The City of Vallejo is located in Solano County and has a population of approximately 121,000 residents. Vallejo is a rapidly changing, highly diverse community located midway between the cities of San Francisco and Sacramento. It is a friendly, active waterfront community that attracts innovative, hardworking people and takes great pride in its 148-year history and maritime heritage. Residents of Vallejo are situated to take advantage of the best of what the area has to offer. Golf, museums, performing arts, boutique shopping, brewpubs and a wide selection of restaurants are all available in Vallejo. Residents and visitors alike enjoy Vallejo's delightful historical downtown area, weekly downtown farmer's market, and beautifully restored Victorian homes and business facades. Vallejo is also home to Six Flags Discovery Kingdom, one of America's only combination wildlife, oceanarium and theme parks.
THE DIVISION
A division of the Human Resources Department, Risk Management provides a comprehensive, cost-effective and proactive approach to managing risks to support total worker health of City employees and volunteers, and safeguard the city's financial assets and property. Our mission is to enable all employees of the City to identify and manage risks associated with their activities, consistent with the strategy and objectives set forth by our leadership. By strategically managing risk we can reduce the chances of loss, create greater financial stability, and protect our resources.
The Risk Management team: Risk Manager & Safety Officer Administrative Analyst I/II, Workers Compensation (this could be YOU!) Administrative Analyst I/II, General Liability Administrative Analyst I/II, Safety Administrative Clerk I/II
THE POSITION
This recruitment is being conducted to fill one full-time vacancy. The list established by this recruitment may be used to fill future full-time, part-time, limited term, and temporary vacancies for up to one year. The Administrative Analyst classification is a generic classification used widely throughout the City.
When assigned to Workers' Compensation in the Risk Management Division, specific duties will include but are not limited to:
Receives, processes and investigates employee claims for injuries and illnesses sustained on the job
Coordinates with medical facilities and third-party administrator (TPA) in the treatment of work-related injuries
Serves as a liaison to employees, management staff, medical providers, workers' compensation attorneys and worker's compensation
TPA Serves as the primary program coordinator of the Return to Work/Modified Duty program in conjunction with the Risk Manager Streamlines and improves current workers' compensation and return to work programs
Maintains confidentiality and security of records, drafts necessary correspondence and completes all required paperwork with respect to workers' compensation and the Return to Work/Modified Duty programs
Recommends changes in the design, development and implementation of programs that impact employee safety and the reduction of injuries
Performs research on a variety of subject matters, including but not limited to workers' compensation job analyses, special (modified duty) job descriptions, and ergonomic and wellness program components
Prepares reports required for OSHA compliance.
Works with TPAs to complete the annual self-insurer's report Prepares and presents reports regarding workers' compensation claims for quarterly claims review meetings
Assists Human Resources Department with the interactive process for Reasonable Accommodations with respect to workers' compensation claims
Analyzes weekly TPA financial records statements, timesheets submitted by injured workers and payment detail reports to ensure oversight on workers' compensation program payments made by TPA Prepares settlement authorization requests to present to executive management.
Performs a diverse and wide range of health and safety-related projects and initiatives, and other duties as assigned
The ideal candidate will additionally demonstrate:
Experience administering a modified duty return to work program consistent with federal and state laws and in accordance with provisions of collective bargaining agreements
Experience handling public safety (Police and Fire) workers' compensation program preferred Possession of Workers' Compensation Claims Administration Certification (preferred but not required)
DEFINITION
To perform a wide variety of responsible and complex administrative and analytical support duties for assigned department and/or division; to oversee assigned administrative processes, procedures and programs; and to provide information and assistance to the public regarding the assigned programs and services.
Administrative Analyst I – This is the entry level class in the Administrative Analyst series. This class is distinguished from the Administrative Analyst II by the performance of more routine tasks and duties assigned to positions within the series. Since this class is typically used as a training class, employees may have only limited or no directly related work experience.
Administrative Analyst II – This is the full journey level class within the Administrative Analyst series. Employees within this class are distinguished from the Administrative Analyst I by the performance of the full range of duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the I level, or when filled from the outside, have prior experience.
SUPERVISION RECEIVED AND EXERCISED
Administrative Analyst I Receives general supervision from higher level supervisory and management staff.
Administrative Analyst II Receives direction from higher level supervisory and management staff. May exercise direct supervision over clerical and technical staff.
Examples of Duties: The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Oversee assigned administrative support functions including budget, purchasing, or other specialized department programs; direct the work activities of assigned clerical and technical personnel; prioritize and coordinate work assignments; review work for accuracy; recommend improvements in work flow, procedures and use of equipment forms.
Develop and implement operational, administrative, program, and other policies and procedures; participate in hiring assigned staff; assist in contract negotiations.
Participate in the preparation and administration of assigned budget(s); maintain and monitor appropriate budgeting controls.
Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; write reports which present and interpret data, identify alternatives, and make and justify recommendations.
Assist in the drafting and implementation of department policies and procedures.
Serve as a liaison with public and private organizations, community groups and other social organizations.
Receive and respond to complaints and questions from the general public relating to assigned area of responsibility; review problems and recommend corrective actions; prepare summary reports as required.
Participate in special projects including research of new programs and services, budget analysis and preparation, and feasibility analyses; prepare and present reports; participate in a variety of department operations.
Assist in the preparation of ordinances and other supporting program documents; prepare and monitor program grants and related proposals; monitor compliance with applicable contractual agreements.
Prepare comprehensive technical records and reports pertaining to assigned area of responsibility; conduct research and comprehensive data collection efforts to support analysis.
Maintain personnel and payroll records; process paperwork for personnel actions including new hires, terminations and promotions; coordinate recruitment process with the Human Resources Department; monitor performance evaluation dates and provide appropriate forms to staff.
Provide training in various areas to department employees including Workers' Compensation requirements, updated rules and laws, and other areas as required.
Maintain calendars of department activities, meetings and various events; coordinate activities with other City departments, the public and outside agencies; attend meetings as representative for assigned department.
Perform related duties and responsibilities as required.
Requirements:
Knowledge of:
Basic principles and practices of budget administration.
Basic methods of research, program analysis, and report preparation.
English usage, spelling grammar and punctuation.
Modern office procedures, methods and computer software and hardware.
Basic principles and procedures of record keeping.
Ability to:
Learn to interpret the policies and procedures of the assigned department.
Learn and understand the organization and operation of the assigned department and of outside agencies as necessary to assume assigned responsibilities.
Perform personnel activities with adherence to confidentiality for the assigned department.
Perform responsible administrative work involving the use of independent judgment and personal initiative.
Research, analyze, and evaluate programs, policies, and procedures.
Prepare clear and concise reports. Independently prepare correspondence and memoranda.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
To meet the essential functions and physical requirements contained in the Physical Analysis of Job Assignment attached to this specification and incorporated herein by this reference.
Administrative Analyst I:
Experience and Training Guidelines: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Some administrative and analytical experience, preferably within a local government environment, is desirable.
Education: Possession of a Bachelor's degree from an accredited college or university with major course work in public administration, business administration or a related field.
Administrative Analyst II:
Experience and Training Guidelines Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Two years of increasingly responsible administrative and analytical experience preferably within a local government environment.
Education: Equivalent to a Bachelor's degree from an accredited college or university with major course work in public administration, business administration or a related field.