Personnel Specialist

DGS, SEIU Local 1000, and Bakersfield College Custodian to Office Administration Joint Apprenticeship Committee

California (OA)

Documents

Individual state requirements may vary. Please contact your local apprenticeship office to ensure this version is suitable to your state’s requirements.

Work Process Schedule

Work Process Content

On the Job Training

Anonymous

Skills

General Practices - Foundations

Demonstrate a working understanding of the organization’s structure, personnel rules, and responsibilities.
Demonstrate a general understanding of work ethics, interpersonal communications, and related policies. Demonstrates the ability to understand and practice safety procedures and rules.
Demonstrate a working understanding of the goals, mission, and vision of the organization.
Demonstrate a working understanding of the organization’s office tools such as copiers, fax machines, workstations, etc.
Know and understand the functions of each Control Agency (SCO, PERS, DPA, SPB,EDD, DGS)

General Practices - Technology and Systems Literacy

Demonstrate a working knowledge of how to operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers. Example On-the-Job Duties: Identify components of computer and phone systems. Copying and faxing duties. Utilize computer and phone systems to create documents or send communications.
Demonstrate a working knowledge of how to employ computer applications to carry out assigned tasks and perform basic office functions. Example On-the-Job Duties: typing, dictation and transcription, composition of correspondence, document preparation, and electronic mailing
Demonstrate a working knowledge of State Controller’s Systems. Example On-the-Jon Duties: logging in and out of the system; applying security guide lines to transactions/research; use the PIMS, PIP, HIST, TAXI, ACES, CLAS, ABMS/PAL systems to verify employment history, pay, tiers, time-base, and personal employee information and transactions.

General Practices - Interpersonal Communication Skills

Demonstrate an ability to prepare effective communications professionally. Example On-the-Job Duties: Record information from meetings or other formal proceedings, prepare documentation for contracts, transactions, or regulatory compliance.
Demonstrate the ability to compute, record, and proofread data and other information. Example On-the-Job Duties: Prepare reports, accurately transcribe information to internal systems, etc.
Demonstrate competencies in interpersonal communication, oral communication, and customer service abilities. Example On-the-Job Duties: Deliver messages, run errands, participate in meetings, etc.

General Practices - Information Management

Demonstrate a working ability to quantify and utilize information to support the organization. Example On-the-Job Duties: Analyze forms for accurate data, comply with privacy and confidentiality requirements regarding information and personnel files, and determine where information goes (which units, which files), etc.
Demonstrate an ability to create, maintain, and enter information into databases. Example On-the-Job Duties: Electronic records management, data entry, etc.
Demonstrate an ability to manage physical records and electronic files. Example On-the-Job Duties: Compile, copy, sort, and file personnel-related forms and maintain appropriate records retention based on policy.
Demonstrate an ability to manage time professionally, set appointments, and schedule events to support organizational objectives. Example On-the-Job Duties: Complete work schedules, file information based on procedural timelines, etc

General Practices - Customer Service

Demonstrate an ability to provide customer service to achieve organizational objectives. Example On-the-Job Duties: Answer telephones, direct calls, and take messages.
Demonstrate an ability to communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints. Example On-the-Job Duties: Communicate with customers, employees, and other individuals to answer questions, disseminate, or explain information, take orders, and address complaints.
Demonstrate focused customer service by engaging in needs assessments and assessments of customer satisfaction. Example On-the-Job Duties: Engaging with customers to receive or convey information, communicating in a manner appropriate for the needs of the customer.

Demonstrating Compliance

Demonstrate knowledge of Medical Clearances such as Health Questionnaires, sealing of medical information, and performing pre-employment medical clearances. Demonstrate knowledge of Disability Questionnaires, and EAR actions and requirements.
Demonstrate the ability to perform Personnel Actions in accordance with departmental policies and instructions to include processing in a timely manner considering cut-off dates; demonstrate application of policies and procedures, laws, and rules.
Demonstrate the ability to research/refer to appropriate manuals and references to complete work in accordance with policy, procedures, and legislation.
Demonstrate an understanding of the New Hire process.
Demonstrate knowledge and understanding of the PAM: appointments, PAR, appointment type (new, returning, transfer, reinstatement, T&D, TAU, etc.), retired annuitants, time base changes, executive appointments, pay ranges/pay types.
Demonstrate the ability to apply appropriate rules to personnel appointment type(retirement system, service period reconciliation, MSA/SISA, reprimands, adverse actions); and, to personnel separation type (resignations, terminations, leaves of absence, retirement, death, etc.)
Demonstrate ability to apply EAR changes (new employee, withhold changes, address changes, name changes, distribution) and NOPAs
Demonstrate knowledge of, and ability to, enforce probationary and annual reporting requirements to include probation extensions, probation waivers, and distribution of appropriate forms to supervisory/managerial staff.
Demonstrate the ability to use the Payroll Procedures Manual: pay reconciliation, miscellaneous payments, payroll adjustment, garnishments, and accounts receivable; maintain appropriate leave usage/credit for all employment types.
Demonstrate the ability to apply benefits-related rules based on eligibility, applicability, and effective dates: use of Benefits Administrative Manual, Flex Elect, disability(ies), Savings Plus, PERS, and health benefit eligibility and application. Also includes knowing and understanding disability benefits (NDI, FMLA, IDL/TD)
Demonstrate the ability to apply Budget Actions: blanket positions, position movement, position creation, assigning ABMS numbers
Demonstrate the ability to create, maintain, and transfer Official Personnel Files: purging, negative files, document filing order, document types within file.

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