district and makes curriculum and programming recommendations to ensure that the district is preparing students to meet the challenges of the rapidly changing world of work. Advancement to this position requires demonstration of competency in conducting research and analysis, effective communication and networking skills, and coordination of resources and information to support the continuation and development of career technical and adult education programs serving students in the district.innovative career preparation activities and opportunities for students.

Essential Duties and Responsibilities

Chairs the district’s career advisory board to establish target goals, meeting dates and

procedure related to advisory board activities. Works with district departments to ensure that all elements are correctly reported within

CALPADS to accurately track programmatic elements. Serves as a technical resource to provide guidance and oversight to ensure that grant

procedures are followed and maintained.

Researches business and engages executives in order to gain an understanding of their company, hiring predictions, the industry, and general job market conditions and trends.

Identifies, recruits and networks with business, industry and other community partners. Develops and enhances business partnerships that both support the goals of the career advisory board and provide relevant job shadow and internship opportunities.

Collects information on connectivity with business, industry, and other community

partners.

Conducts site visits in order to develop, expand, and maintain employer relationships that promote the district’s Regional Occupational Program (ROP), Career Technical

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Education (CTE), and career programs. Creates and maintains a database of local business contacts and district alumni for

marketing purposes.

Engages employers and alumni in career activities including, but not limited to,traditional career fair participation.

Develops systems to track student completion of certifications and participation in work-based learning and career technical student organizations. Develops erportsreports to summarize this information for grant reporting.

Tracks program participation, marketing, and outreach for grant reporting.

Tracks alumni for the purpose of statistical record keeping and engagement in careeractivities.

Facilitates project-based learning opportunities between external organizations andROP/CTE courses.

Oversees the administration of the Perkin’s Grant.

Directs the preparation and management of the budgets for assigned areas ofresponsibilities.

Assists in grant writing.

Serves as a member of varied associations, chambers of commerce, and othercommunity or industry related groups. Attends related meetings and conferences at thelocal, state and national levels as appropriate and feasible.

Collaborates with District Public Relations Officer in creating marketing materials forapplicable career programs.

Develops, coordinates, monitors, and implements area goals and objectives for careerdevelopment programs.

Performs other duties as assigned that support the overall objective of the position.

Qualifications

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Emerging technologies and labor market trends. Strong human relations skill to network, enhance business partnerships and

collaborate with diverse individuals and groups. Existing and emerging local, state, and national resources pertaining to workforce

preparation. Grant procurement and strategic planning. Marketing practices. Use a broad array of technology for project and assessment development. Personal computer based software programs that support this level of work,

including but not limited to advanced skills in word processing, spreadsheet, databases and presentation.

Facilitate work group activities and professional development. Math skills to understand budgeting and statistical information. Effective oral communication to conduct meetings and make presentations. Well developedWell-developed knowledge of and skill at using English grammar,

spelling, and punctuation for professional correspondence, reports and publications.

Abilities

Work independently while establishing and maintaining appropriate project deadlines.

Communicate effectively orally and in written form. Research, analyze and interpret data to establish goals and track progress. Establish, communicate, coordinate and oversee program goals. Plan, organize and prioritize work in order to meet schedules and timelines. Work collaboratively with district staff to coordinate innovative career

preparation activities and opportunities. Establish and manage department priorities, processes and procedures. Travel to various locations and work flexible hours.

Physical Abilities

Function indoors in an office environment engaged in work of primarily a sedentary nature.

Ambulatory ability to sit for extended periods of time, to utilize computers and peripheral equipment, and to move about various school district, community or related locations.

Near visual acuity to read printed materials and computer screen. Auditory ability to carry on conversations in person and over the phone. Retrieve work materials from overhead, waist, and ground level files. Manual and finger dexterity to write, keyboard, operate computer and operate

other standardized office equipment. Education and Experience

Bachelor’s degree in business administration, business management, marketing, public policy or related field and three years experience working with career and employer relations programs, grants, public policy, or related experience. Additional experience may substitute for higher education on the basis of two years of experience for one year of college.

Licenses and Certificates

Valid California driver’s license. Working Conditions

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Work is primarily performed indoors where minimal safety considerations exist.

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agenda of regular meeting thursday, october 10, 2019 6:30 … · 2019-10-07 · william s. hart...

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