POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION AGENCY: EMPLOYMENT AND ECONOMIC DEVELOPMENT DIVISION: WORKFORCE SERVICES EMPLOYEE'S NAME: Gloria Bostic CLASSIFICATION TITLE: Job Service Specialist 3 WORKING TITLE (IF DIFFERENT): State Monitor Advocate PREPARED BY: Julie Toskey EMPLOYEE'S SIGNATURE SUPERVISOR'S SIGNATURE DATE DATE =================================================================================== POSITION PURPOSE: The position performs administrative functions within the state agency to ensure that the reports of rules, regulations and laws of the Migrant and Seasonal Farmworker Program are in compliance. A statewide bilingual (Spanish/English) position that will advocate for migrant and seasonal farmworkers and the urban Chicano/Latino population for the improvement and accessibility of quality services that are quantitatively proportionate to those services provided by the Minnesota Department of Employment and Economic Development and its grantees to non-migrant Seasonal Farmworkers, or urban Chicano/Latino. The incumbent in this position serves as a liaison for the department on a state and national level regarding issues relating to the targeted population. REPORTS TO: Staff Director, MinnesotaWorks, WOTC, MSFW, Foreign Labor unit, of the WorkForce Development Division; Minnesota Department of Employment and Economic Development SUPERVISES: This position will provide leadership and training on MSFW issues to the six Migrant Labor Representatives (MLRs) in the significant and special emphasis Workforce Centers. BUDGET: CLIENTELE: DEED Commissioner, Deputy Commissioner, department employees, migrant and seasonal farmworker population, employers, growers, vendors, legislators, elected officials, media groups, community groups, advisory committees and councils, action groups, general public, U.S. Department of Labor Regional and National, staff of the State Department of Human Rights, Education, Labor and Industry, Health and Human Services and the members of the State Farm labor Coordinating Committee.

2 RESPONSIBILITY # 1 To assess federal migrant and seasonal farmworkers programs and services to comply with the federal court order and report findings as to variances and performance measures taken. Priority % of time Discretion A 20 A A. Reviews Indicators of Compliance reports for compliance level of equity indicators (desk review). B. Conducts on-site reviews of JS/ Workforce Centers which are designated as significant or special emphasis offices. A federal on-site review may consist of a monitoring team such as the state, regional, or national Monitor Advocates. C. Submit written findings of the desk and on-site review to the U.S. Department of Labor (quarterly) Regional Administrator, Commissioner and Deputy Commissioner of DEED. D. Monitor all MSFW complaints in the local offices to ensure that the complaints are being handled appropriately and timely. E. Conduct continuous review of the delivery of services and protections afforded by JS regulations to MSFWs. Including conducting frequent field visits to the areas in which MSFW's live and work. F. Research and assess trends to identify significant numbers of MSFWs activity in the workforce area. PERFORMANCE INDICATORS a. The bilingual /significant office report is completed quarterly and submitted to DEED Commissioner, Director, Supervisor, and the Regional Administrator. b. Significant and special emphasis JS/Workforce Center offices are reviewed at least once each year. c. Offices that are found with problems, deficiencies, or improper practices in the delivery of JS services and protections are informed and are required to submit a written corrective action plan. These plans are reviewed at the state level and a response is provided and submitted to the Regional Office. d. JS/Workforce Centers not meeting the U.S. Department of Labor equity or minimum services level indicators are noted and recommendations for corrective action provided. e. Complaint forms and logs are reviewed to ensure local documentation is recorded and follow up action is taken in order to satisfactorily resolve the complaint.

3 RESPONSIBILITY # 2 Represents and contributes as a DEED liaison state, local and national levels advocating for the accessibility and improvement of services for the targeted population. Provides assistance to the development and implementation of the state agency WIA Unified Plan as required by Federal Regulations. Provides assistance to significant offices in developing their local outreach plans. Advocates on issues concerning MSFWs at state and national levels. Priority % of time Discretion A 30 A A. Contributes to the development and implementation of state agency WIA Unified Plan. B. Distributes a copy of the state plan to MSFW services providers as required by federal regulation. C. Provide assistance to local JS/Workforce Centers in developing their local outreach plan. D. Monitor outreach activity reports submitted by MLRs to evaluate the effectiveness in locating MSFWs in the areas. E. Participates as a liaison at federal, state/local community meetings and committees. PERFORMANCE INDICATORS a. Planning instructions are issued and training is provided to ensure the implementation of the statewide Outreach Plan. b. Outreach plans submitted by local JS/Workforce Center offices are received and further developed as needed. c. The amount of outreach contacts performed by local JS/Workforce offices will ensure compliance. d. MSFW services providers are aware of the DEED Statewide Plan, programs and services in order to maintain an effective delivery system. e. Assists other Monitor Advocates and USDOL in developing training issues/tracks for regional and national training.

4 RESPONSIBILITY # 3 Provides technical assistance to DEED department branches, partners and other agencies on the programs and services available to MSFW and Chicano/Latino population. Priority % of time Discretion A 15 A A. To research and provide current information regarding MSFW and urban Chicano/Latino activities and issues. B. Assist other department branches in the monitoring of programs and services administered directly or indirectly to MSFWs and urban Chicano/Latino population. C. Provide information and advice on MSFWs and urban Chicano/Latino population to DEEDs department branches and partners who target programs and services to this population. D. Assist department branches and their grantees in establishing alternative language capability, and to provide interpreter/translation services to DEED. E. Provide mediation/negotiation services to MSFWs and employers who are in conflicting situations. F. Providing assistance to DEED staff and their grantees in interviewing applicants to test Spanish proficiency. G. Provide assistance for local capacity building. PERFORMANCE INDICATORS Wagner-Peyser plan renewal includes full range of supportive services for the targeted population. a. Collaboration with MSFW and targeted population service providers occur on a regular basis. b. Programs and services are provided directly or indirectly to MSFWs and the urban Chicano/Latino population is monitored. c. Brochures or other information about programs and services are available in alternative language. d. Interprets/translates, test for Spanish proficiency/reading and writing skills, are provided.

5 RESPONSIBILITY 4 Coordinates to provide technical /information learning opportunities to MLRs, the department branches, its partners and other services providers of the MSFWs and Chicano/Latino targeted population. Priority % of time Discretion A 10 A A. Conducts presentations to groups, agencies and organizations on issues regarding MSFWs and the relationship to DEED. B. Conducts a minimum of two training for the Workforce Center Managers and the MLRs of significant or special emphasis offices. One training prior to the MSFW season and the 2 nd training at the end of the season. C. Attends formal and informal meetings involving networking to continue collaboration with service providers of the targeted population. D. Performs customer interviews to obtain feedback and ascertain that the customers needs are continually evaluated and assesses. E. Assesses new DEED trends and provides alternatives when needed to meet customers needs. PERFORMANCE INDICATORS a. Customer feedback is obtained through an evaluation process (e.g., customer interviews). b. Resource information is made available, and presentations are provided as requested. c. Formal and informal meetings involving networking are conducted.

6 RESPONSIBILITY # 5 To administer the foreign labor certification grant by managing required labor certification activities so that program services are delivered promptly and efficiently to employers and their agents, employers offer prevailing wages and working conditions that will not adversely affect similarly employed U.S. workers, and prevailing wage determinations are issued and temporary labor applications are processed in accordance with federal rules and regulations. Priority % of time Discretion A 20 A A. Implement procedural and program changes promptly upon notification by USDOL. B. Coordinate and conduct housing inspections required for H-2A temporary agricultural labor applications, enter job openings into Minnesota Works and forward clearance orders to labor supply states, refer and monitor hiring of qualified job applicants, and report hiring inconsistencies to USDOL. C. Conduct prevailing wage and prevailing practice surveys for agricultural occupations for use by USDOL to process H-2A applications. D. Respond to telephone, letter and inquiries from employers, agents, Workforce Center staff, citizens, government officials and legislators requesting program and filing information and clarification of program, policies and procedures. E. Maintain web site with up-to-date program filing information and relevant links to USDOL. F. Submit activity reports to USDOL to meet federal requirements. G. Maintain good communication and positive working relationships with Minnesota-Dakota Chapter of American Immigration Lawyers Association (AILA), employer agents, USDOL Chicago National Processing Center, Minnesota s State Monitor Advocate, Migrant Seasonal Farm Worker Representatives, and DEED s Prevailing Wage Specialist in LMI. PERFORMANCE INDICATORS a. Participate in at least 95 percent of all announced USDOL teleconferences and 100 percent of scheduled webinars. b. Contact H-2A employers promptly to arrange housing inspection when notified by UDSOL that application accepted and notify USDOL within 48 hours of application receipt of application deficiencies and provide USDOL employer job order number for recruitment letter. c. Issue prevailing wage requests in a timely manner according to USDOL guidelines. d. Respond within 48 hours to 98 percent of customer inquiries.

7 RESPONSIBILITY # 6 Provide leadership and development of the Monitor Advocate function in the state of Minnesota initiative and special projects as indicated by need and assignment. Priority % of time Discretion A 5 A A. Pursue new initiatives and intra departmentally as determined for future direction B. Assess emerging trends and customer needs for policy alternatives. C. Research and provide alternative resource mobilization to meet needs. PERFORMANCE INDICATORS a. Leadership for future policies and resources is provided. b. Customer needs are continually evaluated and assessed. c. New resources will be identified and sought according to needs. d. Special projects are developed and presented.

8 RESPONSIBILITY STATEMENT Exhibits a professional demeanor at all times, including positive and effective working relationships. Complies with applicable statutes, rules, regulations and policies in order to effectively carry out the requirements of the position, and the goals of the Division and DEED. A. Completes work assignments willingly and without complaint. B. Develops and sustains productive, effective, positive relationships with staff and all constituencies. C. Possesses current knowledge of applicable statutes, rules, regulations, and policies including, but not limited to: Affirmative Action, Americans with Disabilities Act (ADA), Limited English Proficiency (LEP), and Harassment policies; Code of Ethics; Violence Prevention. D. Attends all required training and other sessions necessary to remain current in job knowledge and skills, and for growth and development purposes. E. Reports for duty as scheduled. Uses time wisely. Minimizes all types of waste, is conscious of costs. RESPONSIBILITY STATEMENT Workplace Values: Every individual is responsible for adhering to and implementing the Agency s core values while performing their job so that the working environment is supportive of and conducive to improving team and individual capabilities, productivity and quality. Each of us has accountability for achievement of the mission and vision of the department. We value one another by: Respecting each other s skills, talents, and contributions. Recognizing that all jobs are equally important and that each and every one of us plays an important role in doing the work of the group. Listening to each other and acting on that which we hear. Supporting each other during times of change. Being flexible, tolerant, and adaptable; incorporating our different styles so that objectives are achieved taking advantage of diverse methods and varying ideas. Taking responsibility to share learning and growth. Constantly seeking and being open to opportunities to improve both personal and task performance. RESPONSIBILITY STATEMENT Customer Service: You are responsible for satisfying the needs of your customers by providing quality customer service. You represent your division and the Department of Employment & Economic Development as well as the State of Minnesota.

9 Great customer service is proactive you have to actively look for ways to serve the customer. Each contact should be handled as if you have only one chance to satisfy the customer. Attitude is contagious -- is yours worth catching? DEFINITIONS Customer: Any individual in contact with you, including, but not limited to: clientele as listed on your Position Description; general public; citizens; co-workers; employees of DEED and other state agencies; and travelers. Quality Customer Service: Information/assistance that is provided in an appropriate and understandable manner with a courteous and professional approach. Such information/assistance is provided in a timely fashion and satisfies the customer s needs. A. Greet customers (both in person and on the phone) with a smile while presenting a positive attitude and pleasant image. B. Determine purpose of the visit/call. C. Provide assistance in a timely, courteous, knowledgeable and professional manner. D. Deliver technical information in a user-friendly, non-technical manner, when appropriate. E. Promptly respond to voic and messages. F. Ensure accurate, current voic messages. G. Utilize automatic reply for messages, whenever possible. H. Dress neatly and be well groomed at all times. I. Recommend improvements. J. Cultivate respect for individual differences

10 RELATIONSHIPS This position is based on a combination of factors; among them is the responsibility within the overall (MSFW) program operation and its relationship to others in the unit, department and/or state. Also included is the accessibility to state agency administrator and management levels. This position collaborates with DEED s Office of Diversity and Equal Opportunity on development and implementation of equal opportunity and nondiscrimination policy, procedure, and activities relating to WIA compliance. The position may be MSFWs primary point of contact for whom there is a need to establish positive, trustworthy relationships. These relationships must be built upon mutual trust and customer focused strategies. The position is accountable to state, regional and national federal reporting levels. Frequent communication with federal, state employees, national, regional Monitor Advocates, Workforce Center staff, One-Stop Centers nationally, LMI and Research staff, employers and MSFWs. The communication used is either telephone, s, written form or facsimile. Conducts ongoing training, coaching, direction and guidance to Migrant Labor Representatives (MLRs) by providing information on changes or updates of laws and/or provisions concerning MSFWs and the program. Consults with local managers on staffing of new or vacant MLR positions to secure qualified candidates. Actively establishes and maintains effective working relationships with departmental, regional, federal and local community based organizations. Communication is important to share/exchange information pertaining to and for resolving issues concerning MSFWs. Member of Migrant Service Providers Consortium, MAFO (national Monitor Advocate training conference) Planning Committee, Farm Labor Coordinating committee (state & federal labor law enforcement agencies). Member of Hispanos in Minnesota Conference planning committee. PROBLEM SOLVING The person in this position must have extensive knowledge of the MSFW, Chicano/Latino, their culture; traditions and language in order to interact with communicate and represent this population effectively. The person in this position must communicate effectively with all levels of authority in this and other states, and at the federal level. The position is responsible for analyzing the quality and equality of all employment services provided by the state to MSFWs. This position must be able to interpret and clarify laws, rules and regulations concerning MSFWs. The position must be able to work under the time restraints of the MSFW complaint system.

11 This position must be able to respond proactively and constructively when dealing with emergency situations or critical incidents. The position requires extensive problem solving abilities (e.g. mediation, negotiation, reducing tension between people) in order to resolve complaints/problems between employers and MSFWs. The position must be knowledgeable of local area resources to be able to immediately respond to statewide emergency natural disaster situations that affect MSFWs. This position must define and recommend corrective actions in the administration of all Employment Services when necessary. The position has the authority to handle and resolve all complaints from the targeted (MSFW) population. Extensive knowledge and experience translating Spanish to English or vice versa, both written and verbal. Considerable knowledge of agency programs, practices, as well as procedures, policies and laws. Extensive knowledge of state and federal labor laws and protections afforded to the targeted population. The position leads, instructs and motivates staff to perform their duties accurately, efficiently and courteously, in accordance with applicable state and federal laws and department policies and procedures. KNOWLEDGE, SKILLS AND ABILITIES The effectiveness of this position lies in the ability to gain the trust and acceptance of the MSFWs, the ability to communicate in Spanish fluently, having substantial knowledge and experience of farmworker activities, their culture, traditions, and genuine sensitivity to their problems/barriers they face. These are imperative to the functions of this position because without them, this valuable workforce that has made a significant economic impact in the farming communities would not be afforded an advocate/representative whom they could relate to (as mentioned above) make this position successful or meaningful for this targeted population. Establish and maintain effective working relationships at all levels of governmental departments and local community based organizations. Basic knowledge of data processing programs, statistical information for program reporting purposes. Must have considerable capability and experience in legal research and fact-finding. Strong commitment to ensure improving the quality of services provided by department programs. Strong facilitation skills to organize, plan establish goals or expectations, solve problems and evaluate results. Extensive customer service skills are necessary to achieve satisfactory customer results.

12 Ability to deal effectively and fairly with diverse populations. Ability to monitor and evaluate the delivery of department program services. A working knowledge of electronic filing /processing systems. Considerable knowledge and understanding of laws and policies related to: Affirmative Action Equal Employment Opportunity OSHA & FLSA regulations State & Federal Labor Laws Federal Migrant and Seasonal Farm worker Protection Act Human Rights Act FREEDOM TO ACT The position reports directly to the Staff Director of the Workforce Development Division. The position meets /reports informally by phone. In person, on an as needed basis as well as actively participates in regularly scheduled office staff meetings. The position functions within the boundaries established by federal and state laws, rules and regulations, DEED Mission, vision, and policies, program goals and the collective bargaining agreement appropriate to the position. The position has considerable freedom to determine what to do on any given day subject to the procedures, protocols and time constraints in federal, state law, rules and regulations as noted above. There are time restraints under the complaint system. Reports on MSFWs, complaint activity and other reports are submitted to the Regional Office. Answering general correspondence rarely requires approval.