The County of Santa Clara
California

Ordinance
90315

Consider recommendations from the Employee Services Agency relating to the Office of the County Executive.

Information

Department:Employee Services AgencySponsors:
Category:Personnel

Multiple Recommendations

Possible action:
a. Approve revised job specifications and amend classification plan for the revised classifications of Associate Equal Opportunity Officer and Equal Opportunity Officer.
b. Abolish the classification of Equal Opportunity Assistant.

Body

FISCAL IMPLICATIONS

Please refer to Legislative File #90394.

CONTRACT HISTORY

Not applicable.

REASONS FOR RECOMMENDATION

The job specifications for the Equal Opportunities Analyst classification series are out of date and do not reflect the tasks performed.  Revising the job specifications to have the appropriate definition, typical tasks, and employment standards; retitling the Equal Opportunities Analyst I classification to Associate Equal Opportunity Officer, and the Equal Opportunities Analyst II classification to Equal Opportunity Officer; and increasing the salaries for these classifications will attract a candidate pool with the right skills to perform the functions of the job. 

 

Additionally, the Equal Opportunity Assistant classification is not used appropriately and is no longer needed.  The Equal Opportunity Assistant under study is performing analytical work outside the scope of her current classification.  Therefore, it is recommended to reclassify the incumbent to Associate Management Analyst and abolish the Equal Opportunity Assistant classification.

 

CHILD IMPACT

The recommended action will have no/neutral impact on children.

SENIOR IMPACT

The recommended action will have no/neutral impact on seniors.

SUSTAINABILITY IMPLICATIONS

The recommended action will have no/neutral sustainability implications.

BACKGROUND

While reviewing the Equal Opportunities Analyst series job specifications and comparing to the Equal Opportunity Officer job specification, it was determined to retitle the entire series, similar to the Management Analyst series, creating an Associate level, Journey level, and Senior level.  Through the Administrative Job Specification revision process, the job specification for the highest level Equal Opportunity Officer has been revised and retitled to Senior Equal Opportunity Officer.

 

The Equal Opportunities Analyst I and II are being revised and retitled to be the associate and journey level classifications of the Equal Opportunity Officer series.  The definition of the retitled Associate Equal Opportunity Officer classification is “Under close supervision, initially in a training capacity, to investigate charges of discrimination, harassment and retaliation; to assist in ensuring compliance with the Reasonable Accommodation policy; to assist in providing equal opportunity training to employees; to participate in developing, and assist in implementing and analyzing, an agency’s/department’s Equal Employment Opportunity Plan (EEOP); and to assist in outreach, investigation, and compliance with the Disadvantaged Business Enterprise (DBE) program.”

 

It is recommended to set the Employment Standards as, “Training and experience equivalent to the possession of a Bachelor’s Degree.  Relevant analytical, administrative, lead, supervisory or management experience that includes interpreting rules and regulations, gathering data and formulating recommendations, and report writing can substitute for education on a year-for-year basis.”  This is the same requirement as the Associate Management Analyst classification.

 

The definition of the retitled journey-level Equal Opportunity Officer classification is “Under supervision, to investigate charges of discrimination, harassment and retaliation; to ensure compliance with the Reasonable Accommodation policy; to provide equal opportunity training to employees; to participate in developing, and assist in implementing and analyzing, an agency’s/department’s Equal Employment Opportunity Plan (EEOP); and to develop outreach strategies, investigate, and ensure compliance with the Disadvantaged Business Enterprise (DBE) program.”

 

It is recommended to set the Employment Standards as, “Training and experience equivalent to the possession of a Bachelor’s Degree. Relevant analytical, administrative, lead, supervisory or management experience that includes interpreting rules and regulations, gathering data and formulating recommendations, and report writing can substitute for education on a year-for-year basis; and two (2) years of investigative or labor relations experience, preferably in discrimination, harassment and retaliation investigation, grievance investigation and/or Reasonable Accommodation placement; or possession of a Law Degree.”  This is requirement is analogous to the Management Analyst classification.

 

The Associate Equal Opportunity Officer and Equal Opportunity Officer classifications have been designed to allow staff to gain the knowledge and experience needed to progress through the series.

 

In reviewing the duties and responsibilities of the Equal Opportunity Officer series, the series requires similar education and experience, and performs equivalent work, to the Management Analyst series.  The Senior Equal Opportunity Officer is paid the same salary as the Senior Management Analyst.  However, the Associate Equal Opportunity Officer and Equal Opportunity Officer are paid less than the Associate Management Analyst and Management Analyst classifications.  Therefore, it is recommended to increase the salary of the Associate Equal Opportunity Officer by five percent (5%) to be at parity with the Associate Management Analyst classification, and to increase the salary of the Equal Opportunity Officer by five and one-half percent (5.5%) to be at parity with the Management Analyst classification.

 

Additionally, there is an Equal Opportunity Assistant position, which is a single-position classification.  The incumbent reports directly to the Equal Opportunity Director.  The Equal Opportunity Assistant classification was originally developed in 1992, as part of a reclassification of a Secretary II, to allow the incumbent to gain exposure to equal opportunity duties, while continuing to provide clerical support.  Over the years, the Equal Opportunity Department added an Executive Assistant I position to provide clerical support to the EO staff. 

 

The definition of Equal Opportunity Assistant is, “Under supervision, to assist and participate in the provision of the County’s affirmative action/equal employment opportunity plan, and to provide clerical support to the Equal Opportunity Division.”

 

The definition of the Equal Opportunity Assistant does not accurately reflect the duties and responsibilities performed by the incumbent. 

 

The incumbent spends approximately 40% of her time coordinating the non-supervisory Sexual Harassment Prevention (SHP) Training.  This includes developing a certification within the sccLearn system and streamlining the recertification process, ensuring departments are compliant with the required training.

 

The incumbent spends 35% of her time assisting in the re-design and release of the EOD case management system.  This includes testing the customized dashboard reporting system, identifying data quality issues within the system, and training staff in the use of the system.

 

An additional 10% of the incumbent’s time is spent coordinating the SHP Training classes.  This includes scheduling the classrooms, adding the courses in sccLearn, assigning instructors, setting up equipment for the classes, and preparing the course material.

 

The remaining 15% of the incumbent’s time is spent conducting intake interviews to determine who should be assigned the claim, assisting with special projects, including preparing reports for management, and providing back-up to the Executive Assistant.

 

The duties performed by the incumbent are better described by the Associate Management Analyst classification, which is defined as, “Under close supervision, initially in a training capacity, to conduct or assist in conducting a variety of analytical, staff studies and/or projects for assigned departmental activities; analyzes programmatic practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements in support of the management functions, practices and services or the implementation of program objectives.”

 

The incumbent performs the following typical tasks, as outlined in the Associate Management Analyst job specification:

 

         Gathers data, analyzes information, and prepares reports outlining methodology, analysis and recommendations related to administrative, fiscal, organizational, human resources and management issues;

               

         Interviews and consults with departmental officials and employees, representatives from other organizations and groups, and the general public to give and/or secure necessary information;

               

         Analyzes programmatic practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements;

               

         Conducts needs analysis, feasibility studies, and evaluations for assigned projects and programs;

               

         Develops, summarizes, and maintains administrative and fiscal records;

 

         Uses a variety of information applications and databases to collect, analyze and prepare reports.

 

Based on the definition of the Associate Management Analyst, and the tasks listed above that are within the Associate Management Analyst job specification, it is recommended to reclassify the incumbent to Associate Management Analyst, which better describes the duties she performs.

 

CEMA concurs with the recommended action.

 

CONSEQUENCES OF NEGATIVE ACTION

The Equal Opportunities Analyst series will not have the appropriate definition, typical tasks, employment standards, and competitive salary to attract qualified candidates, and the Equal Opportunity Assistant under study would not be appropriately classified or compensated.

STEPS FOLLOWING APPROVAL

The Clerk of the Board of Supervisors is requested to send MinuteTraq notification of completed processing to Staci Bjerk of the Employee Services AgencyHuman Resources.

Meeting History

Mar 20, 2018 9:30 AM Video Board of Supervisors Regular Meeting
RESULT:APPROVED [UNANIMOUS]
MOVER:Ken Yeager, Supervisor
SECONDER:Mike Wasserman, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian