State of California Department of State Hospitals

DUTY STATEMENT Box reserved for Personnel Section

MSH3002 (Rev. 9/26/16) 5408 Control C&P Analyst Approval Date

No.#

Employee Name Division

Administration/Human Resources Department

Position No I Agency-Unit-Class-Serial Unit
487-543-51 57- Examination/Selection Services Unit
Class Title Location

Staff Services Analyst (General) Human Resources Department

SUBJECT TO CONFLICT-OF-INTEREST CBID WORK WEEK GROUP PAY DIFFERENTIAL WORKING HOURS
CODE
LlYes jNo ROl 2

The Department of State Hospital’s mission is to provide evaluation and treatment in a safe
and responsible manner, and seek innovation and excellence in hospital operations, across a
continuum of care and settings. You are a valued member of the Department’s team. You are
expected to work cooperatively with team members and others to enable the department to meet
these goals and provide the highest level of service possible. Your efforts to treat others fairly with
dignity and respect are important to everyone whom you work.

Under the general direction of the Staff Services Manager II (SSM II)- Selection Services Manager, the Staff
Services Analyst performs a wide variety of consultative and analytical office work assigned. Performs a
variety of complex and difficult duties and is expected to consistently exercise a high degree of initiative,
independence and originality in performing assigned tasks. Duties are performed following civil service merit
principles in accordance with established office procedure and policies, the California Code of Regulations,
and SPB laws and rules. Due to the nature of the work in Human Resources, it is common to handle or come
into contact with confidential and personal information on a daily basis. It is critical to maintain strict
confidentiality of all such information to which there is access. The Staff Services Analyst demonstrates a
positive attitude and a commitment to providing quality service that is accurate, timely and exceeds our
customers’ expectations.

% OF TIME INDICATE THE DUTIES AND RESPONSIBILITIES ASSIGNED TO THE POSITION AND
PERFORMING THE PERCENTAGE OF TIME SPENT ON EACH. GROUP RELATED TASKS UNDER THE
DUTIES SAME PERCENTAGE WITH THE HIGHEST PERCENTAGE FIRST; PERCENTAGE MUST
TOTAL 100%. (Use additional sheet if necessary.)

ESSENTIAL FUNCTIONS

• Provides consultation to hospital management/supervisory staff regarding vacancies, hiring

40% procedures and techniques, SPB laws and rules, personnel policy, government code and
appointment methods.
• Analyzes submitted Request for Personnel Actions (5408’s) to determine vacancy, time
base, and tenure of position to be filled are appropriate.
• Reviews applications and applies the appropriate law/rule regarding lateral transfer,
reinstatement, list eligible, etc. to ensure candidate is eligible to participate in the Hiring
Interview/Selection Process.
• Abide by the laws governing California State Human Resources as identified by the State
Personnel Board and MSH policies and procedures
• Responsible for receiving and reviewing standard state applications, assessing
qualifications of applicants for minimum qualification requirements.

• Maintain and keep accurate complete historical files from Recruitments.

20% • Request certification and clear hires for assigned continuous file classifications.
• Locates certification lists and makes requests to appropriate lists.
 • Apply State Personnel Board Laws and Rules as they relate to the exam/selections
process.

MARGINAL FUNCTIONS

25% • Act as a resource expert for questions and/or problems that may arise during exam/hiring
administration.
• Maintain the posting of vacant positions on the CaIHR JOBS website.
• Proctor written examinations.
• Proctor Psychological screenings and monitor process for Hospital Police classifications.
• Responsible for preparing, posting and distributing information regarding
examinations/hiring cutoff dates for continuous file classifications.
• Responsible for corresponding with public, employees and other state agencies on
employment related matters.
• Facilitate training modules for new supervisors on Selections and Testing procedures.
• Serves as a backup to the Associate Personnel Analyst in the Selection Services Unit.
• Assist with delegated exam functions as needed. May be required to work weekends or
overtime to assist with HR functions, or to proctor exams after hours or on weekends.

• Ensure 5408’s have a duty statement, and organizational chart attached.

10% • Review duty statement to ensure duties are appropriate for classification being filled.
• Track and verify management approval
• Certification/list clearance
• Assist as the facilities Recruitment analyst, attends job/career fairs, liaison with schools
and community regarding employment opportunities
• Support the Associate Personnel Analyst.

5% All other duties and special projects as assigned consistent with this classification.
 Other SUPERVISION RECEIVED
Information
Under the general direction of the Staff Services Manager I-Examination/Selection Services
Manager.

SUPERVISION EXERCISED
N/A
KNOWLEDGE AND ABILITIES

KNOWLEDGE OF: Principles, practices and trends of public and business administration,
management and supportive staff services such as budgeting, personnel and management
analysis: and government functions and organization; methods and techniques of effective
conference leadership.

ABILITY TO: Reason logically and creatively and utilize a variety of analytical techniques to
resolve complex governmental and managerial problems; develop and evaluate alternatives;
analyze data and present ideas and information effectively both orally and in writing; consult
with and advise administrators or other interested parties on a wide variety of subject-matter
areas; gain and maintain the confidence and cooperation of those contacted during the regular
course of work. Independently interpret and use reference material; give and follow direction;
design and prepare tables, spreadsheets, and charts; operate a computer keyboard/terminal;
organize and prioritize work; create/draft correspondence; act as a team or conference leader
and appear before management and other committees.

REQUIRED COMPETENCIES

PHYSICAL
The incumbent must possess the necessary physical, mental and cognitive abilities to perform
the highly specialized analytical work needed to carry out the essential duties of the position.
This includes, but is not limited to working with computer software and hardware, bending,
stooping, twisting, walking on irregular surfaces, pushing and pulling up to 25 pounds, lifting
and carrying up to 25 pounds, and repetitive fine motor and hand motion.

SAFETY
Actively supports a safe and hazard free workplace through practice of personal safety
and vigilance in the identification of safety or security hazards, including infection
control.

CULTURAL AWARENESS
Demonstrates awareness to multicultural issues in the workplace, which enables the
employee to work effectively.

CPR
Maintains current certification.

SITE SPECIFIC COMPETENCIES

Ability to work with people; disseminate information clearly and concisely to staff and the
public

TECHNICAL PROFICIENCY (SITE SPECIFIC)

Provide supervisory consultation//direction in disciplinary matters

LICENSE OR CERTIFICATION not applicable

-
 TRAINING Training Category = Type II General
-

The employee is required to keep current with the completion of all required training.

THERAPEUTIC STRATEGIC INTERVENTION (TSI)

Supports safe working environment; practices the strategies and intervention that promote a
therapeutic milieu; applies and demonstrates knowledge of correct methods in the management
of assaultive behavior. Training provided during new employee orientation.

WORKING CONDITIONS

EMPLOYEE IS REQUIRED TO:

• Report to work on time and follow procedures for reporting absences.

• Maintain a professional appearance.
• Appropriately maintain cooperative, professional, and effective interactions with
employees, patients/clients, and the public.
• Comply with hospital policies and procedures.
• The employee is required to work any shift and schedule in a variety of settings
throughout the hospital and may be required to work overtime and float to other work
locations as determined by the operational needs of the hospital.

All employees are required to have an annual health review and repeat health reviews
whenever necessary to ascertain that they are free from symptoms indicating the presence of
infection and are able to safety perform their essential job functions.

Regular and consistent attendance is critical to the successful performance of this position due
to the heavy workload and time-sensitive nature of the work.

The incumbent routinely works with and is exposed to sensitive and confidential issues and/or
materials and is expected to maintain confidentiality at all times.

The Department of State Hospitals provides support services to facilities operated within the
Department. A required function of this position is to consistently provide exceptional
customer service to internal and external customers.

I have read and understand the duties listed above and I can perform these duties with or
without reasonable accommodation. (If you believe reasonable accommodation is
necessary, discuss your concerns with the Office of Human Rights).

Employee’s Signature Date

I have discussed the duties of this position with and have provided a copy of this duty
statement to the employee named above.

Supervisor’s Signature Date

State of California Department of State Hospitals
DUTY STATEMENT Box reserved for Personnel Section
MSH3002 (Rev. 9/26/201 6) RPA Control# C&P Analyst Approval Date

Employee Name Division

Administration/Human Resources Department
Position No I Agency-Unit-Class-Serial Unit
487-543-0000-805 Examinations/Selection Services Unit
Class Title Location
AGPA/APA Human Resources Department
SUBJECT TO CONFLICT OF INTEREST CBID WORK WEEK GROUP PAY DIFFERENTIAL WORKING HOURS
CODE
ElYes No ROl 2

The Department of State Hospital’s mission is to provide evaluation and treatment in a safe
and responsible manner, and seek innovation and excellence in hospital operations, across a
continuum of care and settings. You are a valued member of the Department’s team. You are
expected to work cooperatively with team members and others to enable the department to meet
these goals and provide the highest level of service possible. Your efforts to treat others fairly with
dignity and respect are important to everyone whom you work.

Under the general direction of the Human Resources Director, the Associate Governmental Program
Analyst/Associate Personnel Analyst performs full journey level analytical work involving personnel analysis,
classification studies, staffing levels, consults with and advises hospital management on Human Resources
issues, prepares and analyzes reports, monitors staffing trends, vacancies and hire rates for management
reports, and other assigned duties and special projects. Due to the nature of the work in Human Resources, it
is common to handle or come into contact with confidential and personal information on a daily basis. It is
critical to maintain strict confidentiality of all such information to which there is access.

0/
OF TIME INDICATE THE DUTiES AND RESPONSIBILITIES ASSIGNED TO THE POSITION AND
PERFORMING THE PERCENTAGE OF TIME SPENT ON EACH. GROUP RELATED TASKS UNDER THE
DUTIES SAME PERCENTAGE WITH THE HIGHEST PERCENTAGE FIRST; PERCENTAGE MUST
TOTAL 100%. (Use additional sheet if necessary.)
ESSENTIAL FUNCTIONS

60 % • Provides consultation on applications, examinations, hiring interview options, appointment

methods and other employment matters.
• Research, interpret and apply laws, rules, specifications, classification audits and other
issues relative to employment and testing.
• Apply State Personnel Board Laws and Rules as they relate to the exam/selections
process.
• Participate on hiring/exams panels as needed.

• Maintain the posting of vacant positions on the CaIHR JOBS website.

• Maintain confidentiality to preserve the integrity of Human Resources Department issues
and related matters.
• Review assigned recruitment requests pursuant to analysis of duties and approved that all
20 0/o hiring criteria has been satisfied prior to incumbents scheduled start for employment.
• Perform technical review and screen prospective candidates for assigned recruitments
 • Reviews all employee conversion appointments to ensure all Civil Service class
specifications, and other regulations or best hiring practices are satisfied prior to
finalization.
• Abide by the laws governing California State Human Resources as identified by the State
Personnel Board and MSH policies and procedures
• Acts as consultant to hospital personnel, including management, regarding complex
personnel regulations pertaining to hiring and appointments. Offers options and
alternatives to hiring and staffing needs.
.

MARGINAL FUNCTIONS

• Assists with development of Job Analysis assignments as needed.

15% • Act as Recruiter, attend job and career fairs, distribute state employment information
packets and make follow up contact
• Provide functional supervision and training for the Staff Services Analyst and other staff
assigned to the unit.
• Analyzes, reviews and assists with preparation of identification of Essential Functions in
duty statements for assigned recruitments.
• Provide assistance as the subject matter expert.
• Assist with delegated exam functions as needed.
• May be required to work weekends or overtime to assist with HR functions, or to proctor
exams after hours or on weekends.

5 % All other duties and special projects as assigned consistent with this classification.

Other SUPERVISION RECEIVED

Information
Under the general direction of the Staff Services Manager Il/Selection Services Manager or
designee.

SUPERVISION EXERCISED

May act in a lead capacity over other Examination/Selection Services Unit staff

KNOWLEDGE, SKILL AND ABILITIES

KNOWLEDGE OF: Principles, practices, and trends of public and business administration,
management, and supportive staff services such as budgeting, personnel, and management
analysis; government functions and organization; and methods and techniques of effective
conference leadership. Applying principles and practices of public personnel management;
-

classification and pay principle used in analyzing and describing positions, establishing proper
salary levels, and conducting classification and pay surveys; techniques of employee
recruitment; employee relations and performance evaluation; test construction and source of
test materials; principles, practices, and trends of public administration, and organization and
management.

SKILL IN: Applying principles and practices of public personnel management.

ABILITY TO: Reason logically and creatively and utilize a variety of analytical techniques to
resolve complex governmental and managerial problems; develop and evaluate alternatives;
analyze data and present ideas and information effectively both orally and in writing; consult
with and advise administrators or other interested parties on a wide variety of subject-matter
areas; gain and maintain the confidence and cooperation of those contacted during the course
of work; coordinate the work of others, act as a team or conference leader; and appear before
legislative and other committees. Perform research in various personnel fields; interpret and
-

apply laws, rules, standards, and procedures; develop and administer training programs;
analyze an solve difficult technical personnel problems; appraise qualifications of applicants
and interview effectively maintain the confidence and cooperation of others; analyze data and
present ideas and information effectively; train an supervise subordinates; assume and
demonstrate independent responsibility for decisions and actions having broad implications on
various aspects of personnel management.

Special Personal Requirements

Demonstrated ability to act independently, open-mindedness, flexibility, and tact.

REQUIRED COMPETENCIES

PHYSICAL
The incumbent must possess the necessary physical, mental and cognitive abilities to perform
the highly specialized analytical work needed to carry out the essential duties of the position.
This includes but is not limited to working with computer software and hardware, bending,
stooping, twisting, walking on irregular surfaces, pushing and pulling up to 25 pounds, lifting
and carrying up to 25 pounds, and repetitive fine motor and hand motion.

SAFETY
Actively supports a safe and hazard free workplace through practice of personal safety and
vigilance in the identification of safety or security hazards, including infection control.

CULTURAL AWARENESS
Demonstrates awareness to multicultural issues in the workplace, which enables the employee
to work effectively.

CPR
Maintains current certification.

SITE SPECIFIC COMPETENCIES

• Ability to work with people; disseminate information clearly and concisely to staff and
the public.

TECHNICAL PROFICIENCY (SITE SPECIFIC)

• Ability to plan, implement and administer examinations; provide technical assistance;
and operate the necessary hardware/software.

LICENSE OR CERTIFICATION not applicable

-

TRAIN ING Training Category = Type II General

-

The employee is required to keep current with the completion of all required training.

THERAPEUTIC STRATEGIC INTERVENTION (TSI)

Supports safe working environment; practices the strategies and intervention that promote a
therapeutic milieu; applies and demonstrates knowledge of correct methods in the managemer
of assaultive behavior. Training provided during new employee orientation.

WORKING CONDITIONS

EMPLOYEE IS REQUIRED TO:

 • Report to work on time and follow procedures for reporting absences;
• Maintain a professional appearance;
• Appropriately maintain cooperative, professional, and effective interactions with
employees, patients/clients, and the public.
• Comply with hospital policies and procedures.
• The employee is required to work any shift and schedule in a variety of settings throughout
the hospital and may be required to work overtime and float to other work locations as
determined by the operational needs of the hospital.

All employees are required to have an annual health review and repeat health reviews
whenever necessary to ascertain that they are free from symptoms indicating the presence of
infection and are able to safety perform their essential job functions.

Regular and consistent attendance is critical to the successful performance of this position
due to the heavy workload and time-sensitive nature of the work.

The incumbent routinely works with and is exposed to sensitive and confidential issues and/or
materials and is expected to maintain confidentiality at all times.

The Department of State Hospitals provides support services to facilities operated within the
Department. A required function of this position is to consistently provide exceptional
customer service to internal and external customers.

I have read and understand the duties listed above and I can perform these duties with or
without reasonable accommodation. (If you believe reasonable accommodation is
necessary, discuss your concerns with the Office of Human Rights).

Employee’s Signature Date

I have discussed the duties of this position with and have provided a copy of this duty
statement to the employee named above.

Supervisor’s Signature Date