Human Resources (Notes)

BOOK: Support SECTION: Human Resources (CHIEF NOTES) Page 1 of 3

Human Resources
(Updated through 8/7/04)

ADN/001ADMINISTRATIVE STAFF

Administrative staff consists of a Deputy Chief, a Secretary II, two Administrative Specialists, and the HR work section.
The Deputy Chief oversees responsibilities of the division.
HR Administrative Specialists report to Deputy Chief and also develop job descriptions, recruitment process, and maintain statistical databases.
HR staff consists of an HR Major, two HR Officers, a Secretary II, and a Secretary I.
For overall functions, see ADN/003 notes.

OPS/001.1PROMOTIONAL TEST QUESTION CONSTRUCTION GUIDELINES
(UPDATED 7/04)

Subject matter for tests should be derived from study material on that specific subject.
Subject matter in OCFD Standard Operating Procedures manual has precedence over other material covering the same subject matter.
Efforts will be made to eliminate distracters that are incorrect simply because they come from another source of information (correct answer will be from stated material in question).
Questions on test should be limited to terminology and procedures that would encompass job description.
Certified study material will be published once a year (in Human Resources SOP) on the first working day of July.
The Fire Chief or designee determines if new SOPs or IFSTA manuals are added to certified study material for the following year.
Updates to existing SOPs that are necessary to correct spelling and grammar or that do not change the intent or specific procedures contained in the document shall be testable.
If the intent or specific procedures are changed in an SOP, the changed/added material will NOT be testable for the remainder of the study list year.
Promotional exams given within 90 days of the release of new certified material (in July) will require that the "old" certified material be used for tests
The S.O.P. Committee shall meet prior to the month of July to review the certified study lists for possible revisions (revisions approved by Fire Chief).
Certified Study Material Committee may be appointed as Fire Chief designee to approve revisions.
Study Material Committee is made of 3 from Administration (chosen by Fire Chief) and 3 from Union (chosen by union President).
Fire Chief decides Study Material Committee chairperson.

OPS/001.2CERTIFIED STUDY MATERIAL

Certified Study Material Lists - No notes

ADN/002BUSINESS HOURS

Business hours for HR staff are Monday-Friday from 0800-1700 hours.

ADN/003HUMAN RESOURCES SUPERVISOR RESPONSIBILITIES

The Human Resources Supervisor is responsible for the overall function of the Human Resource work section.

Human Resources Job Functions
Overall functions / Coordinate/monitor health insurance
Retirements
Incentive pays (education, hazmat, emt, dive, etc.)
Career developments/promotions
Extended leave
Special assignments
Monitoring benefits
Essential functions / Recruitment of new firefighters
Assisting in selection process for new firefighters
Researching grievances/disciplinary actions
Working conditions
Salaries
Employee issues / Poison Control List updating
Preparing responses for Fire Chief's signature (complaints, inquiries, grievances)
Critical Incident Stress Management
Corporate Assistance Program
Honor Guard
Updating job descriptions (uniformed positions)
Vacancy announcements (uniformed positions)
Implementing collective bargaining agreements
Assisting in budget preparation
Development of policies and procedures
Facilitate continuing education for Human Relations, Sexual Harassment, Supervisory Training, and Conflict Management

OPS/001TEST SECURITY

The Human Resources Officer is responsible for security of written/practical exam material and assessment center material.
At the end of each day, examination/assessment material must be locked in the safe.
Material pertaining to hiring/promotions is NOT public record.

OPS/002PROTEST AND GRADE REVIEW PERIOD

Candidate must sign out a copy of the examination for review during the protest period.
The protest period for written exams will be 1pm to 5pm the day of the test and 8am to 12pm (noon) the following business day.
Protests must be submitted in writing to the Deputy Chief of Support Services or designee.
At the close of the protest period, candidates may review adjustments made by the Deputy Chief or designee.
The adjustment review period will be 1pm to 5pm the day the protest period closes and 8am to 12pm (noon) the next business day.
After the closing of the adjustment review period, test content may NOT be protested and answers may ONLY be reviewed for accuracy of grading.
During the grade review period, the candidate will receive their graded answer sheet and the grading key (on transparency).
Test scores may ONLY be given in person with a photo ID.
A small check mark is placed on the right hand corner of the answer sheet to indicate the test score has been given out.
The grading review period will be 1pm to 5pm the day the adjustment review period closes and 8am to 12pm (noon) the next business day.
After all review periods have closed, the list of academy or assessment center candidates will be published.
Review period times are subject to change.

OPS/003PROMOTIONAL TEST ORIENTATION

Items the Human Resource Officer designated to administer a written exam include: Stop watch, answer sheets, pencils, sign-in sheets, scratch paper, and master answer sheet.
If testing room is crowded, overflow may be put in a different room.
Prior to the test, all personnel will sign in and check seniority points.
The number of candidates, if known, to be promoted will be announced prior to the test.
Candidates will remain in the room for the 1 1/2 hour test period unless a unanimous vote is taken for individuals to leave the room after completion of the test (option to leave is NOT available if exam consists of multiple sessions).
Questions pertaining to the content of tests will be limited to typographical errors.
Time remaining will be posted every 5 minutes until the last 5 minutes at which time will be posted every minute.
Based on number stated in Bargaining Agreements, top scoring candidates will proceed to the assessment/academy.
Always choose the MOST correct answer.
Reference to study material found in a question is NOT part of the question.

OPS/004ASSESSMENT CENTER PROCEDURE

PromotionalAssessmentCenter times and dates are posted through the vacancy announcement or departmental memo.
An Assessment Center Orientation Workshop is given prior to each process.
On-duty personnel MAY receive granted time to complete assignments to be completed prior to assessment day.
After the promotional process, and official selection for position has been made, candidates may schedule an appointment with the Deputy Chief of Support Services to review assessment center results.

OPS/005RETIREMENTS

Retirement packets are processed by the Human Resource work section.
Retirement worksheets/checklists are available from the receptionist at Fire Admin.
An appointment should be made with Human Resources about 5 weeks prior to the effective retirement date.

OPS/006INCENTIVE PAY

Incentive pay forms, along with appropriate documentation, are required to stop/start incentive pays.
Employees who no longer meet incentive requirements are required to fill out an Incentive Pay form to STOP pay.

OPS/007FIREFIGHTER RECRUITMENT

Human Resources work section continues to recruit firefighters who exhibit intellectual, emotional, and physical attributes necessary to enhance OCFD's level of service.

OPS/008VACANCY ANNOUNCEMENTS

New vacancy announcements are produced by Human Resources at the request of the Fire Chief and/or Deputy Chief of the respective division where the vacancy exists.