Civil Service Civil Service Coordinator

GENERAL DESCRIPTION

Under general direction, coordinates and supports the administration of Civil Service recruitment and promotional processes for Police and Fire and performs a broad range of Human Resources generalist duties, including recruitment and onboarding, reporting, compliance documentation, employee communication, and training. Assists with technical support to the Human Resources functions of the Human Resources Department. 

SUPERVISION EXERCISED

This position exercises no supervision.

IMPORTANT AND ESSENTIAL DUTIES

Coordinate and administer Civil Service recruitment and promotional processes for Police and Fire.

Prepares and maintains Civil Service eligibility and promotional lists and notices, requests legal opinions, and tracks and acts on outstanding issues.

Assist with various Human Resources functions including recruitment and employment, and training.

Coordinate testing logistics to include facilities, vendors, proctors, materials, candidate communications, and accommodations.

Serve as point of contact for candidates, employees, supervisors, and department leadership regarding Civil Service recruitment and promotional processes, timelines, and requirements.

Track deadlines and timelines to ensure Civil Service processes are completed on schedule.

Works closely with the purchasing department for issuance of bids for entry-level and promotional exams, psychological assessment and polygraph vendors, and monitors contracts.

Responds to open records requests.

Maintains Civil Service Records compliant with the City’s records management system.

Provides accurate information on and/or interpretation of Chapter 143 of the Texas Local Government Code, Abilene Police and Fire Collective Bargaining Agreements, and the City of Abilene Personnel Policies and Procedures.

Make recommendations to the Director of Civil Service and Leadership for Civil Service process improvements.

Operate a vehicle to travel to various Civil Service events throughout the city.

Serves as support to the Training Manager with delivering classroom training sessions and HR-related presentations.

Communicate internally with employees at all levels including department heads, managers, and supervisors to conduct research, gather data, compile statistical information, and provide routine reports.

Respond to requests for special research projects and make recommendations to management.

Compose communication and processes for employees on procedures relating to recruitment and training.

Perform special assignments/projects.

OTHER JOB RELATED DUTIES

Perform other job-related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Civil Service Chapter 142 and 143, Police and Fire Meet and Confer, and Local Rules.

Civil Service testing practices and promotional process administration.

State and federal employment laws, guidelines, and practices including FLSA and EEOC.

State and federal employment laws and practices, compensation and classification structure.

Employment and hiring practices.

Human Resource field-related practices specific to payroll, compensation, recruitment, and/or training including completing I-9 forms, EEO, Affirmative Action, ADA, and other related compliance laws.

Records retention practices and documentation standards.

Computer software applications, including MS Office Suite and Google Suite.

            Office administration procedures.

Skill to:

Coordinate multiple deadlines and high-visibility processes with accuracy.

Prepare clear written instructions, notices, and procedural documents.

Handle sensitive and confidential situations and documentation appropriately.

Compose and proofread documents and materials.

Establish priorities and meet deadlines.

            Ability to:

            Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.

            Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.

            Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

Work with frequent interruptions and changes in priorities.

Interpret legal documents, apply rules consistently, and document processes clearly.

Maintain a high level of confidentiality.

Work independently with minimal supervision, stay organized, and maintain focus to complete tasks accurately and on schedule.

Demonstrate professionalism when handling sensitive matters or high-visibility processes.

Plan, evaluate, and follow-up on Human Resource-related assignments and projects.

Learn and efficiently use HRIS software systems.

Communicate clearly and professionally, orally and in writing.

Operate standard office equipment.

Collaborate, provide technical support, and train staff.

Experience and Training Guidelines:

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying.  Knowledge, skills, and abilities may be obtained through:

Experience:

Four (4) years of experience in the human resource field is required.

Experience supporting Civil Service recruitment and promotional processes is preferred.

Education/Training:

A Bachelor’s degree in Business Administration, Business Management, Computer Information Systems, or a related field is preferred.

            License or Certificate:

A SHRM-CP or SHRM-SCP certification within two (2) years of employment is required, or an advanced supplemental HR-relevant certification approved by the Director of Human Resources based on role is required.

A valid Texas driver’s license; the ability to obtain one within ninety (90) days of employment, or a military waiver is required.     

Special Requirements:

Essential duties require the following physical skills and work environment:

With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:

            ___     Sedentary – lifting of no more than 10 pounds

            ___     Light – lifting no more than 20 pounds; carrying up to 10 pounds

            _X_     Medium – lifting no more than 50 pounds; carrying up to 25 pounds

            ___     Heavy – lifting no more than 100 pounds; carrying up to 50 pounds

            ___     Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes:  The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes for how often:

N         =          No

E         =          Extensive (100 – 70% of the time)

M         =          Moderate (60 – 30% of the time)

I           =          Infrequent (20 – 10% of the time)

A         =          Almost Never (<10% of the time)

Code / Task

_M_    Standing

_E_     Sitting

_I_       Walking

_I_       Lifting

_I_       Carrying

_I_       Pushing/Pulling

_A_     Overhead Work

_A_     Fine Dexterity

_A_     Kneeling

_A_     Crouching

_A_     Crawling

_I_       Bending

_A_     Twisting

_A_     Climbing

_A_     Balancing

_E_     Vision

_E_     Hearing

_E_     Talking

___     Other:  _____________________

                Some occasional travel outside the City may be required 

Salary : $28 - $34