REPORT TO CIVIL SERVICE COMMISSION
SUBJECT
Title
Action to Modify the Class Specifications for Fire Prevention Specialist I/II (Job Code 489/478), Office Specialist III (Job Code 938), and Senior Inspector (Job Code 750) and to Adjust the Examination Weighting Plan for Journey Lineworker (Job Code 560) [Council Pillar: Manage Strategically Our Workforce Capacity and Resources]
Report
BACKGROUND
The Human Resources Department requests to modify the class specifications for Fire Prevention Specialist I/II (Job Code 489/478), Office Specialist II (Job Code 938), and Senior Inspector (Job Code 750) based on the authority of Personnel & Salary Resolution, Sec. 6(d), “Classification specifications for positions in the Classified Service must first be approved and adopted by the City of Santa Clara Civil Service Commission before they may be approved and adopted by the City Council.” The class specification for Fire Prevention Specialist I/II was last modified in 2016, Office Specialist III was last modified in 2017, and Senior Inspector was last modified in 2015.
The Human Resources Department requests Commission approval of a modification to the examination weighting plan for Journey Lineworker (Job Code 560) to add a qualifying performance examination and keep the exam weighted at 100% oral. This request is based on the authority of Civil Service Rule 3.1, “The Commission shall determine whether the examination shall consist of a written, oral, or performance, or psychological, investigative, physical test, or any combination thereof, and shall indicate the procedure in the announcement.” This request has been coordinated with Silicon Valley Power.
DISCUSSION
Modification of the Fire Prevention Specialist I/II Class Specification (Job Code 489/478)
The Human Resources Department, in coordination with the Fire Department, has modified the class specification for Fire Prevention Specialist I/II. The class specification has been modified to include the Class Summary. Additional modifications include revisions to the Minimum Qualifications and Certifications/Licenses sections. The department has historically experienced a low applicant pool of candidates that meet the minimum qualifications. Allowing the substitution will expand the candidate pool. Since the Fire Prevention Specialist I classification is an entry level class, specific job expertise is typically learned on the job. Revisions also include clarifications to the type of experience that can be considered to meet the minimum qualifications.
This position performs in an inspection capacity and qualification as a Peace Officer is not required for the position. Additionally, the Fire Department is recommending 12 months to obtain the required certifications, as most of the coursework can be completed through on the job training. Staff believes this modification will aid in recruitment for the position without negatively impacting operations or productivity.
There are no recommended changes to the weighting plan for Fire Prevention Specialist I/II.
Modification of the Office Specialist III Class Specification (Job Code 938)
The Human Resources Department is proposing modifications to the Office Specialist III class specification. The class specification has been modified to add the Class Summary section. The Human Resources Department recommends removing the required typing certificate from the Minimum Qualifications section, and the reference to typing at a speed of 50 net words per minute, from the Knowledge, Skills, and Abilities section. The typing certification is an outdated indicator of successful performance in this job specification. In practice, the typing certificate has substituted for the qualifying performance exam. In place of the typing certificate, and to comply with the qualifying performance exam, staff’s recommendation is for candidates to complete an in-house written exercise related to on the job tasks the candidates would be required to complete in the position. This would be a more accurate assessment of the candidates’ job-related skills and ability to satisfy actual requirements of the job. In addition, most applicants at the time of application do not possess a typing certificate. It is anticipated this will expand the candidate pool since candidates will not be required to complete an additional testing step during the application phase.
There are no recommended changes to the weighting plan for Office Specialist III.
Modification of the Senior Inspector Class Specification (Job Code 750)
The Human Resources Department, in coordination with the Community Development Department, is proposing modifications to the Senior Inspector class specification. The class specification has been modified to include the Class Summary. Additional modifications include revisions to the Minimum Qualifications section of the classification specification for Senior Inspector. The current Minimum Qualifications require 5 years of building inspection experience with a City and/or County agency. The last few recruitments have yielded a low applicant pool, so the interpretation of the minimum qualifications was loosely defined by the previous Human Resources Department administration in order to broaden the candidate pool. In order to be aligned with best practice and be transparent with the interpretation of the minimum qualifications, the classification specification is proposed to be updated to reflect the current broader interpretation of the minimum qualification screening and to broaden the candidate pool. It is proposed that experience in building inspection with a City and/or County agency be desirable and that experience as a licensed contractor be substituted for up to 2 years of experience. This is in alignment with the experience requirement of the lower level Combination Inspector minimum qualifications. The Community Development Department has determined that these revised minimum qualifications align with the necessary requirements for the position.
There are no recommended changes to the weighting plan for Senior Inspector.
Modification of the Examination Weighting Plan for Journey Lineworker (Job Code 560)
The Human Resources Department, in coordination with Silicon Valley Power, are recommending modifications to the examination weighting plan for Journey Lineworker. Currently, the examination weighting plan is 100% oral. The proposed modification is to include a qualifying performance examination. The current minimum qualifications require an apprenticeship certification. However, due to the dangerous nature of the job, it is recommended to implement a qualifying performance examination to fully assess each candidate’s ability to safely perform the job duties.
There are no recommended changes to the class specification for Journey Lineworker.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There is no fiscal impact to revising the class specification other than staff time.
PUBLIC CONTACT
Public contact was made by posting the Civil Service Commission agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve the modified class specifications for Fire Prevention Inspector I/II, Office Specialist III, and Senior Inspector and approve the modified weighting plan for Journey Lineworker
Staff
Reviewed by: Ashley Lancaster, Division Manager Human Resources
Approved by: Aracely Azevedo, Assistant Director of Human Resources
ATTACHMENTS
1. Class Specification, draft and clean, for Fire Prevention Inspector I
2. Class Specification, draft and clean, for Fire Prevention Inspector II
3. Class Specification, draft and clean, for Office Specialist III
4. Class Specification, draft and clean, for Senior Inspector