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PERSONNEL COMMISSION AGENDA

Regular Meeting, Wednesday, July 20, 2016, at 12:00 p.m. Board Room, Business Building Room 117, 1900 Pico Blvd., Santa Monica, CA 90405

Distribution List for Personnel Commission Announcements, Agendas and Minutes

DEPARTMENTS: PLEASE POST 3400 Airport/SBDC: Sasha King Academic Affairs: Rebecca Weiland Accounts Payable: Cristina Hamblet Admissions & Records: Esau Tovar African American Center: Sherri Bradford Airport: Rassheedah Watts Athletics: K. Stallings Auxiliary Services: Ofelia Meza Bookstore: David Dever Bundy: Beverly Redd-Walker Bursar’s Office: Chandra Dhruv Business Department: P. Murray Campus Police Office: Jennifer Jones Career Services: Vicky Rothman Center for Media & Design: Edna Flores Community Education: Michelle King Counseling Office: Laurie Guglielmo Custodian Time Clock: Raymond Bruce Disabled Students Center: Stephanie Schlatter Early Childhood Ed.: L. Manson Emeritus College: V. Rankin-Scales English Dept.: Joanne Laurance EOP&S: Nick Mata ESL Office: Pam Nemeth Events Office: Joy Bice Faculty Association: Peter Morse Financial Aid Office: T. Thomas Health Sciences: Ida Danzey Health Office: Nancy Alfaro HSS: Carolyn Baugh International Students Center: Ana Jara KCRW: Cheryl Gee Latino Center: Maria Martinez Letters & Science: Linda Sallovitz Library: Fabienne Chauderlot Madison: Gail Johnson Maintenance/Facilities Time Clock: C.Rogers Math Village: Mitra Moassessi Media Center: L. Nakamura Modern Language: Jeanne Laurie Music: Lori Geller Outreach & Recruitment: Tiffany Ingro Payroll: Ian Fraser Science: Ingrid Cardwell Student Life: Amelia Trejo Student Success Initiatives: Trena Johnson Superintendent/Presidents Office: L. Kilian STEM: Vanan Yahnian Theater Arts: Judy Louff W& ED/Bundy: Tricia Ramos

ADMINISTRATORS and MANAGERS Emeritus: Gita Runkle Facilities: Bruce Wyban HR: Sherri Lee-Lewis Info Mgmt: S. Chen Int. Ed. Center: D. Kinsella Instructional Technology: Joshi John Maintenance: J. Bradney Operations: Anthony Barlow Courtney Pierce Receiving: R. Jauregui Supplemental Instruction: Wendi DeMorst

PRESIDENT/SUPERINTENDENT and SENIOR STAFF Superintendent/President: Kathryn Jeffery Executive VP: VP Academic Affairs: Georgia Lorenz VP Business/Admin: R. Isomoto VP Enroll. Services: T. Rodriguez VP Human Resources: Marcia Wade VP Student Affairs: M. Tuitasi Senior Director Government Relations & Institutional Communications: Don Girard Community Relations: Kiersten Elliott Public Information: Grace Smith PUBLIC POSTING LOCATIONS 2714 Pico: exterior display box Library for Public Posting (1) Library for Archives (2) Mailroom SMC Personnel Commission Office SMC Human Resources Staff Lounge EMPLOYEE ORGANIZATIONS CSEA Labor Rep.: M. Espinoza CSEA Chapter Pres.: R. Villanueva CSEA Chapter 1st V.P.: CSEA Chapter 2nd V.P.: M. Bonin CSEA Chief Job Steward: L. Peterson CSEA Corresponding. Sec’y: CSEA Recording Sec’y: K. Green SMC POA President: – Officer Cadena Mgmnt Assoc: G. Brown/B. Dammer IF YOU NEED AN ACCOMMODATION Written requests for disability-related modifications or accommodations that are needed in order to participate in the Commission meeting are to be directed to the Personnel Commission Office as soon in advance of the meeting as possible.

Revised 5/31/16

For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission at (310) 434-4410.

PUBLIC PARTICIPATION

ADDRESSING THE PERSONNEL COMMISSION

Members of the public may address the Personnel Commission by oral presentation concerning any subject that lies within the jurisdiction of the Personnel Commission provided the requirements and procedures herein set forth are observed: 1. Individuals wishing to speak to the Commission at the Personnel Commission meeting during Public

Comments or regarding an item(s) on the agenda must complete an information card with their name, name of organization (if applicable) and the topic or item on which the comment is to be made.

Five minutes is allotted to each speaker per topic. If there are more than four speakers on any topic or item, the Commission reserves the option of limiting the time for each speaker. A speaker’s time may not be transferred to another speaker.

Each speaker is limited to one presentation per specific agenda item before the Commission, and to one presentation per Commission meeting on non-agenda items. General Public Comments

∗ The card to speak during Public Comments must be submitted to the recording secretary at the meeting before the Commission reaches the Public Comments section in the Agenda.

∗ Five minutes is allotted to each speaker per topic for general public comments. The speaker must

adhere to the topic. Individuals wishing to speak during the Public Comments will be called upon during Public Comments.

Agenda Items

∗ The card to speak during Agenda Items must be submitted to the recording secretary at the meeting before the Commission reaches that specific item in the agenda.

∗ Five minutes is allotted to each speaker per Agenda Item. The speaker must adhere to the topic.

Individuals wishing to speak on a specific Agenda Item will be called upon at the time that the Commission reaches that item in the Agenda.

Exceptions: This time allotment does not apply to individuals who address the Personnel Commission at the invitation or request of the Commission or the Director of Classified Personnel.

2. Any person who disrupts, disturbs, or otherwise impedes the orderly conduct of any meeting of the Personnel Commission by uttering loud, threatening, or abusive language or engaging in disorderly conduct, shall, at the discretion of the presiding officer or majority of the Personnel Commission, be requested to be orderly and silent and/or removed from the meeting.

No action may be taken on items of business not appearing on the agenda. Reference: Merit Rule 2.2.8 Government Code sections 54954.2, 54954.3, 54957.9

Santa Monica College Personnel Commission AGENDA of Regular Meeting, July 20, 2016

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Board Room, Business Building, Room 117, 1900 Pico Blvd., Santa Monica, CA 90405 Any public records, which can be disclosed, related to an open session item on the agenda and distributed to the Personnel Commissioners less than 72 hours prior to the meeting, are available for public inspection in the Personnel Commission Office, 2714 Pico Blvd, Santa Monica, during normal business hours. Any individual or group may address the Personnel Commission during the Comments—Public Forum segment of the meeting regarding any item that is within the Commission’s subject matter jurisdiction. However, the Commission will not take action on any item that is not on this agenda.

Any individual may appear at the Commission meeting to respectfully testify in support of or opposition to any item being presented to the Commissioners for consideration. Individuals wishing to address items to the Commissioners should complete a Request to Address the Personnel Commission card (green form) prior to the start of the meeting.

PUBLIC SESSION: 12:00 P.M.

I. ORGANIZATIONAL FUNCTIONS

A. Call to Order _______ p.m.

B. Roll Call Commissioner Present Absent Commissioner Metoyer, Chair Commissioner Abbott, Vice-Chair Commissioner Greenstein Commissioner Jansen Commissioner Leone

II. REPORT – DIRECTOR OF CLASSIFIED PERSONNEL


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III. COMMENTS AND INFORMATIONAL REPORTS A. Recognition of Employee Longevity: July 2016

5 YEARS

Fariba Dinaali, Administrative Assistant II, Library

Sandy Franke, Buyer II, Purchasing/Receiving/Mail

Vanan Yahnian, Student Services Specialist, SMC/UCLA STEM Initiatives

15 YEARS

Rigoberto Contreras, Reprographics Technician, Media & Reprographic Services

20 YEARS

Kim Clark, Student Services Specialist – Financial Aid, Financial Aid

25 YEARS

Martha Romano, Senior Student Services Specialist – Veterans’ Programs,

Veterans’ Resource Center

30 YEARS

Diane Watanabe, Athletic Trainer, Athletics

35 YEARS

Barbara Siegel, Administrative Assistant I, Workforce & Economic Development

40 YEARS

Gregory Brown, Director of Facilities Planning, Facilities

B. Comments from Vice President of Human Resources

C. Comments from CSEA Chapter 36 Representative

D. Comments from Management Association Vice – President

E. Comments from Personnel Commission Staff

F. Public Comments (non-actionable comments from those in attendance)

G. Comments by Personnel Commissioners


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IV. AGENDA REPORTS – MAJOR ITEMS OF BUSINESS

# ITEM Page 1 Approval of Revised Personnel Commission Meeting Schedule: Fiscal Year 2016-2017 6

2 Amendment to Rules and Regulations of the Classified Service – Chapter 4 – First Reading Merit Rule 4.1: Application , Merit Rule 4.2: Disqualification of Applicants and Candidates 7

3 Approval of Provisional Working Out of Class Assignment: Marcia Lewis 11 4 Approval of Provisional Working Out of Class Assignment: Kimberly Moreno 13 5 Ratification of Provisional Working Out of Class Assignment: Rudy Henry 15 6 Request for Approval of Classification Revisions and Salary Reallocation for Accounting Technician 17 7 New Class Description & Salary Allocation for Budget Technician 24 8 Revisions to Class Description: Athletic Trainer 31 9 Revisions to Class Description: Warehouse and Mail Services Supervisor 37

10 Request to Certify from Alternate Eligibility List for Administrative Clerk 43

V. CONSENT AGENDA

(All items will be considered and approved in one motion unless removed by a Personnel Commissioner for discussion.)

# ITEM Page 11 Ratification of Eligibility Lists 45 12 Ratification of Limited Term Assignments 46

13

Examination Schedule • Athletic Equipment Specialist • Athletic Trainer • Budget Technician • Disabled Student Services Assistant • Warehouse & Mail Services Supervisor

47

14 Approval of Minutes 48

VI. ADVISORY ITEMS (These items are presented for the Commission’s review – no action is required)

# ITEM Page 15 Advisory Item: Appointments to Limited Term Positions 49 16 Advisory Item: Appointments to Provisional Assignments 51 17 Advisory Item: Reinstatement List: Instructional Assistant – English – Elva Ortega 53 18 Recruitment & Examination Status Report – Information Only 54

VII. ADJOURN AT _______ P.M. Next regularly scheduled meeting: Wednesday, August 17, 2016 at 12:00 p.m.


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AGENDA REPORT NO. 1 SUBJECT: APPROVAL OF REVISED PERSONNEL COMMISSION MEETING SCHEDULE:

FISCAL YEAR 2016-2017 DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel

It is recommended that the Personnel Commission approve the following scheduled meetings for Fiscal Year 2016-2017. Regular meetings will be held on the third Wednesday of each month at 12:00 noon in the Board Room, Business Building, Room 117, except for the month of December. The regular meeting in December will be scheduled for the second Wednesday of the month. Regular Meeting Dates Time Place Wednesday, July 20, 2016 12:00 noon Business Building, Room 117 Wednesday, August 17, 2016 12:00 noon Business Building, Room 117 Wednesday, September 21, 2016 12:00 noon Business Building, Room 117 Wednesday, October 19, 2016 12:00 noon Business Building, Room 117 Wednesday, November 16, 2016 12:00 noon Business Building, Room 117 Wednesday, December 14, 2016 12:00 noon Business Building, Room 117 Wednesday, January 18, 2017 12:00 noon Business Building, Room 117 Wednesday, February 15, 2017 12:00 noon Business Building, Room 117 Wednesday, March 15, 2017 12:00 noon Business Building, Room 117 Wednesday, April 19, 2017 12:00 noon Business Building, Room 117 Wednesday, May 17, 2017 12:00 noon Business Building, Room 117 Wednesday, June 21, 2017 12:00 noon Business Building, Room 117

Reference: Merit Rule 2.2.1 Regular Meetings

The Commission shall hold its regular meeting on the third Wednesday of each month. The Commission shall designate the time and place of the meetings on the Commission’s official bulletin board. The Commission may meet at some other time or place, provided that at least 24 hours notice is given to commissioners, employees, and administration representatives. Notice shall be posted on the Commission’s official bulletin board and shall also be given to newspapers who have filed written request for such notice.

DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS:

Amendments/Comments


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AGENDA REPORT NO. 2 SUBJECT: AMENDMENT TO RULES AND REGULATIONS OF THE CLASSIFIED SERVICE - CHAPTER 4 – FIRST READING

MERIT RULE 4.1: APPLICATION MERIT RULE 4.2: DISQUALIFICATION OF APPLICANTS AND CANDIDATES

(Note: No formal action will be taken at this meeting.) DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Proposed changes to Chapter 4: Merit Rules 4.1, and 4.2, are attached for a first reading. Recommendations were developed with input from the District, CSEA, Campus Counsel, and the Merit Rules Advisory Committee. Goals of these changes include clarifying procedures and eliminating language which is not in compliance with current laws. The remainder of Chapter IV consists of Merit Rule 4.3, Appeal of Disqualification. Merit Rule 4.3 will be brought to the Personnel Commission at a later date. CHAPTER IV -- APPLICATION FOR EMPLOYMENT Rule 4.1 APPLICATION

Under the provisions of the Merit System, the Personnel Commission seeks to provide a fair and impartial application process open to employees and members of the public without discrimination on the basis of race, religious creed, color, national origin, ancestry, disability, medical condition, marital status, sexual orientation, gender, or age any protected status or condition as referenced in Merit Rule 7.1.3.

4.1.1 APPLICATION PROCEDURE

A. All applicants for positions in the classified service shall file an

application on the using the Personnel Commission’s online application system, or an official form provided by the Personnel Commission Office. All mandatory questions on the application shall be answered in full and the application shall be filed in the Personnel Commission Office within the specified recruitment period and no later than the deadline date listed on the job announcement bulletin.

B. Applicants taking more than one examination must file a separate

and complete application for each examination unless otherwise directed.


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C. The application form shall contain no questions relative to race, religious creed, color, national origin, ancestry, disability, medical condition, marital status, sexual orientation, gender, or age.

DC. For affirmative action Equal Employment Opportunity tracking and

reporting purposes, data concerning each applicant's ethnicity, gender, age and disability condition(s) will be gathered on an Equal Opportunity Survey Form. The information will be solicited on a voluntary basis and will be maintained in a separate confidential file.

ED. Application files are the property of the Personnel Commission. All

application materials are confidential and shall not be returned to the applicant.

4.1.2 GENERAL QUALIFICATIONS OF APPLICANTS (EDUCATION CODE SECTIONS 87100, 88011, 88033, 88112, 7056; GOVERNMENT CODE SECTIONS 1031, 11135, 12921, 12940 20983.5; California Code of Regulations, Title V, 51010, 53000; California Administrative Code Title II, 7285; Title IV of the Civil Rights Act of 1964, Sections 102 and 103 of the Civil Rights Act of 1991; Sections 501 and 505 of the Rehabilitation Act; Equal Pay Act of 1963; Age Discrimination in Employment Act of 1967; Title I of the American’s with Disabilities Act of 1990; Genetic Information Nondiscrimination Act of 2008; Immigration & Nationality Act))

A. Applicants must be permanent residents or must otherwise prove their right to work in the United States and must possess all other requirements that are specified in the meet all qualifications established for the class. Every applicant must be mentally and physically competent to perform the duties of the position for which he/she applies.

B. Every qualified applicant shall have an opportunity to seek, obtain, and

hold permanent employment without discrimination on the basis of race, religious creed, color, national origin, ancestry, disability, medical condition, marital status, sexual orientation, sex, or age any protected status or condition.

C. Residency within the District shall not be a condition for application or

employment within the District.

D. Applicants must prove their right to work in the United States at the time of employment.

E. No minimum or maximum age limit shall be set as a condition for initial or

continued employment in the District, except as provided in Government


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Code Section 20983.5. The minimum age for employment is age 18, unless set higher for a particular classification.

EF. Reasonable accommodation shall be made for disabled persons in the

application and employment process in order to eliminate unnecessary barriers to employment as required by law.

Rule 4.2 DISQUALIFICATION OF APPLICANTS AND CANDIDATES 4.2.1 CAUSES FOR DISQUALIFICATION (EDUCATION CODE SECTIONS 87010,

87011)

A. An applicant may be refused initial admittance to an examination, and a candidate may be disqualified from further competition for any of the following reasons:

1. Failure to meet the general qualifications of Rule 4.1.2.A.

2. Advocacy of the overthrow of the Government of the United States

or the State of California by force, violence, or other unlawful means.

3. Conviction either by a plea of guilty or nolo contendere, a court

decision or jury verdict, to a charge of a sex or narcotic offense as defined in Education Code Section 87010 or 87011.

4. A history of drug addiction without acceptable evidence of

rehabilitation. 5. Conviction, without acceptable evidence of rehabilitation, of a crime

of violence or moral turpitude or a serious crime whose nature would make the applicant or candidate a poor employment risk; conviction shall be defined as either a plea of guilty or nolo contendere, or a court decision or jury verdict; a conviction record will be evaluated on the following basis: nature, seriousness and circumstances of the offense(s); recency of the offense, age of the person at the time of the offense(s); number of convictions; relationship of the offense(s) to the position applied for; evidence of rehabilitation and maturing maturation including the employment record with respect to job responsibility and duration; truthfulness in admitting to the offense(s); and the duties of the class.

6. Making a false statement or intentionally omitting a significant

statement of a material fact requested on the application form.


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7. Practicing any deception or fraud in connection with an examination or in order to secure employment.

8. Obtaining or attempting to obtain either directly or indirectly,

privileged information regarding test questions or examination content.

9. Dismissal from previous employment for cause if the cause would

have subjected the applicant to dismissal by the District under 14.1 Rule 14. Dismissals will be evaluated on the following basis: nature, seriousness and circumstances of the dismissal(s); recency of the dismissal; age of the person at the time of the dismissal(s); relationship of the dismissal(s) to the position applied for; evidence of rehabilitation and maturation including the employment record with respect to job responsibility and duration, truthfulness in admitting to the dismissal(s); and the duties of the class.

10. Previous dismissal or a resignation in lieu of dismissal from the

District unless the District waives this subsection.

11. A record of unsatisfactory service within the District as evidenced by a disciplinary action, a work improvement or unsatisfactory job performance notice, within the previous year.

12. Dishonorable discharge from the armed forces of the United States.

13. Refusal to furnish testimony, other than self-incriminating, at a

hearing or investigation before the Personnel Commission or Board of Trustees.

14. Unsatisfactory health conditions which clearly indicate that the

applicant or candidate would be unable to perform the duties of his/her job or would endanger his/her health and safe ty or the health and safety of others.

15. Failure, after due notice, to report for review of any of the above

causes for disqualification.


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AGENDA REPORT NO. 3 SUBJECT: APPROVAL OF PROVISIONAL WORKING OUT OF CLASS ASSIGNMENT:

MARCIA LEWIS DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel It is recommended that the Personnel Commission approve the following provisional working out of class assignment at 100%: Name Assignment Length of Assignment Marcia Lewis Campus Emergency and Safety Facilitator 8/08/2016 to 12/15/2016

Not to exceed 90 working days BACKGROUND The Vice President of Student Affairs, Michael Tuitasi, has requested approval for Marcia Lewis to work out of class as a Campus Emergency and Safety Facilitator from 8/08/2016 through 12/15/2016. The Personnel Commission recently approved recruitment for this position, which is allocated to a newly created classification. Additional assistance is needed to cover the responsibilities of the Campus Emergency and Safety Facilitator, until the recruitment process is completed and this position can be filled on a permanent basis. Marcia Lewis is currently employed by Santa Monica College as a Career Services Advisor, in permanent status. Duties assigned which are at the level of Campus Emergency and Safety Facilitator will assume more than 50% of Ms. Lewis’s daily assignments. Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10

A. CONCEPT OF WORKING OUT OF CLASSIFICATION 1. Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned. 2. Classified employees shall not be required to perform duties and responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule.


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3. Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments). B. Procedure for Supervisor Requesting Approval for Working Out of Class 3. The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval. RECOMMENDATION Marcia Lewis has been assigned additional duties at the level of Campus Emergency and Safety Facilitator, during the period of time between 8/08/2016 through 12/15/2016. These duties will make up more than fifty percent (50%) of her daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


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AGENDA REPORT NO. 4 SUBJECT: APPROVAL OF PROVISIONAL WORKING OUT OF CLASS ASSIGNMENT:

KIMBERLY MORENO DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel It is recommended that the Personnel Commission approve the following provisional working out of class assignment at 100%: Name Assignment Length of Assignment Kimberly Moreno Career Services Advisor 8/08/2016 to 12/15/2016

Not to exceed 90 working days BACKGROUND The Vice President of Student Affairs, Michael Tuitasi, has requested approval for Marcia Lewis to work out of class as a Campus Emergency and Safety Facilitator from 8/08/2016 through 12/15/2016. Marcia Lewis is currently employed by Santa Monica College as a Career Services Advisor, in permanent status. Additional assistance is now needed to cover responsibilities in the Career Center which were previously handled by Marcia Lewis. The Senior Administrative Dean, Counseling, Retention, and Student Wellness, Brenda Benson, requested approval for Kimberly Moreno to work out of class as the Career Services Advisor, in order to cover these responsibilities while Marcia Lewis is working in another temporary assignment. Kimberly Moreno is currently employed by Santa Monica College in permanent status as an Administrative Assistant I. Duties assigned which are at the level of Career Services Advisor will assume more than 50% of Ms. Moreno’s daily assignments. Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10

A. CONCEPT OF WORKING OUT OF CLASSIFICATION 1. Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned. 2. Classified employees shall not be required to perform duties and responsibilities which are not fixed and prescribed for their positions or are not consistent with


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the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule. 3. Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments). B. Procedure for Supervisor Requesting Approval for Working Out of Class 3. The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval. RECOMMENDATION Kimberly Moreno has been assigned additional duties at the level of Career Services Advisor, during the period of time between 8/08/2016 through 12/15/2016. These duties will make up more than fifty percent (50%) of her daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


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AGENDA REPORT NO. 5 SUBJECT: RATIFICATION OF PROVISIONAL WORKING OUT OF CLASS

ASSIGNMENT: RUDY HENRY DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel It is recommended that the Personnel Commission approve the following provisional working out of class assignment at 100%: Name Assignment Length of Assignment Rudy Henry Warehouse and Mailroom Supervisor 7/13/2016 to 9/23/2016

Not to exceed 90 working days BACKGROUND Cynthia Moore, Director of Purchasing, has requested approval for Rudy Henry to work out of class as a Warehouse and Mailroom Supervisor from 7/13/2016 through 9/23/2016. The previous Warehouse and Mailroom Supervisor has separated from the District. Additional assistance is needed to supervise activities in the Warehouse and Mailroom, until the recruitment process is completed and this position can be filled on a permanent basis. Rudy Henry is currently employed by Santa Monica College as a Mail Clerk, in permanent status. Duties assigned which are at the level of Warehouse and Mailroom Supervisor will assume more than 50% of Mr. Henry’s daily assignments. Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10

A. CONCEPT OF WORKING OUT OF CLASSIFICATION 1. Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned. 2. Classified employees shall not be required to perform duties and responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule.


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3. Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments). B. Procedure for Supervisor Requesting Approval for Working Out of Class 3. The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval. RECOMMENDATION Rudy Henry has been assigned additional duties at the level of Warehouse and Mailroom Supervisor, during the period of time between 7/13/2016 through 9/23/2016. These duties will make up more than fifty percent (50%) of his daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


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AGENDA REPORT NO. 6

SUBJECT: REQUEST FOR APPROVAL OF CLASSIFICATION REVISIONS AND SALARY REALLOCATION FOR ACCOUNTING TECHNICIAN

DATE: July 20, 2016

TO: Members of the Personnel Commission

FROM: Carol Long, Director of Classified Personnel BY: Amy Gurjian, Classification & Compensation Manager BACKGROUND Attached for your approval are class description revisions and salary reallocation for Accounting Technician. This review was part of the Accounting Series study, which was initiated as a result of a request for working out of class into the Accounting Technician classification. A study was necessary to determine the level of responsibility and the nature of duties assigned to the Accounting Specialist I/II and Accounting Technician classifications, as well as clarify distinguishing characteristics. In addition, Commission staff initiated a salary study to compare the current salary range for this classification with similar jobs in other agencies. The Accounting Specialist classification revisions and salary reallocation were approved at the last Commission meeting on June 15, 2016. This classification was created in 1980 and last revised as a result of the Hay study in 2006. There is currently one position in Auxiliary Services/Bookstore; however, the District has requested to broaden the scope of duties to utilize this classification in Fiscal Services as well. The proposed changes will not adversely affect the current status of any Accounting Technician positions. METHODOLOGY All Accounting Technician and Accounting Specialist I/II incumbents and CSEA were invited to participate in a class study orientation on March 24, 2015, to discuss the purpose of the study, methodology, timelines, possible outcomes and implications, and frequently asked questions. Incumbents were requested to complete a Position Description Questionnaire (PDQ) and supervisors had an opportunity to review the PDQs and provide comments. All completed PDQs were received by May 14, 2015. Focus groups were held at respective departments to discuss PDQ follow up questions, and review duties and responsibilities. In addition, some incumbents and supervisors provided work samples for review. During the course of the study, Personnel Commission staff met with several managers and supervisors overseeing current and anticipated Accounting Technician positions, in both Fiscal Services and Auxiliary Services, including now retired Director of Auxiliary Services, George Prather, Interim Director, David Dever, Dean of Educational Enterprise, Mitch Heskell, Chief Director of Business Services, Chris Bonvenuto, Accounts Payable Supervisor, Cristina Hamblet, and Controller, Carla Spalding. Due to changes in leadership in Auxiliary Services, the study was placed on hold for several months until new leadership was selected.


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In addition, supervisors were requested to complete duty analysis worksheets by rating the frequency and criticality of each duty in the current class description. Revisions were made to the job scope, supervision received, and minimum qualifications. In addition, duties were added and modified to more accurately reflect responsibilities assigned to this classification in order of importance. Distinguishing characteristics were added to clarify related roles within the occupational series, and minor changes were made to other sections in the class description. An external market study and analysis was conducted of public agencies with positions that have comparable duties and responsibilities. Salary data was gathered based on the comparison of positions with the level of duties and responsibilities most similar to the subject classification and departmental structures. Classification revisions were reviewed with the incumbent, CSEA, Fiscal and Auxiliary management, and executive administrators in both Human Resources and Business Services. RESULTS Based on the data gathered, moderate revisions to the class description are being proposed, to include a more accurate depiction of the scope, level of complexity and distinguishing characteristics required to perform the duties assigned. After a review of the work performed by incumbents in the Accounting Technician and Accounting Specialist classifications, it was apparent that proper internal controls and oversight of work is critical in performing assigned work. Moreover, a broader classification to encompass a variety of advanced journey-level clerical and technical accounting work was necessary to reflect complexity of work in both Fiscal and Auxiliary Services; classification revisions were proposed to reflect functional responsibilities rather than responsibilities limited to specific accounts. After a comprehensive survey of comparable agencies, only a few benchmark positions were found to be somewhat comparable to the scope of work and structure of departments. These positions were selected for review based on their lead responsibilities and the scope of work performed, i.e., providing advanced journey-level clerical and technical accounting support in functions including accounts payable, accounts receivable, revolving cash funds, financial aid payments and/or reimbursements at a community college.

AGENCY CLASS TITLE MINIMUM MAXIMUM

MEDIAN* BUDGET**

El Camino CCD Senior Accounting Technician $4,476 $5,485 $4,981 $155M Cerritos CCD Accounting Technician IV $4,496 $5,407 $4,952 $158M Santa Barbara CCD Accounting Technician III $4,368 $5,321 $4,845 $161M Santa Monica CCD Accounting Technician (Current) $4,067 $4,943 $4,505 $227M Ventura CCD Senior Accounting Technician $3,761 $5,195 $4,478 $189M Average $4,234 $5,270 $4,752 25th Percentile $4,216 $5,290 $4,753 50th Percentile $4,422 $5,364 $4,898 75th Percentile $4,481 $5,427 $4,959 80th Percentile $4,484 $5,438 $4,963 90th Percentile $4,490 $5,462 $4,972 SMC % RANK 25.00% 0.00% 25.00% SMC Differences From AVG -3.94% -6.21% -5.20% * The midpoint value in salary range ** Adopted General Funds budget for 2015/16


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The current salary range for Accounting Technician is $4,067 to $4,943 per month (Classified Employee Salary Schedule, Range 30). In this survey, 75% of the cases presented were above the current salary range for this classification. SALARY ALLOCATION It is recommended that the salary for Accounting Technician be reallocated from Range 30 of the Classified Employee Salary Schedule ($4,067 to $4,943 per month) to Range 34 ($4,484 to $5,450 per month). This range places this classification at the 75th percentile as compared to the dataset provided above, resulting in a 10% pay increase. Salary reallocation was recommended considering external market data and internal alignment. The goal was to recommend a competitive salary to attract and retain qualified candidates. Moreover, when considering salary compression levels between Accounting Specialist, Accounting Technician and Accountant, this adjustment is warranted. The salary proposal for this classification has been reviewed with CSEA, Fiscal and Auxiliary management, and executive administrators in both Human Resources and Business Services.

CLASSIFICATION TITLE MIN MAX RANGE Controller $9,404 $11,430 M32 Accounting Manager $6,845 $8,319 M19 Accounts Payable Supervisor $6,063 $7,369 M14 Accountant $5,321 $6,467 41 Accounting Technician (Proposed) $4,484 $5,450 34 Accounting Specialist $4,067 $4,943 30

RECOMMENDATION It is recommended that the Personnel Commission approve the proposed revisions to the classification description and reallocation of salary for Accounting Technician. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


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Santa Monica Community College District Personnel Commission

Accounting Technician

CONCEPT OF THE CLASS Positions in this classification perform a broad range of advanced journey level moderately complex to difficult fiscal and clerical and technical accounting activities involved in the collection and disbursement of fees, receipts and other District funds with emphasis in processing accounting documents for the bookstore, associated students and other Auxiliary accounts. Incumbents serve as a lead worker reviewing the work of Accounting Specialists. DISTINGUISHING CHARACTERISTICS An Accounting Technician is responsible for advanced journey level, clerical and technical accounting, including accounts payable, accounts receivable, cash register processes, and cost of goods sold. This position requires work of a greater complexity and variety involving a broader applied understanding of technical accounting practices and principles. Work in this classification is performed with a high degree of independent judgement and minimal supervision. An Accounting Technician performs lead responsibilities, including reviewing the work of Accounting Specialists to maintain internal controls. Work is reviewed by an assigned Accountant or manager. An Accounting Specialist performs journey level and complex clerical accounting activities with direct accountability in preparing, maintaining and processing accounts payable, accounts receivable, revolving cash funds, financial aid payments and/or reimbursements. Incumbents perform routine to advanced clerical accounting duties consistent with standard practices and established guidelines, with a moderate to high degree of independent judgment. Work is reviewed by an assigned Accounting Technician or manager. An Accountant performs highly responsible, professional accounting duties involving independent judgment, considerable initiative and discretionary decision-making authority, and requiring a thorough knowledge of professional accounting principles and practices. Incumbents serve as District resources to support management in fiscal decision making, planning and analysis, in addition to maintaining and auditing accounting records, reconciling, reviewing and preparing transactions, initiating reports and executing month-end and year-end processes. An Accountant performs lead responsibilities, including reviewing the work of assigned clerical and technical accounting staff to maintain internal controls. Work is reviewed by an assigned manager. ESSENTIAL DUTIES Maintains internal accounting controls over documents processed by data processing, verifying the accuracy of output and resolving discrepancies. Assists in maintaining the general ledger systems to ensure accuracy of input and output data. Prepares a variety of financial reports and assists in monthly, quarterly and annual reporting and year end closing procedures.


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Provides advanced technical expertise to departments and programs on a variety of complex and non-routine accounting transactions by interpreting and implementing related policies, procedures, rules, and regulations to ensure compliance. Resolves routine and moderately difficult problems; refers more complex problems to assigned Accountant or supervisor or senior fiscal staff members. Contacts and confers with Purchasing departments and, vendors and other college departments to verify correctness of invoices and resolve billing discrepancies. Verifies and reconciles accounts on invoices; reviews and verifies account numbers; verifies freight charges; computes applicable discounts, sales tax and other terms of sale. Reviews, sorts and properly codes invoices and refund checks; files and maintains purchase orders for assigned vendors, verifies encumbrances and charges made to proper accounts; processes check requests for payment; may encumber purchase orders. Receives, checks records, verifies and files student grant award letters; releases warrants to students; resolves discrepancies by requesting changes in award letters of warrant cancellations; reconciles District and county computer printouts to grants awarded; corrects or reports discrepancies to appropriate parties. Processes Auxiliary consultant and lease contracts to ensure payment processing is in compliance with District policies and procedures; develops and maintains original contract files. Encumbers purchase orders; files and maintains purchase orders for assigned vendors. Processes all invoices, reimbursements, credit memos, and discounts and posts transactions into appropriate financial systems for the bookstore. Prepares analysis of cost of goods sold and monthly inventory reports. Prepares bank deposits; and assists in reconcilinges bank statements on a monthly basisfor approval. Prepares journal entries from warehouse requisitions. Processes all invoices, reimbursements, credit memos, and discounts and posts transactions into appropriate financial systems for the bookstore. Balances and audits cash drawer and corrects data discrepancies. Inputs transactions into the Fund Accounting software program. Receives, sorts and date stamps incoming documents; matches mail with payment authorization or routes to appropriate department for payment approval Prepares one or more monthly or quarterly reports; payroll worksheets. Performs a variety of bookkeeping activities related to the District’s Associated Student Body and Enterprise Office; assists student clubs and other individuals requesting information on accounts and office procedures. Prepares credit memos.


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Review claims for mileage or conference reimbursement for students and college employees paid from auxiliary funds; checks signatures and verifies total amount requested against pre-approved amounts; checks and resolves claim discrepancies for conference or travel expenses; processes claim/payments for approved conference expenditures, including those for travel agencies, lodging, transportation, registration fees and other professional organization fees. Reviews, prepares and issues payments for legal settlements and reimbursements for student insurance deductibles Reviews, prepares and issues Childcare and Student Stipend payments Performs other related duties as requested or assigned.

Examples of essential duties are descriptive and not restrictive in nature, and are generally listed in descending order of importance. SUPERVISION

Supervision Received: Positions in this classification receive general supervision from Director of Auxiliary Services., Dean of Educational Enterprise, or assigned manager.

Supervision Exercised: Positions in this classification do not supervise others.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of policies, procedure, rules and practices related to the preparation of accounting records, including accounts payable, accounts receivable and revolving cash funds Knowledge of the methods, practices, procedures and terminology used in financial and statistical bookkeeping Knowledge of alpha and numeric filing techniques Knowledge of basic mathematics Knowledge of modern office methods, practices and procedures Ability to make arithmetic calculations quickly and accurately Ability to find and analyze discrepancies in records and take appropriate step to resolve matters Ability to update and maintain a variety of accounts files and records Ability to use District or county on-line or personal computers for data entry, retrieval and modifications Ability to use a calculator and personal computer Ability to pay attention to details Ability to set priorities and manage time and work in fast-paced and busy environment with multiple tasks and interruptions


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Ability to interpret and follow oral and written instructions Ability to establish and maintain effective working relationships with other staff, faculty, administrators, managers, and students MINIMUM QUALIFICATIONS Education Requirement: Associate’s degree in accounting, or two (2) years of college level coursework from an accredited college or university, including at least 15 semester units in accounting.A.A. degree in Business or Accounting or 28 units in business and accounting courses.

Experience Requirement: Three (3) years increasingly responsible experience resolving a range of problems related to financial and statistical record keeping/bookkeeping activities,. including one (1) year of experience in fund or public agency accounting.

Education/Experience Equivalency: Experience and/or education of the same kind, level and amount as required in the minimum qualifications may be substituted on a year-for-year basis.

Licensure and/or Certification: None

WORKING ENVIRONMENT & PHYSICAL DEMANDS Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Normal Office Environment: While performing the duties of this job the employee is regularly required to sit, use hands to keyboard, type, or handle materials, and talk and/or hear. The employee is occasionally required to stand and walk. The employee is regularly required to lift, carry, push, or pull up to 25 pounds. While performing the duties of this job, the noise level in the work environment is usually quiet. CLASS DETAIL

Job Family: Fiscal Services/Business Administration/Human ResourcesBusiness Administration & Fiscal Services FLSA Status: Non-Exempt Personnel Commission Approval Date: 11/02/06 Class History: Account Clerk III, Accounting Technician

Revision Date(s): 01/80, Revised; 12/82, Account Clerk II and III Established, 08/89,

Retitled06/90, Retyped, 10/95, Revised, 11/06 Hay Study, 07/20/2016


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AGENDA REPORT NO. 7

SUBJECT: NEW CLASS DESCRIPTION & SALARY ALLOCATION FOR BUDGET TECHNICIAN

DATE: July 20, 2016


FROM: Carol Long, Director of Classified Personnel

BY: John Linke, Supervising Personnel Analyst Olga Vasquez, Personnel Technician

BACKGROUND Attached for your approval is a new classification description and salary allocation for Budget Technician. The Budget and Reconciliation unit of the Fiscal Services department is responsible for developing and maintaining a total budget of $583 million. Although much of the technical financial analysis is performed by an Accounting Manager, there is a substantial workload inherent in capturing, organizing, and updating essential financial information. The Fiscal Services department is requesting that a new classification be created, whose primary function will be to provide technical-clerical support to professional-level staff by compiling, organizing, maintaining, and analyzing financial information to support budget preparation and administration. In addition, positions in this classification will serve as the initial point of contact for departments that have budget-related questions. The Budget Technician will report to the Accounting Manager, who in turn reports to the Chief Director of Business Services.


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METHODOLOGY Personnel Commission staff met with Chris Bonvenuto, Chief Director of Business Services, and Veronica Diaz, Accounting Manager, to discuss the new classification. The purpose of this meeting was to define and clarify the parameters of this proposed classification, and to make an initial recommendation as to whether proposed job duties fit into an existing classification, or if further study was needed to determine if a formal recommendation for a new classification was warranted. Following discussion and a review of similar job classifications from other agencies, a list of job duties was finalized, along with a list of knowledge, skills, and abilities (KSA’s). Reporting relationships were defined, and recommendations for minimum requirements were discussed and compared with other classifications within this job family. Once the duties were finalized, the class description was created by Personnel Commission staff and then reviewed by Chris Bonvenuto and Veronica Diaz, and CSEA. An external salary study was conducted to evaluate salary ranges of classifications within other public agencies which were required to perform similar duties at a similar level. Internal comparisons were also reviewed in order to ensure that there was proper alignment within the occupational series, and duties were adequately distinguished from other related classifications. Personnel Commission staff will conduct further meetings with department management prior to opening recruitment, in order to gather and analyze documentation for developing an examination plan and creating test content. RESULTS Key factors in determining that a new classification should be established involved the scope of responsibilities, knowledge required for the position, level of complexity, and consequence of error. The individual selected for this position will: • Create, organize, and maintain various data information systems so that information is

current, accurate, and accessible.

• Assist in the coordination and preparation of the District’s annual and quarterly budget by entering data into Excel, performing research on revenues and expenditures, and compiling and distributing budget requests.

• Gather and summarize budget augmentation requests submitted by departments for approval by Senior Staff, and assist in tracking them.

• Distribute budget reports, monitor budgets, and answer budget-related questions from departments.

• Assist in regular budget reviews by compiling and analyzing accounting and financial data, preparing budget to actual variances, and current year to prior year variances.


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Positions in this class will exercise independent judgment, and apply knowledge of applicable governmental accounting principles, practices, policies, and terminology, in the performance of entry-level technical and complex clerical responsibilities. Their work product has implications at the departmental and organizational levels, as the completeness and accuracy of financial figures is essential for all subsequent analyses and fiscal recommendations. After a comprehensive survey of comparable agencies, only a small number of benchmark classifications were found, due to the fact that few organizations utilize classifications whose scope focuses on supporting budget development and administration. Rather, a number of organizations that were surveyed employ classifications that focus on accounting, or both accounting and budgeting functions. Benchmark positions from four agencies in California were found to be somewhat comparable to this role. These positions were selected for review based on the scope of work directly related to providing advanced journey-level clerical and technical budgeting activities including development, administration, preparation, and compiling budget reports.

AGENCY CLASS TITLE MIN MONTHLY

MAX MONTHLY

MEDIAN MONTHLY

GENERAL FUND

BUDGET*

TOTAL BUDGET

*

Southwestern CCD Senior Account Technician $4,670 $5,681 $5,176 $114M $207M

Santa Monica CCD Budget Technician (Proposed) $4,484 $5,450 $4,967 $227M $583M Los Angeles County Office of Education Budget Technician $4,370 $5,426 $4,898 $929M $2.8B

Santa Barbara CCD Accounting Technician III $4,368 $5,321 $4,844 $161M $223M Cerritos CCD Budget Technician $4,000 $4,808 $4,404 $158M $416M

Average $4,378 $5,337 $4,858

25th Percentile $4,276 $5,193 $4,734

50th Percentile $4,369 $5,374 $4,871

75th Percentile $4,445 $5,490 $4,967

80th Percentile $4,490 $5,528 $5,009

90th Percentile $4,580 $5,605 $5,092

SMC % RANK 75.00% 75.00% 75.00%

SMC Differences From AVG 2.41% 2.11% 2.25%

*Adopted budget for 2015/16


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SALARY ALLOCATION It is recommended that the salary for Budget Technician be allocated to Range 34 on the Classified Salary Schedule ($4,484 to $5,450 per month). This range places the classification at the 75th percentile for the minimum, median and maximum salaries respectively. Salary allocation was recommended considering the external salary data as well as internal alignment in comparison to other classifications within this series. The goal was to recommend a competitive salary to attract and retain qualified candidates. The salary proposal for this classification has been reviewed with CSEA and District management.

CLASSIFICATION TITLE RANGE Monthly Salary Controller M32 $9,404 - $11,430 Accounting Manager M19 $6,845 - $8,319 Accounts Payable Manager M14 $6,063 - $7,369 Accountant 41 $5,321 - $6,467 Budget Technician(Proposed) 34 $4,484 – $5,450 Accounting Technician* 34 $4,484 - $5,450 Accounting Specialist 30 $4,067 - $4,943

*Pending Personnel Commission and Board of Trustees Approval RECOMMENDATION It is recommended that the Commission approve the attached new class description and salary allocation for Budget Technician.

DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


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Budget Technician

CONCEPT OF THE CLASS Under supervision, this position performs a variety of technical and complex clerical duties, which involve compiling, organizing, maintaining, and analyzing financial information to support budget preparation and administration. DISTINGUISHING CHARACTERISTICS A Budget Technician performs a broad range of advanced journey level clerical and technical budgeting activities, which involve the compilation, data entry, organization, maintenance, and analysis of budget data, in addition to preparing, gathering, distributing, and tracking budget requests and reports. An Accounting Technician is responsible for advanced journey level, clerical and technical accounting, including accounts payable, accounts receivable, cash register processes, and costs of goods sold. This position requires work of a greater complexity and variety involving a broader applied understanding of technical accounting practices and principles. Work in this classification is performed with a high degree of independent judgement and minimal supervision. An Accounting Technician performs lead responsibilities, including reviewing the work of Accounting Specialists to maintain internal controls. Work is reviewed by an assigned Accountant or manager. An Accountant performs highly responsible, professional accounting duties involving independent judgment, considerable initiative and discretionary decision-making authority, and requiring a thorough knowledge of professional accounting principles and practices. Incumbents serve as District resources to support management in fiscal decision making, planning and analysis, in addition to maintaining and auditing accounting records, reconciling, reviewing and preparing transactions, initiating reports and performing the month-end and year-end budget processes, budget monitoring & preparing projections. An Accountant performs lead responsibilities, including reviewing the work of assigned clerical and technical accounting staff to maintain internal controls. Work is reviewed by an assigned manager. ESSENTIAL DUTIES Creates, organizes, and maintains various data information systems so that information is current, accurate, and accessible. Assists in the coordination and preparation of the District’s annual and quarterly budget by entering data into computerized systems, performing research on revenues and expenditures, and compiling and distributing budget requests. Gathers and summarizes budget augmentation requests submitted by departments for approval by Senior Staff, and assists in tracking them. Distributes budget reports, monitors budgets, and answers budget-related questions from departments. Prepares budget transfers and board agendas for approval by the Board of Trustees.


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Assists in regular budget reviews by compiling and analyzing accounting and financial data, preparing budget to actual variances, and interperiod or comparative variances. Participates in the program review to meet department goals; assists in reviewing, documenting, and developing changes to improve Budget department procedures. Provides administrative support to projects and special assignments that may require obtaining information from different departments. Performs other related duties as requested or assigned. Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

SUPERVISION Level of Supervision Received Positions in this classification receive general supervision from a designated manager in Fiscal Services.

Level of Supervision Exercised Positions in this classification do not supervise other classified positions. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: Governmental accounting principles, practices, policies, and terminology, as it relates to financial and statistical recordkeeping and budgeting procedures Business software applications and accounting systems Office practices and procedures pertaining to the organization and management of electronic and non-electronic files Applicable provisions of the California Education Code and the California Community Colleges Budget and Accounting Manual Basic mathematics, as needed to compute totals, extensions, and percentages Ability to: Analyze budgetary information and apply knowledge and sound judgment to formulate effective recommendations and solutions Establish and maintain effective working relationships with other staff, faculty, administrators, managers, students, LACOE, and outside contractors and vendors Set priorities and independently manage time and work in a fast-paced and busy environment with multiple tasks and interruptions Review, analyze, and perform mathematical computations utilizing detailed financial information Track and organize a high volume of files and financial data, utilizing alphabetical, numeric, or other organizational techniques


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Effectively communicate technical and non-technical information verbally, and in writing, to diverse stakeholder groups Interpret and apply Board of Trustees Rules, and provisions of the California Education Code and the California Community College Budget and Accounting Manual Operate a computer using word processing and other business software, and standard office equipment Interpret and follow oral and written instructions Learn specialized computer applications used by the department MINIMUM QUALIFICATIONS Education Requirement: Associate’s degree in accounting, or two (2) years of college level coursework from an accredited college or university, including at least 15 semester units in accounting.

Experience Requirement: Three (3) years of increasingly responsible technical clerical experience performing financial recordkeeping activities, preferably including the preparation and tracking of budgets in a governmental agency. Education/Experience Equivalency: Experience and/or education of the same kind, level and amount as required in the minimum qualifications may be substituted on a year-for-year basis. Licensure and/or Certification: None

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Normal Office Environment: While performing the duties of this job, the employee is regularly required to sit, use hands to keyboard, type, or handle materials, and talk and/or hear. The employee is frequently required to stand, walk, and reach. The employee is regularly required to lift, carry, push, or pull up to 25 pounds. While performing the duties of this job, the noise level in the work environment is usually quiet. CLASS DETAIL

Job Family: Business Administration & Fiscal Services

FLSA Status: Non-Exempt Personnel Commission Approval Date: 7/20/16

Class History: NEW CLASS


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AGENDA REPORT NO. 8

SUBJECT: REVISIONS TO CLASS DESCRIPTION: ATHLETIC TRAINER

DATE: July 20, 2016



BACKGROUND Attached for your approval is a revised classification description for Athletic Trainer. A recruitment is being requested to fill one current vacancy. The Director of Athletics (Interim) has requested a review of the classification description prior to opening the position for recruitment. METHODOLOGY Personnel Commission staff met with Reggie Ellis, Interim Director of Athletics, to review the current classification, in order to determine if the duties, minimum qualifications, and knowledge, skills, and abilities listed still accurately reflected the expectations of the job.

RESULTS This class description was initially created in July 1980. Our records indicate that this class description has been revised only once, at the time of the Hay Study. Further revisions are now recommended to job duties; knowledge, skills, and abilities (KSA’s); minimum requirements, and physical requirements. The job duties and KSA’s needed updating in order to accurately reflect the role of the Athletic Trainer as the primary coordinator of the program for prevention and care of injuries to student athletes. Revisions reflect the type and level of duties which are presently performed by the current and most recent incumbents of this classification. Possession of Basic First Aid and CPR certification was not previously listed as a requirement on the class description. However, current First Aid and CPR certification are requirements for maintenance of the Athletic Trainer certification. The classified salary for Athletic Trainer is range 41 which is $5321 to $6467 per month. These changes were not found to be sufficient to alter the salary allocation. RECOMMENDATION It is recommended that the Commission approve the attached revisions for the classification description for Athletic Trainer.


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Athletic Trainer

CONCEPT OF THE CLASS Positions in this classification perform first aid and are responsible for the care and treatment of injured athletes. Under the direction of the Director of Athletics, the Athletic Trainer is responsible for the development and implementation of a program for the prevention and care of injuries to student athletes, including the administration of emergency first aid, and provision of treatment and rehabilitation of injuries according to standard procedures and directions as provided by medical professionals. ESSENTIAL DUTIES Devises and recommends methods of preventing injuries.

Provides long-term reconditioning programs as prescribed by appropriate medical personnel

Administers first-aid to and emergency medical care to student athletes during practice sessions, and games;, and determines the extent of injuries, and refers injured athletes to medical treatment as needed

Administers light, heat, cold, sound, water, exercise, manual therapy and other physical therapy treatments as directed by physicians; operates related therapy equipment as needed Recognizes athletic injuries and takes appropriate steps in managing injuries, including referral to appropriate medical facilities Makes decisions concerning the participation status of injured athletes following guidelines from appropriate medical personnel Develops physical conditioning and training programs to enhance an athlete’s strength, endurance, flexibility, and coordination

Attends practice sessions and home games, and tTravels with athletic teams to attend games and practice sessions held at other college sites and is responsible for attending to the routine medical needs of injured athletes Advises injured athletes and their coaches on conditioning, rest, exercise, reconditioning, and the extent of injuries Supplies therapeutic and protective bandaging, wrapping, strapping, and padding to injured athletes

Performs clerical duties such as, maintaining Maintains accurate and detailed injury and treatment records for student athletes of injuries and emergencies, and solving insurance issues

Assists appropriate medical personnel with health screening examinations for student athletes; reviews paperwork and records vital signs as needed


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Measures, and fit braces, guards, and other protective devices to individual athletes Maintains the Athletic Training Room and equipment in a clean and orderly condition

Assists in the development of off-season conditioning programs for athletes

Assists in the preparation of the budget for athletic first aid supplies and equipment

Assists athletes, students, and staff in the submission of athletic insurance claims

Performs initial first-aid to students in physical education classes, and then refers them to the Health Center

Performs other related duties as requested or assigned

SUPERVISION

Supervision Received Under general supervision from the Director of Athletics, the employee receives assignments and is expected to carry them through to completion with substantial independence.

Supervision Exercised Positions in this classification do not supervise others, but may provide guidance and work

direction to student workers.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: Methods, practices, procedures, and related terminology used in athletic training activities, including recognition and prevention of injuries Techniques used in the application of light, heat, cold, sound, water, exercise, manual therapy and other physical therapy treatments used in rehabilitation from athletic injuries Principles and techniques of physical conditioning and exercise Policies, procedures, and objectives of physical education and athletic programs Symptoms of various athletic injuries, and applicable treatment and first aid methods Equipment used in rehabilitation, treatment, and conditioning programs basic Related principles of anatomy, kinesiology, and physiology


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Knowledge of fFirst aid and CPR methods and procedures Knowledge of techniques of athletic training Knowledge of symptoms of, and treatments for a wide range of athletic injuries Knowledge of aAthletic equipment used in competitive sports Knowledge of bBasic record keeping techniques Ability to: evaluate the condition and progress of athletes in the training and conditioning program, and modify programs to meet individual needs Assist in the development, implementation, and modification of a program for the prevention of injuries to physical education students and student athletes Recognize injuries, treat injuries, and provide rehabilitation according to authorized medical directions Ability to eEffectively administer therapeutic and first aid treatments to injured athletes Read, interpret, apply, and explain rules, regulations, policies, and procedures Analyze situations correctly and adopt an effective course of action; Aability to make quick decisions in an emergency situation Ability to wWork independently with minimal supervision

Ability to mMaintain accurate records and reports Ability to eEstablish and maintain cooperative working relationships with those contacted in the course of work Communicate effectively, both orally and in writing Learn and apply budgeting methods and practices MINIMUM QUALIFICATIONS Education Requirement: Bachelor’s Degree in physical education or related field, with courses in anatomy, kinesiology, and physiology. Experience Requirement: Two (2) years of experience working as a certified athletic trainer.

Education/Experience Equivalency: Experience and/or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.

Licensure and/or Certification: Possession of a certificate from the National Athletic Trainers Association as an Athletic Trainer.


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Possession of Basic First Aid certification including CPR

WORKING CONDITIONS AND PHYSICAL DEMANDS

Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment: While performing the duties of this position employees in this classification must stoop, bend, stretch, and lift and carry objects weighing up to 50 75 pounds. Standing for long periods of time is required. Incumbents in this position work both inside and outside in a variety of conditions, including exposure to various temperatures and weather conditions. Employees in this position work within a variety of locations, including the team room, locker rooms, laundry rooms, athletic fields, in gyms for indoor sports, and other locations. Candidates are required to drive and/or travel on a team bus to various locations.

CLASS DETAIL Job Family: Instructional Support (Student Services/Classroom) FLSA Status: Non-Exempt Personnel Commission Approval Date: 11/09/06 Class History: Athletic Trainer II, July 1980 Revision Date(s): 11/09/06 Hay Study; 7/20/2016


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AGENDA REPORT NO. 9

SUBJECT: REVISIONS TO CLASS DESCRIPTION: WAREHOUSE AND MAIL SERVICES SUPERVISOR

DATE: July 20, 2016



BACKGROUND Attached for your approval is a revised classification description for Warehouse and Mail Services Supervisor. Recruitment is being requested to fill one current vacancy. The Director of Purchasing has requested a review of the classification description prior to opening the position for recruitment. METHODOLOGY Personnel Commission staff met Cynthia Moore, Director of Purchasing, to review the current classification description, in order to determine if the duties, minimum qualifications, and knowledge, skills, and abilities listed still accurately reflected the expectations of the job.

RESULTS Revisions are recommended to broaden minimum requirements of the job. We are removing the requirement of one year of supervisory or coordination experience. In addition, we are recommending updates to both the duties and related knowledge, skills, and abilities. Some of these updates are reflective of the addition of an Asset Manager to the Purchasing Department. A portion of the duties now covered under the Asset Manager classification were previously handled by the Warehouse and Mail Services Supervisor. Minor revisions are recommended to job duties; and knowledge, skills, and abilities; primarily to clarify duties; ensure related knowledge, skills, and abilities were included, and update terminology. The salary range for this position is M7 ($5108 to $6209 per month). These changes were not found to be sufficient to alter the salary allocation.

RECOMMENDATION It is recommended that the Commission approve the attached revisions for the classification description for Warehouse and Mail Services Supervisor.


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Warehouse & Mail Services Supervisor

CONCEPT OF THE CLASS The position in this classification plans, coordinates, supervises and participates in warehouse operations of the District warehouse, mail services and mailroom. ESSENTIAL DUTIES Selects, develops, evaluates and directs the work of warehouse and mail services staff. Reviews and evaluates employees’ job performance and effectively recommends personnel actions. Provides day-to-day leadership and supervision of staff to ensure a high performance, customer service-oriented work environment, which supports achieving District objectives and service expectations. Supervises and participates in receiving, inspecting, storing, issuing and delivering warehouse items; processes supplies, materials and equipment received in the warehouse ensuring that shipments conform with purchase order specifications. Establishes and maintains a warehouse and mail services distribution system ensuring that all items, equipment, and materials are received, stored, shipped and delivered to and from District departments/sites in a timely, safe and efficient manner and in compliance with all applicable laws, rules, codes and District policy and practices. Recommends and assists in developing goals and objectives for the warehouse and mail services Esblishes schedules and methods for warehouse receiving and mailroom operations; recommends improvements and modifications as needed Ensures safety, security and cleanliness of warehouse facility; regularly inspects and audits warehouse facility for fire, safety, storage and security discrepancies, identifies issues and plans, directs and monitors appropriate resolutions to meet OSHA standards; designs and lays-out warehouse storage areas and shelf arrangements for maximum capacity and efficient organization; organizes, coordinates and inspects maintenance and upkeep of warehouse facilities; plans and supervises scheduled warehouse inventories. Compiles and maintains inventory data of District physical equipment for input into computerized inventory system; iIssues identification numbers for equipment, office and classroom furniture, appliances, and other items; inputs description of articles, value amounts and serial numbers into computer for purpose of inventory control; compiles and maintains records and prepares reports.. Serves as the primary information resource for District personnel regarding effective methods and requirements of shipping, recommending comparable services, and providing costs and delivery times Answers telephone, takes messages and provides information concerning orders. Supervises, coordinates and reviews mail services operations and ensure that activities comply with District, United States Postal Service and other logistic services companies’ polices, rules, regulations and procedures


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Requisitions postage and supplies for mailroom operations Drives forklift; loads and unloads trucks, transports heavy materials on campus Maintains departmental budget Keeps abreast of current trends and developments in warehousing, logistics and mail services. Performs other related duties as requested or assigned. Examples of essential duties are descriptive and not restrictive in nature, and are generally listed in descending order of importance SUPERVISION

Supervision Received: The position in this classification is receives direction from the Director of Purchasing.

Supervision Exercised:

This position exercises general supervision over Lead Receiving and Stockroom Worker, Receiving, Stockroom and Delivery Workers, and Mail Clerks.

KNOWLEDGE, SKILLS AND ABILITIES Knowledge of effective supervisory techniques Knowledge of modern warehouse systems and procedures General knowledge of mailing, mail handling methods and techniques, and postal regulations Knowledge of mailroom processing equipment Knowledge of principles, practices and procedures of computerized inventory control, planning and control systems; and physical inventory control Knowledge of proper methods for storing equipment materials and supplies Knowledge of purchasing terminology Knowledge of safe warehouse practices; forklift operation, pallet jack, electric cart and manual transmission truck operation Knowledge of computer applications utilized for receiving, reporting for warehouse receiving and mailroom activities Knowledge of effective record keeping techniques; data compilation and report generation Knowledge of effective customer services techniques Knowledge of basic mathematics Ability to plan, organize, coordinate and supervise the work of others; evaluate performance and if necessary, impose corrective or disciplinary action


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Ability to operate a personal computer to maintain a computerized inventory control system and to produce reports Ability to communicate effectively both orally in writing Ability to lead, coach, instruct and motivate employees Ability to independently prioritize activities within multiple works and manage multiple projects Ability to work in a fast paced environment with frequent interruptions Ability to draft correspondence, and standard technical and financial reports Ability to maintain accurate financial records relating to bulk mailing Ability to accurately interpret and comply with union contracts and district policies which are applicable to management of staff and operations within the warehouse Ability to receive, check, and accurately maintain District files and records Ability to effectively coordinate activities with the Purchasing Department staff in order to expedite receipt of all District orders and effectively resolve problems Ability to establish and maintain effective working relationships with other staff, faculty, administrators, managers, students, and outside contractors and vendors MINIMUM QUALIFICATIONS

Education Requirement:

High School diploma or GED equivalent. An Associate of Art’s Degree with a major in business or a related field is desirable.

Experience Requirement:

Four (4) years progressively responsible experience working in a warehouse and/or stock room. , including at least oOne (1) year experience supervising or coordinating the activities of a warehouse, stock room or mailroom is preferred. Education/Experience Equivalency:

An AA degree in business or a related field may substitute for 1 year of experience

Licensure and/or Certification:

Valid/current Forklift Operator Certification

Valid Class C California driver’s license


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WORKING ENVIRONMENT & PHYSICAL DEMANDS Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee works in a warehouse. While performing the duties of this job, the employee is frequently exposed to moving mechanical parts; fumes or airborne particles; is regularly required to stand and walk, use hands to handle materials, tools, and equipment, key in data, or type. Must be able to stand for extended periods of time. The employee is occasionally required to sit. Requires sufficient hand, arm, and eye coordination to operate push button and keyboard-type equipment, and sort and file documents. The employee is regularly required to lift, carry, push or pull up to 100 pounds on a recurring basis with or without assistance and with or without the aid of equipment or devices that assist in the lifting effort. Occasionally required to climb or balance and stoop, kneel, crouch, or crawl.

Must be able to operate all of the tools and equipment of the job in a safe manner. Requires the ability to perform manual labor, carrying, and moving heavy equipment and supplies.

While performing the duties of this job, the noise level in the work environment is usually moderate to loud and interruptions are frequent and expected. CLASS DETAIL

Job Family: Fiscal Services/Business Administration/Human Resources

FLSA Status: Exempt

Class History: Established 10/21/87

Revision Date(s): PC Revised 07/17/02, PC Revised 8/19/09, 7/20/2016


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AGENDA REPORT NO. 10 SUBJECT: REQUEST TO CERTIFY FROM ALTERNATE ELIGIBILITY LIST FOR

ADMINISTRATIVE CLERK DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Olga Vasquez, Personnel Technician BACKGROUND The previous eligibility list for Administrative Clerk has expired. There is not an active eligibility list for this classification; however, an eligibility list has just been established for Student Services Clerk. This eligibility list currently contains 36 candidates and 18 ranks. The duties of the Administrative Clerk classification include a significant portion of the duties of the Student Services Clerk classification, and the necessary skills and knowledge for Administrative Clerk were adequately tested in the examination for Student Services Clerk. Merit Rule 6.3.13 states the following:

A. If there is no eligibility list for the class in which a vacancy occurs, certification may be made from a list for another class at the same or a higher salary level provided:

1. The duties and qualifications of the class for which the examination was given include substantially all of the duties of the position to be filled.

2. The Personnel Commission finds that the use of the list is in the best interest of the District and that the necessary skills and knowledge were adequately tested in the examination.

RECOMMENDATION It is recommended the Commission approve the use of the Student Services Clerk eligibility list to certify eligible(s) to any current and upcoming vacancies for Administrative Clerk. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


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V. CONSENT AGENDA

(All items will be considered and approved in one motion unless an item is removed for discussion by a Personnel Commissioner.)

# ITEM Page 11 Ratification of Eligibility Lists 45 12 Ratification of Limited Term Assignments 46

13

Examination Schedule • Athletic Equipment Specialist • Athletic Trainer • Budget Technician • Disabled Student Services Assistant • Warehouse & Mail Services Supervisor

47

14 Approval of Minutes 48 DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS:

VI. ADVISORY ITEMS (These items are presented for the Commission’s review – no action is required)

# ITEM Page 15 Advisory Item: Appointments to Limited Term Positions 49 16 Advisory Item: Appointments to Provisional Assignments 51 17 Advisory Item: Reinstatement List: Instructional Assistant – English – Elva Ortega 53 18 Recruitment & Examination Status Report – Information Only 54


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AGENDA REPORT NO. 11 SUBJECT: RATIFICATION OF ELIGIBILITY LISTS DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician

Class Title Field of Competition Promotional Total On List Expiration Date

Campus Safety Officer Merged Promotional & Open Competitive 3 17 06/20/17

Community College Police Sergeant Merged Promotional & Open Competitive 1 5 07/11/17

Graphic Designer Merged Promotional & Open Competitive 0 12 07/19/17

Instructional Assistant – Math Open Competitive 0 7 01/13/17

Student Services Clerk Merged Promotional & Open Competitive 0 36 07/20/17


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AGENDA REPORT NO. 12 SUBJECT: RATIFICATION OF LIMITED TERM ASSIGNMENTS DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician The Personnel Commission is requested to ratify the classification of the following Limited Term positions pursuant to Section [7.4.2(C)] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District: Position Classification Department Effective Dates Accompanist - Performance (1 part-time position)

Academic Affairs 07/01/16-12/31/16

Accompanist – Voice (1 part-time position)

Academic Affairs 07/01/16-12/31/16

Administrative Assistant I (1 full-time position)

Academic Program Development

07/01/16-12/31/16

Bookstore Clerk/Cashier (23 part-time positions)

Bookstore 07/01/16-07/01/16

Bookstore Sales Clerk (3 part-time positions)

Bookstore 07/01/16-07/01/16

Instructional Assistant – ESL (2 part-time positions)

ESL 08/29/16-12/30/16

Instructional Assistant – ESL (2 part-time positions)

ESL 07/01/16-12/31/16

Instructional Assistant – Learning Disabilities (1 part-time position)

Student Equity 06/27/16-12/15/16

Instructional Assistant – Math (2 part-time positions)

Math 07/01/16-12/31/16

Student Services Clerk (2 part-time positions)

Auxiliary Services 06/20/16-06/24/16

Student Services Clerk (1 part-time position)

Financial Aid 07/11/16-01/17/16

Student Services Specialist – International Students (1 full-time position)

ISC 07/01/16-10/27/16


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AGENDA REPORT NO. 13 SUBJECT: EXAMINATION SCHEDULE DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José Guzmán, Personnel Technician It is recommended that the Personnel Commission approve the following Examination Schedule:

Class Title Field of Competition Time

Athletic Equipment Specialist Merged Promotional & Open Competitive 3 weeks

Athletic Trainer Merged Promotional & Open Competitive 3 weeks

Budget Technician Merged Promotional & Open Competitive 3 weeks

Disabled Student Services Assistant Merged Promotional & Open Competitive 3 weeks

Warehouse & Mail Services Supervisor Merged Promotional & Open Competitive 3 weeks


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AGENDA REPORT NO. 14 SUBJECT: APPROVAL OF MINUTES DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Approval of the minutes for the following meetings of the Santa Monica College Personnel Commission:

Regular Meeting – June 15, 2016


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AGENDA REPORT NO. 15 SUBJECT: ADVISORY ITEM: APPOINTMENTS TO LIMITED TERM POSITIONS DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician The Personnel Commission is advised that the following persons have been appointed to the following Limited Term positions from certified eligibility lists pursuant to Section [7.4.3(A)] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District.

Candidate Position Department Duration* Eligible List Date

Basile, Frank Accompanist-Performance Academic Affairs 07/01/16-12/31/16 07/16/14 Berent, Richard Accompanist-Voice Academic Affairs 07/01/16-12/31/16 06/18/97

Mendoza, David Administrative Assistant I Academic Program Development

07/01/16-12/31/16 08/19/15

Abdulhafiz, Meymuna Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 12/15/04 Abel, Teneka Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 02/21/07 Ashby, Deanna Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 12/15/04 Bae, Daniel Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 04/01/13 Baskin, Patricia Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 08/20/97 Camp, Monique Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 04/01/13 Garcia, Lucy Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 03/08/99 Grau, Donald Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 06/12/12 Harge, Ronyee Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 01/16/02 Jones, Jennifer Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 07/18/11 Juarez, Jorge Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 09/04/09 Lopez Jose Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 07/18/11 Micas, Donna Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 02/21/07 Miles, Erik Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 02/21/07 Navarro, Yadira Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 04/01/13 Naylor, Marisa Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 04/01/13 Nwonwu, Vergie Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 01/23/09 Pabst, Ester Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 09/04/09 Pacheco, Wendy Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 01/23/09 Shaw, Phyllis Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 04/01/13 Thielking, Alan Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 08/26/92 Torrence, Antoinette Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 04/01/13


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Yogi, Nancy Bookstore Clerk/Cashier Bookstore 07/01/16-07/01/16 07/18/11 Exum, Ellen Bookstore Sales Clerk Bookstore 07/01/16-07/01/16 03/25/15 Kayinamura Mucy, Firmin Bookstore Sales Clerk Bookstore 07/01/16-07/01/16 03/25/15 Robles Jr., Jose Bookstore Sales Clerk Bookstore 07/01/16-07/01/16 03/25/15 Brown, Thomas Instructional Assistant-ESL ESL 08/29/16-12/30/16 10/05/12 Conte Herse, Vanessa Instructional Assistant-ESL ESL 07/01/16-12/31/16 02/08/16 Dell’Amico, Elena Instructional Assistant-ESL ESL 07/01/16-12/31/16 02/08/16 Hoch, Marilyn Instructional Assistant-ESL ESL 08/29/16-12/30/16 02/04/14 Poole, Jamie Instructional Assistant-ESL ESL 07/01/16-12/31/16 02/08/16

Chambers, Nicholas Instructional Assistant- Learning Disabilities Student Equity 06/27/16-12/15/16 05/06/16

Okonoboh, Barry Instructional Assistant-Math Math 07/01/16-12/31/16 07/11/16 Shehata, Ahmed Instructional Assistant-Math Math 07/01/16-12/31/16 07/11/16 Austin, Harald Student Services Clerk Auxiliary Services 06/20/16-06/24/16 02/03/15 Gaskill, Loretha Student Services Clerk Financial Aid 07/11/16-01/17/16 04/26/10 Graham-Howard, Kimi Student Services Clerk Auxiliary Services 06/20/16-06/24/16 04/26/10

Ventura, Jose Student Services Specialist-International Students ISC 07/01/16-10/27/16 06/22/15

*Not to exceed six (6) months or, in case of an appointment in lieu of an absent employee, is not to exceed the authorized absence of that employee. Reference Merit Rule 7.4.3 (A) –Eligibility for Appointment Limited term appointments shall be made from eligibility lists and employment lists in accordance with procedures for regular appointments.


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AGENDA REPORT NO. 16 SUBJECT: ADVISORY ITEM: APPOINTMENTS TO PROVISIONAL ASSIGNMENTS DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician The Personnel Commission is advised that the following persons have been appointed to the following provisional assignments, not to exceed 90 working days pursuant to Section 7.2 of the Rules and Regulations of the Classified Service of the Santa Monica Community College District. Candidate Position Department Duration* Abrahamyan, Levon Accompanist-Dance Academic Affairs 07/01/16-12/30/16 Brundage, Kirk Accompanist-Dance Academic Affairs 07/01/16-12/30/16 Carbone, John Accompanist-Dance Academic Affairs 07/01/16-12/30/16 Doran-Sheeran, Patrcik Accompanist-Dance Academic Affairs 07/01/16-12/30/16 Muradyan, Ruzan Accompanist-Dance Academic Affairs 07/01/16-12/30/16 Osipova, Yelena Accompanist-Dance Academic Affairs 07/01/16-12/30/16 Plotkin, Alla Accompanist-Dance Academic Affairs 07/01/16-12/30/16 Soro, Gnenemon Accompanist-Dance Academic Affairs 07/01/16-12/30/16 Sow, Malick Accompanist-Dance Academic Affairs 07/01/16-12/30/16 Walker, Frederick Accompanist-Dance Academic Affairs 07/01/16-12/30/16 Berent, Richard Accompanist-Performance Academic Affairs 07/01/16-12/30/16 Ganelis, Inna Accompanist-Performance Academic Affairs 07/01/16-12/30/16 Gerhold, Thomas Accompanist-Performance Emeritus 07/01/16-12/30/16 Nesteruk, Gary Accompanist-Performance Emeritus 07/01/16-12/30/16 Nesteruk, Gary Accompanist-Performance Academic Affairs 07/01/16-12/30/16 Windt, Neil Accompanist-Performance Academic Affairs 07/01/16-12/30/16 Basile, Frank Accompanist-Voice Academic Affairs 07/01/16-12/30/16 Ganelis, Inna Accompanist-Voice Academic Affairs 07/01/16-12/30/16 McNaughton, Joellen Accompanist-Voice Academic Affairs 07/01/16-12/30/16 Nesteruk, Gary Accompanist-Voice Academic Affairs 07/01/16-12/30/16 Windt, Neil Accompanist-Voice Academic Affairs 07/01/16-12/30/16 Thomas, Sharon Administrative Assistant I LRC 07/08/16-11/14/16 Ramos, Eugene Administrative Clerk Human Resources 07/01/16-12/01/16 Thomas, Angela Administrative Clerk Human Resources 07/01/16-12/01/16 Blair, Lauren Costume Designer Facilities 07/01/16-12/31/16 Olaoluwa, Adeola Personnel Technician Personnel Commission 07/06/16-09/30/16 Lopez, Vanessa Student Services Clerk Auxiliary Services 06/20/16-06/24/16


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Amerman, Thomas Theatre Technical Specialist Facilities 06/27/16-06/30/16 Johns, Matthew Theatre Technical Specialist Facilities 05/04/16-06/30/16 Lundin, Ayla Theatre Technical Specialist Facilities 06/10/16-06/30/16 Marchi, Alif Theatre Technical Specialist Facilities 06/22/16-06/30/16 Pound, Randall Theatre Technical Specialist Facilities 05/04/16-06/30/16 Snyder, John Theatre Technical Specialist Facilities 07/01/16-08/10/16 *Assignment ending dates may be adjusted as not to exceed 90 working days in a fiscal year


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AGENDA REPORT NO. 17 SUBJECT: ADVISORY ITEM: REINSTATEMENT LIST:

INSTRUCTIONAL ASSISTANT – ENGLISH – ELVA ORTEGA DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel

The Personnel Commission is advised that the following person is being added to a Reinstatement list as specified below:

Name List Classification Resignation Date Reinstatement Effective Dates (39 months from resignation date)

Elva Ortega Instructional Assistant – English 6/09/2016 6/10/2016 to 9/10/2019 Reference: Merit Rule 15.2.1 Reinstatement

A permanent employee who resigned in good standing may be reinstated in a vacant position in his/her former class and status within 39 months of last date of paid service. He/she may also be reinstated in a vacant position in a lower related class, if qualified, or in limited-term status in the same or lower class. Such reinstatement is discretionary with the appointing authority.


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AGENDA REPORT NO. 18 SUBJECT: RECRUITMENT AND EXAMINATION STATUS REPORT –

INFORMATION ONLY DATE: July 20, 2016 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician This item is presented for the Commission’s review—no action is required. Please see next page.


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VI. ADJOURN AT _______ P.M. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: The next regular Personnel Commission meeting is scheduled for:

Wednesday, August 17, 2016 at 12 P.M. in the Santa Monica College Board Room,

Business Building, Room 117 at 1900 Pico Blvd, Santa Monica, California.

As required by law, this agenda for the Wednesday, July 20, 2016, Regular Meeting of the Santa Monica College Personnel Commission was posted on the official District website and bulletin boards, no later than 72 hours prior to the date and time of this meeting.

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