What are the responsibilities and job description for the Certification Specialist - Personnel Board position at The Personnel Board of Jefferson County?
TARGET CLOSE DATE:
06/21/2024
Note: This job posting may close before, or be extended beyond, the listed Target Close Date based on the employment needs of the Merit System.
Grade 20
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JOB SUMMARY:
Certification Specialists work within the Personnel Board of Jefferson County to assist organizations within the Merit System with filling job vacancies. This position is responsible for performing critical quality control reviews to ensure appropriate and accurate processing of Merit System records. Employees in this job class are responsible for creating job announcements and reviewing job applications in order to identify qualified applicants for a wide variety of jobs that exist within the Merit System. Certification Specialists work extensively with HRIS and Applicant Tracking Software (i.e., Workday). Employees in this position explain Merit System rules and procedures related to job applications and the certification/hiring processes to job applicants. Certification Specialists also work with agency end users to provide explanations and assistance with a variety of Workday processes. Certification Specialists perform highly time sensitive administrative work for the Personnel Board in order to ensure that information is posted on appropriate websites and/or distributed to the proper channels. Employees in this job class interact with a variety of individuals including internal and external job applicants, other Personnel Board staff, and hiring managers from organizations within the Merit System. Certification Specialists typically work indoors in an office setting, and work is primarily sedentary.
ABOUT THE PERSONNEL BOARD OF JEFFERSON COUNTY MERIT SYSTEM:
The Personnel Board of Jefferson County (Personnel Board) Merit System is responsible for ensuring fairness and merit in hiring and promotion, avoiding favoritism or political influence. Our goal is to attract and retain qualified and professional employees for the public sector. The Merit System includes a wonderfully diverse set of city governments, ranging from smaller, community-minded towns to vibrant, bustling cities. Our network consists of nearly 8,000 dedicated public servants, who want to make a positive impact on our communities. We offer many rewarding careers, from public safety and city management to IT, healthcare, skilled trades, engineering and more.
A CAREER WITHIN THE MERIT SYSTEM:
The Merit System is unique as an individual typically only submits one application for a position (e.g., administrative clerk) and that single application can result in employment opportunities with potentially 23 different cities and agencies within Jefferson County, Alabama. These agencies range from the City of Birmingham and 16 surrounding suburban cities to the Jefferson County Commission, Department of Health, and three additional governmental agencies. In the Merit System, you can enjoy the security and benefits of a public sector job with growth potential. Whether you're passionate about public safety, technology, or anything in between, there's a place for you in the Merit System.
About the Birmingham Metropolitan Area
Looking for a vibrant community to call home with access to numerous outdoor activities and an award-winning culinary scene? Look no further than Jefferson County, the largest county in the state of Alabama (more than 670,000 residents). The central location of our county in the state positions us to be close to a wide variety of outdoor activities. From hiking and biking at State Parks, to weekends on the lake within a quick drive, our community has much to offer.
If you love great food, we have James Beard Award winning chefs and an unparalleled craft beer scene. Zagat included us on the list of America’s Next Hot Food Cities.
Into sports? So are we! The United States Football League (USFL) made Birmingham its home, playing all games at our new Protective Stadium in the heart of the UpTown entertainment district during its inaugural season. There is also Birmingham Legion Soccer, the Birmingham Baron’s Baseball, University of Alabama at Birmingham college football, the Honda Grand Prix at Barber Motorsports Park, and the Regions Tradition Senior PGA Golf Tournament.
Culture is at the heart of our community with the Birmingham Civil Rights National Historic District, featuring the Birmingham Civil Rights Museum and the newly restored A.G. Gaston Motel. The Birmingham Museum of Art is also nationally recognized for its works and exhibits.
Educational opportunities abound here. The University of Alabama at Birmingham (UAB) is an urban university with approximately 16,000 students. Both its Nursing and Dental schools rank among the best in the country and it’s a world-renowned medical hospital and research facility. There are also several other local colleges and universities that provide a wide range of educational specialties from vocational training to liberal arts programs. We also have great secondary and primary schools with the Alabama School of Fine Arts, Birmingham’s EPIC School, i3 Academy and the Jefferson County International Baccalaureate School.
Music and Arts take center stage in our community, whether it’s at one of our downtown music halls, the Legacy Arena at the Birmingham Jefferson Convention Center, UAB Performing Arts, or neighboring Oak Mountain Amphitheatre, you can find a genre that fits your mood and interests. Historical Sloss Furnace also plays hosts to a variety of events, from bands to the Magic City Art Connection.
Living is easy in Jefferson County. Birmingham has emerging loft districts in the heart of downtown, or you can opt for the suburbs in one of the 34 neighboring municipalities. Commutes are easy thanks to 5 interstates, and the cost of living is some of the lowest in the region. Lending Tree named Birmingham as one of the Top 10 most affordable cities for first time home buyers.
A Career with The Personnel Board
The Personnel Board of Jefferson County is a team of approximately 60 diverse professionals responsible for administering the civil service system (Merit System) for Jefferson County, Alabama. We provide Human Resources support and services, such as classification and compensation, recruiting, training and development, and testing, to 22 municipalities and government agencies with over 8000 employees. We serve an incredibly diverse set of organizations, ranging from smaller, community-minded towns to vibrant, bustling cities. Employees within the Merit System work in a wide variety of exciting fields and meaningful professions, including careers ranging from public safety, city management and information technology, to public works, medical services and engineering, just to name a few. Through these meaningful careers our Merit System employees are making a difference in the communities that they serve.
To learn more about the Personnel Board, please visit
www.pbjcal.org
Minimum Requirements
To be considered for employment in this position, a candidate must fully meet one of the following options:
Option A:
- Must possess a Bachelor's degree or higher in Human Resources, MIS, Organizational Development, Business Administration, or a closely related field of study from an accredited college or university.
Option B:
- Work experience using Microsoft Excel for the purpose of importing and exporting data to be manipulated and used in various software programs.
- Work experience researching, evaluating, and reporting data related to organizational operations.
- Experience adhering to and explaining policies and procedures to a variety of audiences in a work and/or professional environment.
Job Duties:
Typical Certification Specialist duties include, but are not necessarily limited to:
- Creates and posts job announcements by gathering data and information on jobs and determining appropriate posting periods, to accept applications to fill job vacancies within the Merit System.
- Reviews submitted applications against established minimum qualification in order to make appropriate determinations on applicant eligibility for further employment consideration.
- Monitors established application determination appeal period for any received appeals, reviews submitted appeals and any associated documents in association with the previous applicant record, and makes a decision regarding the applicant’s final disposition (i.e., eligible, not qualified, or incomplete application) based on all submitted information.
- Participates in recruiting efforts for job announcements by researching potential sources of applicants and sending email and/or text communications to potential applicants regarding the posting of jobs.
- Regularly maintains active employment registers with applicants who are responsive and maintain an interest in employment opportunities by conducting an appropriate audit of applicant interest and removing applicants who are nonresponsive or no longer interested in the position.
- Runs custom reports and standard reports in Workday in order to gather needed information or data to assist in the efficient and effective handling of job responsibilities.
- Receives requests for certification to fill vacant positions from Merit System agencies; reviews information regarding active registers, open job postings, and other issued certification lists in order to determine the most appropriate actions to take with the received certification list; and issues certification list to the requesting agency.
- Monitors agency processing of issued certification lists, gathers data to identify any potential concerns or issues with issued certification lists, shares information with agencies, and regularly contacts and meets with human resources/agency representatives in order to help promote efficient processing of hires by the agencies and the timely close out of issued lists.
- Assists in the development of instructional documents and manuals related to the responsibilities of the position in order to provide guidance and clarity on activities and processes and ensure consistent and appropriate processing of work.
- Monitors Personnel Board main phone line, departmental main line, and walk-in visitors by greeting the caller/visitor, inquiring of the purpose of the call/visit, and contacting necessary department or staff needed to handle the issue.
- Communicates orally and in writing with a variety of individuals including Merit System employees, human resources professionals, hiring managers, applicants, and the general public regarding Personnel Board’s application and certification list processes in order to effectively answer questions or inquiries, address concerns or issues, explain processes or procedures, or gather needed information.
- Performs general and advanced administrative duties (e.g., conducting research, writing or preparing correspondence, scanning and filing documents, etc.) in order to effectively complete or fulfill work duties and responsibilities.
Compensation & Benefits
The Personnel Board offers a competitive compensation and benefits package, including:
- Salary range: $43,867 - $68,036 (starting salary is commensurate with education and experience)
- General Retirement System (Pension) enrollment and Deferred Compensation
- Excellent medical insurance with low deductibles and copays.
- Dental insurance
- Vision insurance
- Behavioral health plan
- Group Term Life & AD&D Insurance, Voluntary Term Life & AD&D, Whole Life Insurance, and Short-term Disability options
- Paid vacation and sick leave
- Generous holiday schedule
Competencies:
- Adaptability & Flexibility.
- Computer & Technology Operations.
- Customer Service.
- Learning & Memory.
- Oral Communication & Comprehension.
- Planning & Organizing.
- Problem Solving & Decision Making.
- Professionalism & Integrity.
- Researching & Referencing.
- Reviewing, Inspecting & Auditing.
- Self-Management & Initiative.
- Teamwork & Interpersonal.
- Technical & Job-Specific Knowledge.
- Written Communication & Comprehension.
Critical Knowledges:
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
- Knowledge of appropriate citizen interactions when dealing with the public.
- Knowledge of basic office equipment (e.g. telephone, smartphone, fax machine, copier, computer, calculator).
- Knowledge of computer fundamentals and software, including database, spreadsheet, and word processing software.
- Knowledge of human resources information systems (HRIS) (e.g., Workday, Kronos, MediHR).
Work Environment:
Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment, such as computer, phone, copier, etc.
Physical Demands:
Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. May involve occasional light lifting of items or objects weighing up to 25 lbs.
DISCLAIMER: This job description is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.
SPECIAL ACCOMMODATIONS
Persons requiring special conditions to accommodate a disability when completing the application should contact the Personnel Board at 205-279-3500, Option 1, prior to the target close date.
AN EQUAL OPPORTUNITY EMPLOYER
The Personnel Board of Jefferson County (Personnel Board) provides a public personnel system based on merit principles. The Personnel Board strives for the constant improvement of the public service by employing and developing the best-qualified persons available. The Personnel Board provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex, creed, religion, political beliefs, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or genetics.
Employment decisions are made by the Merit System agency where the position exists. Each Merit System agency administers its own equal employment opportunity programs in compliance with applicable state and/or federal laws and regulations.
For more information on this job description, please visit
http://www.pbjcal.org/employment/Descriptions
DISCLAIMER:
This job description is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.
ATTENTION Merit System Employees: Do not apply through this site.
Salary : $43,867 - $68,036
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