HomeMy WebLinkAbout2014-276 1 RESOLUTION NO. 2014-276
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO ESTABLISHING THE POSITION OF ADMINISTRATIVE CLAIMS
3 SPECIALIST AND THE POSITION OF SENIOR HUMAN RESOURCES/RISK
ANALYST AND APPROVING THE JOB DESCRIPTONS.
4
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
5
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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7 SECTION 1: The position of Administrative Claims Specialist, Range 3400,
8 $3,264 - $3,967 per month, is hereby established and the job description for said
9
position, attached hereto as Exhibit "A", is approved; and
10
SECTION 2: The position of Senior Human Resources/Risk Analyst, Rang=
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3520, $5,938 - $7,218 per month, is hereby established and the job description for said
12
position, attached hereto as Exhibit "B", is approved; and
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SECTION 3: The Director of Human Resources is authorized to updat.
14
15 Resolution Nos. 97-244 and 2011-218 to reflect these actions; and
16 SECTION 4: The Director of Finance is authorized to amend the FY 2014/1
17 budget to reflect these actions.
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Replacement Page 7/24/14 1
2014-276
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO ESTABLISHING THE POSITION OF ADMINISTRATIVE CLAIMS
2 SPECIALIST AND THE POSITION OF SENIOR HUMAN RESOURCES/RISK
ANALYST AND APPROVING THE JOB DESCRIPTONS.
3
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
5 Mayor and Common Council of the City of San Bernardino at a
6 meeting thereof, held on the 21st day of July , 2014, by the
7 following vote, to wit:
8
9 COUNCILMEMBERS: AYES NAYES ABSTAIN ABSENT
10 MARQUEZ x
11 BARRIOS X
12 VALDIVIA x
13 SHORETT g
NICKEL x
14
JOHNSON x
15 MULVIHILL x
17 George in Hann- ity Clerk
18 qq
19 The foregoing Resolution is hereby approved this pd..,, la of July ,
2014.
20
7::,)
21
R. Carey Davi , Mayor
22 City of San rnardino
Approved as to form:
23 Gary D. Saenz, City Attorney
24
25 By: Qs'la--C - —
2
2014-276
4,"0 PROPOSED
Exhibit E.‘,7"3.1/441 Class Code:
�bkoFn'114' ° M/CC Date Adopted:
City of San Bernardino Signature:
Director of Human Resources
Bargaining Unit: Management/Confidential
Class Specification
ADMINISTRATIVE CLAIMS SPECIALIST
JOB SUMMARY
Under general supervision, assists with the coordination and processes of claims with
contracted third party claims administrators for automobile, general liability, contract and
workers' compensation claims made against the City of San Bernardino and assists in the
preparation of claim reports and general claims information.
DISTINGUISHING CHARACTERISTICS
The class of Administrative Claims Specialist is an administrative position within the Human
Resources Department. Supervision is received from the Director of Human Resources or
his/her designee.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may
be performed. The omission of specific statements of duties does not exclude it from the
position if the work is similar, related or a logical assignment to this class.
1. Provides courteous and expeditious customer service to the general public and City
department staffs.
2. Keeps the Director of Human Resources apprised and informed on all City claim activity.
3. Performs a variety of administrative tasks in the City's self-insurance and insurance
programs to include the maintenance of records.
4. Assists with the processing of City claims to the contracted Third Party Claims
Administrators for General Liability and Worker's Compensation.
5. Facilities the distribution of City claims to the workers compensation/general/property liability
contracted claims administrators.
6. Reviews received claims to determine general claim knowledge before passing the claim to
the appropriate third party claims administrator.
7. Acts as a central point of contact for the contract third party claims administrators, City
departments, and general public to ensure claim inquiries are directed to the appropriate
administrator or department.
8. Assists with the administrative needs for claims settlement.
9. Assists with inquiries from claimants, witnesses, attorneys and others to ensure complaints
and/or concerns are appropriately passed to the contracted Third Party Claims
Administrator.
Administrative Claims Specialist-PROPOSED Page 1
2014-276
PROPOSED
Exhibit "A"
10. Conducts a variety of record keeping activities; monitors and maintains files and records.
11. May accompany the contracted Third Party Claims Administrator on field claim site visits of
automobile, general liability, contract, and workers' compensation claims involving cases
against the City of San Bernardino.
12. May accompany the contracted Third Party Claims Administrator on field claim site visits for
subrogation claims involving damage to City of San Bernardino property and health
subrogation claims.
13. May collect witness statements and pass them to the appropriate third party claims
administrator.
14. Assists with electronic data entry, files reports and distributes appropriate documents when
necessary.
15. Routinely adheres to and maintains a positive attitude towards City and Departments goals.
16. Performs related work as required.
GENERAL QUALIFICATIONS
Knowledge of.
1. Basic insurance understanding;
2. Basic understanding of California Workers' Compensation;
3. Principles of claims administration;
4. English usage, spelling, grammar, and punctuation;
5. Business letter and report writing;
6. Operation of computers and standard business software, including word processing and
spreadsheet applications.
7. Standard office practices and procedures, including filing and the maintenance of
records.
8. Customer service practices and telephone etiquette.
Ability to:
1. Read, interpret, and apply processes and procedures;
2. Follow oral and written direction and procedures;
3. Communicate clearly and effectively, both orally and in writing;
4. Maintain confidentiality concerning liability claims and settlements;
5. Operate a variety of office equipment including a computer and applicable software
applications;
6. Understand and carry out oral and written instruction and direction;
7. Establish and maintain effective relationships with those contacted in the course of work.
Administrative Claims Specialist- PROPOSED Page 2
2014-276
PROPOSED
Exhibit "A"
8. Make decisions in accordance with City policies and procedures applicable to
purchasing, accounts payable, and payroll processing.
9. Organize, set priorities and exercise sound independent judgment within established
policies and procedures.
10. Interpret data and utilize it to make decisions to eliminate or mitigate risk exposures.
11. Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues
and situations.
12. Establish and maintain effective and courteous working relationships with City staff,
vendors and others encountered in the course of work, in person and by telephone.
MINIMUM QUALIFICATIONS
Education, Training and Experience:
A typical way of obtaining the knowledges, skills and abilities outlined above is graduation
from high school or G.E.D. equivalent; at least three years of progressively responsible
experience in performing workers' compensation and general liability claims and dealing
with a third party administrator; or an equivalent combination of training and experience.
College-level coursework in workers' compensation and/or general liability from an
accredited college or university is highly desirable.
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance policy may be required for certain assignments.
Possession of Workers' Compensation Claims Administration (WCCA) or Workers'
Compensation Claims Professional (VVCCP) and or a California Self-Insurance Administrator
certificate is desirable.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this class. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
While performing the duties of this job, the employee is regularly required to sit; talk or hear,
both in person and by telephone; use hands repetitively to finger, handle and feel computers
and standard business equipment; and reach with hands and arms. The employee is frequently
required to stand and walk.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
The employee works under typical office conditions, and the noise level is usually quiet.
Administrative Claims Specialist-PROPOSED Page 3
2014-276
..034AR0,40
PROPOSED
Aikk
s Exhibit "B"
s' M ' 1 Class Code:
�64tE nit4 eN` M/CC Date Adopted:
City of San Bernardino Signature:
Director of Human Resources
Bargaining Unit: Management/Confidential
Class Specification
SENIOR HUMAN RESOURCES/RISK ANALYST
JOB SUMMARY
Under general supervision, performs a variety of complex, professional, lead level Human
Resources Services in recruitment and selection, classification and compensation, labor
relations, workers' compensation, risk and loss prevention, benefits administration and training;
and coordinates and supervises the processing and preparation of special projects and specific
programs; and performs related work as required.
DISTINGUISHING CHARACTERISTICS
Senior Human Resources/Risk Analyst is an advanced level class in the professional human
resource management series. Initially, incumbents perform higher level professional
assignments in a variety of human resource program areas while developing City policies and
procedures and specific techniques and legal requirements related to the City's human
resource, loss prevention analysis, and Civil Service programs. All duties are performed with
independence under general supervision from the Director of Human Resources. Incumbents
are required to perform their responsibilities with minimal direction, initiative and creativity,
exercising experienced professional judgment and problem-solving skills.
Senior Human Resources/Risk Analyst is distinguished from the Director of Human Resources
in that an incumbent in the latter class is responsible for managing programs, resources and
staff in the Human Resources Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may
be performed. The omission of specific statements of duties does not exclude it from the
position if the work is similar, related or a logical assignment to this class.
1. Participates in the development of the Department's work plan; recommend goals and
objectives; assist in the development and implementation of policies, procedures and
programs.
2. Assists in the administration of the labor relations activities, including negotiations,
discipline and grievance processes.
3. Coordinates recruitment for full or part-time vacancies for the city.
4. Participates in the administration of the Risk Liability and Workers' Compensation
programs.
5. Monitors and oversees the work of two contracted third party claims administrators
performing general liability and workers' compensation claims administration.
6. Develops and coordinates City-wide training programs and assist departments in
establishing loss prevention programs and procedures; coordinates the conduct of work
site inspection and the review of operating procedures for compliance with regulations;
Senior Human Resources/Risk Analyst-PROPOSED Page 1
2014-276
PROPOSED
Exhibit "B"
coordinates drug testing program and assists with the identification of unsafe conditions
and assists City staff in taking corrective action; performs
7. Interprets personnel policies and procedures; respond to request for information and
assistance from employees, management, outside agencies and the public.
8. Prepares staff reports, including agenda items, resolutions and ordinances and other
required correspondence; perform necessary research,data collection and analysis.
9. Conducts studies, analysis and research on a broad range of personnel assignments,
compose distribute, receive and analyze salary and benefit surveys; complete various
salary surveys from outside agencies.
10. Coordinates assigned activities with those of other departments and outside agencies
and organization; respond to requests for information and advise City departments,
outside agencies, and the general public on City personnel rules and regulations.
11. Evaluates job skill and recruitment needs for specific classes; plans and implements
recruitment strategies and programs, including outreach initiatives and new techniques;
ensures that all phases of recruitment comply with applicable federal, state and local
laws, regulations and guidelines; responds to applicant questions and concerns;
answers inquiries regarding employment opportunities with the City.
12. Conducts position classification studies; audits and prepares new or modified job
analysis documents and class specifications; recommends the classification of new or
modified positions; conducts surveys and studies regarding compensation and other
human resource management issues; performs analyses and makes recommendations
on salary or benefit program changes; recommends salary range placements and
adjustments; reviews and implements salary structure and merit adjustments in
compliance with City policies and procedures; attends and gives input at various
meetings on classification matters; compiles recruitment and retention data and
recommends strategies for improvement; responds to classification, compensation and
benefits surveys from other organizations.
13. Coordinates the administering of the City equal employment opportunity and Americans
with Disabilities Act (ADA) policies and programs; investigates employee complaints;
prepares a variety of reports related to equal employment opportunity and ADA; advises
departments on job-related hiring interview and other employment practices; generates
and compiles statistical reports.
14. Performs special research and conducts studies as assigned; drafts a variety of reports,
memoranda and other materials.
When assigned to the Civil Service Department:
1. Assists in administering the activities of the department; meets with department heads or
their representatives to develop and implement job related applicant testing strategies;
reviews and revises/develops test methods and instruments based on up-to-date job
analyses; oversees and assists with screening, testing and selection processes,
evaluates results and ensures compliance City policies and procedures, the Civil Service
Rules and with state and federal selection guidelines and requirements; oversees the
selection and briefing process of interview panel members.
2. Attends board meetings and maintains information on actions taken by the Civil Service
Board; maintains records of agendas and minutes of board meetings; maintains and
updates log books, including records of disciplinary actions.
3. Assists the Chief Examiner in implementing directions from the Board on testing,
recruitment and other matters; serves as office manager and provides work direction,
guidance and training to other department staff.
Senior Human Resources/Risk Analyst-PROPOSED Page 2
2014-276
PROPOSED
Exhibit "B"
GENERAL QUALIFICATIONS
Knowledge of.'
1. Principles, practices and techniques of public human resources management, including
recruitment, testing and selection, classification and job analysis, compensation and
benefits analysis and administration.
2. Basic labor relations principles and practices, including contract administration.
3. Basic insurance understanding, California Workers' Compensation, and principles of
claims administration.
4. Applicable federal, state and local laws, regulations and City decisions.
5. Research methods and data analysis techniques.
6. Uses and operations of a computer and standard business software applications
including word processing and spreadsheet applications.
7. Principles and practices of sound business communication; correct English usage,
including spelling, punctuation and grammar.
8. Customer service principles, practices and etiquette.
9. City human resources policies, Civil Service Rules and department practices and
procedures.
Ability to:
1. Analyze problems, evaluate alternatives and make sound, appropriate
recommendations.
2. Exercise sound independent judgment and initiative within established guidelines.
3. Understand, interpret and explain the application of policies, procedures and
requirements pertaining to assigned areas of responsibility.
4. Represent the department effectively in meetings with other departments and union
representatives.
5. Understand and follow written and oral instructions.
6. Communicate effectively orally and in writing.
7. Prepare clear, concise and accurate analytical reports, correspondence and other
written materials.
8. Exercise tact and diplomacy in dealing with sensitive, complex and confidential
personnel issues and employee situations.
9. Maintain confidential information.
10. Establish and maintain effective working relationships with managers, employees, union
representatives, applicants, representatives of other agencies, vendors and others
encountered in the course of work.
11. Provide lead work direction and guidance to Human Resources staff in technical and
analytical activities and projects in support of the City's functional human resource
service areas.
MINIMUM QUALIFICATIONS
Any combination of education and experience that provides the required knowledge, skills, and
abilities to perform the essential job duties of the position is qualifying.
Education, Training and Experience:
A typical way of obtaining the knowledge, skills, and abilities outlined above is graduation
from an accredited four-year college or university with major coursework in public or
business administration, human resources, which include recruitment and selection, labor
Senior Human Resources/Risk Analyst-PROPOSED Page 3
2014-276
PROPOSED
Exhibit "B"
relations, training, benefits administration, loss prevention, insurance, classification and
compensation; and four years of progressively responsible human resource management
experience; or an equivalent combination of training and experience. Experience in a
governmental setting is preferred.
Accreditation shall be by a national or regional accreditation body that is recognized by the
Secretary of the United States Department of Education.
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance program may be required for certain assignments.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this class. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
While performing the duties of this class, employees are regularly required to sit; talk or hear, in
person and by telephone; use hands repetitively to finger, handle, feel or operate computers
and other standard office equipment; and reach with hands or arms. The employee frequently is
required to walk and stand.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions and the noise level is usually quiet.
Senior Human Resources/Risk Analyst-PROPOSED Page 4