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Personnel Specialist
California Coastal Commission
San Francisco, CA, USA
Posted on Jul 9, 2025
Job Description and Duties
- Process Personnel Action Request (PAR) forms; work with HR staff and control agencies for appropriate approvals and documentation needed for appointments, separations and miscellaneous transactions. Maintain accurate employment history records for each employee by keying into the State Controller’s Office (SCO) system in accordance with the instructions outlined in the Personnel Action Manual (PAM). Determine final compensation and appropriate benefits for employees separating from state service to ensure timely payment of wages and benefits.
- Perform salary determinations for appointments, reinstatements, transfers, demotions, punitive actions and range changes. Prepare, process and track range change documentation for all eligible employees. Calculate overtime rate, special pay, holiday pay or various leave usage using the Fair Labor Standards Act to accurately compensate employees. Calculate salary advances to issue timely and accurate pay for appropriate pay period when necessary. Process and manage garnishments and accounts receivable. Review SCO’s View Direct screen daily to verify and release or hold pay as appropriate.
- Perform a full range of difficult clerical work in the HR Section as required. Make photocopies, scan documents and print HR materials. Develop, edit and maintain various types of HR forms; including alpha roster, track logs and other personnel lists as needed and as requested by HR staff.
- Perform all required HR Section reception tasks which include but are not limited to: answering the HR phone-line, answering the front desk window, responding to questions received via the HR email box, and permitting entry for non-HR employees.
- Develop, edit and maintain the Status Report, which includes tracking the due dates and receipt of Probationary Reports, Individual Development Plans, Performance Appraisals, duty statements, offer letters, and other personnel documents that are filed in the Official Personnel Folders (OPFs).
- Process Family Medical Leave Act (FMLA), NDI and Enhanced NDI transactions, SDI payroll and leave accounting for employees in different bargaining units and excluded employees. Process FMLA and NDI claims in accordance with established laws, rules and departmental policies. Monitor employees on SDI and PFL, ensures the appropriate documentation of SDI and PFL leave, and ensures the appropriate return of employees on SDI or PFL to pay status.
- To ensure employee benefits (i.e., Health, Dental, Vision, Consolidated Omnibus Budget Reconciliation Act, and Flex Elect) are administered according to federal and state laws and guidelines:
- Review all benefit documents for accuracy by checking benefit codes, effective dates and the appropriate signatures by referring to the Benefits Administration Manual (BAM).
- Process health enrollment documents via the MyCalPERS system and forward all other benefit documents to the appropriate entities, following BAM guidelines.
- Using Tempo Software, audit timesheets for accuracy and completeness, and then submit them to SCO to interface with the California Leave Accounting System (CLAS); complete the monthly 672s for reconciliation; verify, certify and release master payroll for both positive and negative attendance, reporting to the SCO exceptions to payroll due to appointments, separations, dock and position changes; document, request and release payments for supplemental payroll (overtime, Out-of-Class, etc.); using the California Leave Accounting System (CLAS), maintain employee position and leave benefit information, updating leave balances for full-time, part-time, and hourly employees; process documentation to set up and collect on accounts receivables; calculate and request salary advances when necessary. On a monthly basis, process and track hours worked for intermittent and retired annuitants to ensure time limits are not exceeded in compliance with applicable departmental, state and/or federal laws, rules, regulations, policies and/or guidelines.
- Prepare and submit Merit Salary Adjustments and Special Salary Adjustments for intermittent employees. Reviews, interprets, and implements legislative changes, bargaining unit contract provisions, control agency manual revisions, CalHR Pay Letters and online HR Manual, SCO Payroll and Personnel Letters, and CalPERS Circular Letters. Provide assistance to office visitors at the front reception counter, if necessary.
- Update the HR bulletin board with new or updated forms, job postings, and posters.
- Checks the HR mailbox: receives, opens, date stamps, logs and distributes HR mail daily; and process outgoing mail as needed.
This is a 24 month limited-term position with the possibility of becoming permanent.
You will find additional information about the job in the Duty Statement.