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HomeMy WebLinkAbout01-10-18 Civil Service Commission Meeting Agenda CITY OF ITHACA 108 East Green Street Ithaca, New York 14850-5690 OFFICE OF HUMAN RESOURCES / CIVIL SERVICE Telephone: 607 / 274-6539 Fax: 607 / 274-6574 CITY OF ITHACA CIVIL SERVICE COMMISSION Regular Meeting Date: Wednesday, January 10, 2018 Time: 11:30 am Location: City Hall, large 2nd floor conference room AGENDA Election of Chairperson Approval of Minutes Delegation of Functions to Civil Service Commission Executive Secretary New Business 1. New Position Duties Statement: DPW – Building and Grounds Maintenance Worker 2. Update of Job Description: Forestry Technician 3. Update of Job Descriptions: School Lunch Director and School Lunch Manager 4. New Position Duties Statement: DPW – Maintenance Worker 5. New Position Duties Statement and Adoption of Job Description: DPW - Senior Wastewater Treatment Plant Operator (2) Executive Session Continuing Business 1. Approval of Rosters of Candidates for Examination 2. Establishment of Eligible Lists / Report on those established in December 2017 3. Addition of Candidates to Continuous Recruitment Eligible Lists 4. Approval of Personnel Transactions CIVIL SERVICE COMMISSION Regular Meeting October 11, 2017 Commissioners Present: Commissioner Abrams Commissioner Thompson Excused: Commissioner Richardson Staff Present: Valerie Saul (Deputy Director of Human Resources) APPOINTMENT OF ACTING CHAIR Commissioner Thompson made a motion to appoint Commissioner Abrams as Acting Chair of the meeting. Seconded by Commissioner Abrams. Motion carried 2-0. Commissioner Abrams called the meeting to order at 11:35 am. APPROVAL OF MINUTES Commissioner Thompson made a motion to approve the minutes of the September 6, 2017 meeting. Seconded by Commissioner Abrams. Motion carried 2-0. NEW BUSINESS Update of Job Description and Revision of Minimum Qualifications: Library Clerk The Commission reviewed proposed updates to the Library Clerk job description. The updates reflect the current technology used in school libraries. The updates do not change the overall scope or nature of the position. Additionally, high school graduation or a high school equivalency diploma is being added as a minimum requirement for the position. Commissioner Thompson made a motion to update the Library Clerk job description and amend the minimum qualifications as proposed. Seconded by Commissioner Abrams. Motion carried 2-0. Revision of Job Description and Change in Title: Plumbing Inspector The Commission reviewed proposed revisions to the Plumbing Inspector job description. The revisions reflect the reassignment of the position to the Building Division of the Planning Department. The position has historically been located in the Water and Sewer Division of the Department of Public Works. The title is being amended from Chief Inspector of Plumbing back to its original title of Plumbing Inspector so that the title format is consistent with similar titles in the Building Division. Finally, the minimum qualifications are being modified slightly, by reducing the experience requirement by one year, from eleven years to ten years. These revisions do not change the overall scope or nature of the position. Commissioner Abrams made a motion to revise the Plumbing Inspector job description, including amending the title and minimum qualifications, as proposed. Seconded by Commissioner Thompson. Motion carried 2-0. Civil Service Commission October 11, 2017 Page 2 New Position Duties Statement: Building Division – Plumbing Inspector The Commission reviewed and discussed a New Position Duties Statement from the Building Division of the Planning Department. Commissioner Thompson made a motion to classify the position as Plumbing Inspector. Seconded by Commissioner Abrams. Motion carried 2-0. Revision of Minimum Qualifications and Special Requirements: Coordinator of Health Services and Wellness The Commission reviewed proposed revisions to the minimum qualifications and special requirements for Coordinator of Health Services and Wellness. The revisions broaden the qualifying experience and allow up to one year to obtain the required certifications. The revised minimum qualifications and special requirements will read as follows: “MINIMUM QUALIFICATIONS: A. Graduation from a regionally accredited or NYS registered university with a Master’s Degree in Nursing, Physician Assistant Studies, Public Health, Health Education, Health Administration, Nutrition or a closely related field with similar course curriculum and five (5) years of full-time paid professional experience, or its part-time paid equivalent, in health care, community health or public health; or B. Graduation from a regionally accredited or NYS registered medical school with a Doctor of Medicine or Doctor of Osteopathic Medicine degree and five (5) years of full-time paid professional experience, or its part-time paid equivalent, in health care, community health or public health. SPECIAL REQUIREMENTS: 1. Candidates must obtain certification in cardiopulmonary resuscitation and automated external defibrillator use (CPR/AED) within one year of appointment and must maintain said certification for the duration of employment. 2. Candidates must obtain certification for Infection Control training as specified in Section 6505-b of New York State Education Law within one year of appointment and must maintain said certification for the duration of employment.” Commissioner Thompson made a motion to revise the minimum qualifications and special requirements as proposed. Seconded by Commissioner Abrams. Motion carried 2-0. EXECUTIVE SESSION Commissioner Abrams made a motion to go into executive session to discuss civil service examination matters. Seconded by Commissioner Thompson. Motion carried 2-0. During executive session, the Commission took the following actions: Civil Service Commission October 11, 2017 Page 3 CONTINUING BUSINESS Approval of Rosters of Candidates for Examination Commissioner Abrams made a motion to approve the Rosters of Candidates for Examination listed below. Seconded by Commissioner Thompson. Motion carried 2-0. Assistant Director of Technology #62-069 Database Specialist #62-092 GIAC Program Coordinator #78-105 Information Management Specialist #78-548 Laboratory Technician #64-817 School Lunch Manager #60-282 Senior Community Service Officer #70-844 Sidewalk Program Manager #69-885 Youth Program Leader #69-173 Addition of Candidates to Continuous Recruitment Eligible Lists Commissioner Abrams made a motion to add candidates to the continuous recruitment eligible lists. Seconded by Commissioner Thompson. Motion carried 2-0. Approval of Personnel Transactions Commissioner Thompson made a motion to approve the Personnel Transactions. Seconded by Commissioner Abrams. Motion carried 2-0. The next Civil Service Commission meeting will be held Wednesday, November 1, 2017 at 11:30 am. With no further business, the meeting was adjourned at 12:34 p m. DELEGATION OF FUNCTIONS TO CIVIL SERVICE COMMISSION EXECUTIVE SECRETARY WHEREAS, the Ithaca Civil Service Commission, at its annual organizational meeting held on January 10, 2018, has reviewed the functions and responsibilities of the Commission and the Executive Secretary and has determined that certain functions may be carried out more efficiently and effectively by the Executive Secretary. NOW, IT IS RESOLVED, that the Executive Secretary of the Ithaca Civil Service Commission be delegated and is authorized to carry out the following functions on behalf of the Ithaca Civil Service Commission: Certify payrolls; Approve and/or disapprove permanent, provisional and other temporary appointments to competitive class positions; Approve and/or disapprove appointments to non-competitive, labor and exempt class positions; Approve and/or disapprove personnel transactions including, but not limited to, appointments, promotions, demotions, resignations, retirements, lay-offs, removals, transfers, reinstatements, leaves of absence, and suspensions; Manage and administer the examination process including, but not limited to, ordering examinations, preparing and issuing exam announcements, ordering exam materials, receiving and securing exam materials, approving and disapproving requests for alternate test dates or testing accommodations, administering examinations to candidates, calculating and awarding seniority points, and receiving and processing exam results; Manage eligible lists including, but not limited to, certifying eligibles for appointment, canvassing eligible lists, and restricting or reinstating candidates from or to eligible lists; Approve and/or disapprove applications for examination, employment or promotion; Determine eligibility for transfer or reinstatement, within the parameters set forth in NYS Civil Service Law and the City of Ithaca Civil Service Rules; Establish qualifications for promotional examinations; Approve and/or disapprove claims for veterans and disabled veterans credits; Review and recommend classification of positions; Maintain and manage roster records, personnel files, and other employment records; Prepare, maintain and manage the official records of the Ithaca Civil Service Commission, including meeting agendas, meeting minutes, job descriptions, duties statements, examination records, eligible lists, and annual reports; Prepare and maintain the City of Ithaca Civil Service Rules. AND BE IT FURTHER RESOLVED, that the Ithaca Civil Service Commission reaffirms the appointment of Deputy Director of Human Resources Valerie Saul as its Executive Secretary. Jurisdiction: City of Ithaca Jurisdictional Class: Competitive Adopted: 01/04/06 Revised: 09/12/07, 09/15/10, 01/10/18 FORESTRY TECHNICIAN DISTINGUISHING FEATURES OF THE CLASS: The work involves responsibility for performing a variety of technical and administrative urban forestry tasks to support management and field operations activities in the Parks and Forestry Section of the Department of Public Works. The work is performed under the general supervision of the City Forester with latitude given for the exercise of independent judgment in the performance of the work. While some work is performed in an office environment, most is performed outdoors, in all weather conditions. Forestry Technicians may be required to respond to emergencies at night and on weekends. Supervision may be exercised over the work of Citizen Pruners, and other volunteers, and seasonal interns in daily activities. Does related work as required. TYPICAL WORK ACTIVITIES: Collects data, prepares cost estimates, and develops specifications for tree maintenance, planting, removal, and pest control, and inspects and monitors contractors’ work; Recommends payment of contractor, documenting inferior work when necessary; Reviews requests for emergency work on public trees, inspects site and recommends actions to be taken; Inspects and monitors reconstruction projects as they relate to preserving existing trees or planting new ones; Assesses damage to city-owned trees occurring during construction operations and motor vehicle accidents; prepares documentation and follows case until resolution; Reviews work requests and recommends actions to the City Forester regarding removal, planting or trimming trees in City owned or maintained property; Identifies limitations on planting of new trees, such as the location of sidewalks, property lines, and underground and surface utilities; Inspects existing City-maintained trees and collects data on their location, species, health and structural condition; Maintains automated database for City-maintained trees, updating files as changes in tree conditions occur and work is performed; Responds to questions and complaints, via phone or in person, from the public, contractors, and other City offices, regarding proposed or ongoing forestry projects; Inspects parks and natural areas for invasive species; Assists in the application of pesticides to control invasive or problematic plant species; Coordinates and facilitates volunteers groups, such as the Citizen Pruners Program; Assesses and inspects trail systems and recommends maintenance or improvements; Assists in the preparation materials for grant applications, grant reporting and program award applications; Prunes trees for structure and clearance using hand tools; Keeps current with advances in urban forestry by reading various relevant publications. FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, PERSONAL CHARACTERISTICS: Good knowledge of the principles and practices of arboricultural and urban forestry including the planting, growth, maintenance, transplant, pruning and protection of trees in an urban or residential environment; good knowledge of tree species commonly planted in cities and parks, including growth habits, hardness of wood, susceptibility to pests, or decay, disease, and maintenance needs; good knowledge of the practices, tools, terminology, equipment and materials used in tree and shrub planting; good knowledge of how to safely perform forestry work in the public right-of-way and near power lines, homes, buildings, etc.; good knowledge of the principles of integrated pest Forestry Technician Page 2 Full Performance Knowledges, Skills, Abilities, Personal Characteristics – continued: management, including applicable regulations related to pesticide use; good knowledge of tree preservation techniques in construction work zones; ability to select appropriate tree species and planting methods for various needs and locations; ability to develop cost estimates for planting and maintenance of trees; ability to communicate effectively with technical, supervisory and skilled laboring personnel, as well as the with the public, both orally and in writing; ability to write clearly, in order to write brief reports, complete forms and keep written records; ability to read and interpret a variety of maps, plans, contracts and technical documents; ability to use and access the division’s automated tree inventory and information system; ability to successfully work with and serve a diverse local community; physical condition commensurate with the demands of the position. MINIMUM QUALIFICATIONS: A. Graduation from a regionally accredited or NYS registered university with a Master’s degree in Forestry, Horticulture, Plant Science or a closely related field with similar course curriculum; or B. Graduation from a regionally accredited or NYS registered college or university with a Bachelor’s degree in Forestry, Horticulture, Plant Science or a closely related field with similar course curriculum and two (2) years of full-time paid experience, or its part-time and/or volunteer equivalent, identifying tree disease, insect infestation or other tree maintenance needs, and which shall have included performing maintenance on large trees located in urban or residential areas; or C. Graduation from a regionally accredited or NYS registered college or university with an Associate’s degree in Forestry, Horticulture, Plant Science or a closely related field with similar course curriculum and four (4) years of full-time paid experience, or its part-time and/or volunteer equivalent, identifying tree disease, insect infestation or other tree maintenance needs, and which shall have included performing maintenance on large trees located in urban or residential areas; or D. Graduation from high school or possession of a high school equivalency diploma and six (6) years of full-time paid experience, or its part-time and/or volunteer equivalent, identifying tree disease, insect infestation or other tree maintenance needs, and which shall have included performing maintenance on large trees located in urban or residential areas; or E. An equivalent combination of training and experience as defined by the limits of (A) and (B) above. SPECIAL REQUIREMENTS: 1. Possession of a valid New York State Class D driver license or a valid driver license equivalent to a New York State Class D driver license at the time of appointment and maintenance of said license for the duration of employment. 2. Candidates must obtain a Certified Arborist certification issued by the International Society of Arboriculture within twelve (12) months of the date of appointment and must maintain said certification for the duration of employment. 3. Candidates must obtain a Commercial Pesticide Technician License issued by the New York State Department of Environmental Conservation within twelve (12) months of the date of appointment and must maintain said certification for the duration of employment. Jurisdiction: Ithaca City School District Jurisdictional Class: Competitive Adopted: 09/11/59 Revised: 06/02/10, 01/10/18 SCHOOL LUNCH DIRECTOR DISTINGUISHING FEATURES OF THE CLASS: This is a professional position responsible involves responsibility for planning and directing the food service program of a large school district with an enrollment of 5,000 students, serving over 1,500 Type A and a la carte meals daily. The Wwork is performed under the general direction of the Assistant Superintendent for Business or School Business Executive and involves carrying out policies and establishing procedures for the effective operation of the program. Supervision is exercised over the work of several School Lunch Managers, Cook Managers, School Lunch Cooks and other food service program personnel. Does related work as required. TYPICAL WORK ACTIVITIES: Plans and directs the operation of the food service program of all schools in the district in accordance with state and federal guidelines; Serves as an advisor to the school administration in the formulation of policies, procedures and plans for the operation of food service programs, and carries out the established policies; Establishes procedures and schedules for ordering, receiving and inventorying supplies; Coordinates the purchase of foods, supplies and equipment; Selects, trains and supervises Interviews food service personnel, determines staff assignments and evaluates work performance; when necessary, makes recommendations regarding discipline and dismissal; and makes recommendations regarding hiring; Directs the preparation of the school food service program budget for current and long- range expenditures and advises the administration of capital outlay for equipment; Plans for and directs the training of employees; ensures staff completes necessary continuing education requirements; Trains all staff in the provisions of the New York State Sanitary Code related to the food service program; Establishes Supervises the preparation of budgeting controls and accounting procedures tentative budget, and maintains and/or supervises the maintenance of financial records; Establishes menu patterns for each grade; Develops cost-effective Reviews and approves menus that maintain for nutritional integrity values, cost acceptability, budgetary limitations, and meet all local, state and federal guidelines and regulations; Establishes procedures to ensure provide compliance with federal and state regulations governing food service programs; Prepares and analyzes reports relating to school food service program and activities; Prepares monthly claims for reimbursement; Supervises the work of School Lunch Managers and/or Cook Managers and other food service program personnel. Consults with staff, students and community agencies to provide better understanding and more efficient operation of the food service program; School Lunch Director Page 2 Typical Work Activities – continued Develops a safety program for the use of cafeteria facilities and equipment and implements a continuous program of inspection to ensure the elimination of hazardous conditions in the cafeteria areas; May research, submit and monitor grant applications and/or grants designed to improve food service operations. FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, PERSONAL CHARACTERISTICS: Thorough knowledge of the principles, practices and procedures of managing a school food service program including program planning, budget preparation and control, and purchasing; tThorough knowledge of the fundamentals of nutrition and their application to a school food service program the health of children; thorough knowledge of large scale food preparation and menu planning; thorough knowledge of sanitary food handling and storage; thorough knowledge of all phases of the food service program; thorough knowledge of federal, state and local laws and regulations relating to the food service program including the New York State Sanitary Code; good thorough knowledge of institutional administration in the areas of including purchasing, sanitation and safety, personnel selection and training; good knowledge of the methods and procedures for maintaining budgetary procedures including preparing tentative budgets; ability to plan, assign and supervise the work of others; ability to communicate effectively both orally and in writing; ability to develop and direct effective training programs; ability to develop and maintain good personnel and community relations; physical condition commensurate with the demands of the position. MINIMUM QUALIFICATIONS: A. Graduation from a regionally accredited or New York State registered college or university with a Bachelor's Degree in Food Service Management, or Institutional Food Management, Food and Nutrition, Dietetics, Restaurant Management, Hospitality Management, Family and Consumer Sciences, Nutrition Education, Culinary Arts or a closely related field with similar course curriculum and two (2) years of full-time paid experience, or its part-time paid equivalent, in large scale food service management; or B. Graduation from a regionally accredited or New York State registered two-year college with an Associate's Degree in Food Service Management, or Institutional Food Management, Food and Nutrition, Dietetics, Restaurant Management, Hospitality Management, Family and Consumer Sciences, Nutrition Education, Culinary Arts or a closely related field with similar course curriculum and four (4) years of full-time paid experience, or its part-time paid equivalent, in large scale food service management, at least two (2) years of which must have been in a school or child nutrition program; or C. Graduation from high school or possession of a high school equivalency diploma and six (6) years of experience in large scale food management; or D. An equivalent combination of training and experience as defined by the limits of (A) and (B) and (C) above. Jurisdiction: Ithaca City School District Jurisdictional Class: Competitive Adopted: 09/11/82, 01/10/18 SCHOOL LUNCH MANAGER DISTINGUISHING FEATURES OF THE CLASS: This position involves managing a lunch program in a large school or several small schools serving 500 to 2,000 Type A and a la carte meals daily. The incumbent is responsible for efficiently and economically providing nutritious lunches for school children. The work is performed under the general supervision of a School Lunch Director in accordance with established policy with wide leeway provided for the exercise of independent judgment in the planning, implementing and overseeing school lunch program operations. General supervision is exercised over the work of Cooks and other school lunch program personnel. Does related work as required. TYPICAL WORK ACTIVITIES: Plans and supervises the preparation and service of breakfasts and lunches in a large school or in several small schools; Plans menus with due regard for nutritional values, cost efficiency and budgetary limitations; Determines requirements and submits requisitions for foods, supplies and equipment; Maintains approved standards of sanitation, health and safety; Supervises and trains school lunch personnel, makes staff assignments and evaluates work performance; Assists in the selection of school lunch personnel; Receives, inspects, stores and distributes supplies and maintains inventories and related records; Supervises the collection of and accounting for cash receipts; Makes reports relating to school lunch program activities; Provides information to school staff, students and community agencies which will promote increased interest in the program; Participates in all aspects of the school lunch program as needed, for instance, food preparation, cashiering, laundry and serving. FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, PERSONAL CHARACTERISTICS: Good Thorough knowledge of the principles and practices of large scale quantity food preparation and menu planning; good knowledge of purchasing, equipment care, sanitary food handling and storage; good knowledge of the principles of nutrition and their application to a school food service program the health of children; good knowledge of federal, state and local laws and regulations relating applicable to the food service school lunch program including the New York State Sanitary Code; good knowledge of institutional administration in the areas of safety, personnel selection and training; good knowledge of cleaning materials and sanitation procedures; working knowledge of the selection, purchasing and care of equipment; ability to plan, assign and supervise the work of others; ability to train personnel; ability to express ideas clearly, to prepare reports and to keep records pertaining to a school food service program; ability to maintain good personal relations with children and adults; ability to understand and carry out oral and written directions; resourcefulness; physical condition commensurate with the demands of the position. School Lunch Manager Page 2 MINIMUM QUALIFICATIONS: A. Graduation from a regionally accredited or New York State registered four-year college or university with a Bachelor's Degree with specialization in Food Service Management, or Institutional Food Management, Food and Nutrition, Dietetics, Restaurant Management, Hospitality Management, Family and Consumer Sciences, Nutrition Education, Culinary Arts or a closely related field with similar course curriculum; or B. Graduation from a regionally accredited or New York State registered two-year college with an Associate's Degree in Food Service Management, or Institutional Food Management, Food and Nutrition, Dietetics, Restaurant Management, Hospitality Management, Family and Consumer Sciences, Nutrition Education, Culinary Arts or a closely related field with similar course curriculum and two (2) years of full-time paid experience, or its part-time paid equivalent, in large scale food service management, at least one (1) year of which must have been in a school or child nutrition program; or C. Graduation from high school or possession of a high school equivalency diploma and four (4) years of full-time paid experience, or its part-time paid equivalent, in large scale food service management, at least three (3) years of which must have been in a school or child nutrition program; or D. An equivalent combination of training and experience as defined by the limits of (A), (B) and (C) above.