05/17/1999 Minutes - Laserfiche WebLink

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CITY OF NORTH OLMSTED "TOGETHER WE CAN MAKE A DIFFERENCE!" CIVIL SERVICE COMMISSION MINUTES — MAY 17,1999 7:00 PM I. ROLL CALL: Chairman, Cummings called the meeting to order at 7:30pm. PRESENT Chairman, E. Cummings, Commissioners, L. Zolar, and J. Thomay. ALSO PRESENT Safety Director, T. Jenkins, and Civil Service Secretary, Donna Rote. II. DISPOSITION OF MINUTES: The minutes of April 19, 1999 Civil Service meeting were submitted for review. E. Cummings motioned to approve the April 19, 1999 Civil Service minutes as written. The motion was seconded by, L. Zolar and unanimously approved. III. REPORTS: There were I Icorrespondences received and sent. Mr. Cummings indicated he would like a review of the correspondence that had been sent to all of the Department Heads and Managers regarding qualifications needed for the secretary II positions. The secretary indicated that an e-mail was sent to all the Directors, and Managers indicating that the Civil Service office had been in contact with a testing company in California (Biddle & Associates Inc.) regarding a computer software program (OPAC). It was explained in the e-mail that the company specialized in secretarial testing programs and a synopsis of what skills and programs could be tested was included. The Directors were asked to indicate what skills or programs a secretary II in their department would need to know to perform his/her job. The secretary indicated that she had received a few responses. Building Commissioner, Conway indicated he heard that there was no longer a test given to secretary II's who wish to advance to a secretary I position. He recommended that the Commissioners pay close attention to the requirements of an entry-level secretary to help eliminate problems down the road. He also listed the secretarial skills, which are used, in his department. He further suggested that the Law Department be consulted as there had been lawsuits in the past claiming the Cities testing was prejudice. That was the main reason major firms were administering the tests. The secretary reviewed that the Building Commissioner was informed that the Civil Service Office does not govern the testing requirements or promotional requirements for secretary I's. Safety Director, Jenkins response was, the purpose of Civil Service testing is to eliminate bias and insure that "appointments and promotions in the Civil Service shall be made according to merit and fitness." He believed many of the systems for assessing performance and job descriptions needed to be reviewed for current applicability. From the description of the software program, the City benefits by: 1, input from departments as to what constitutes current practice and content in their workplace. 2, Ease and cost savings in administration of testing. 3, Cost savings for overall testing for a number of years. And 4, Test taking on computers which are the modus operandi for most, if not all, office applications involving secretaries. Data processing Director, Hannum indicated that CompUSA had Microsoft Office tests for each of their programs and that he would get information on the tests for the Commissioners .to review. Mr. Thomay inquired if the Microsoft tests were validated. The secretary suggested she was not sure and reviewed that the OPAC program was designed so that once a test is setup it could validate itself. The secretary reviewed that she still needed to work things out with the High school regarding using their computer labs for administering the test. She also suggested the OPAC program could be reviewed for 30 days, but she had not yet requested the program as she would like to wait until the Boards, and Commissions take their vacation. Thereby allowing more time for her