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AFFIRMATIVE ACTION OFFICER 2

Class Title: AFFIRMATIVE ACTION OFFICER 2
Bargaining Unit: Use for all Job Titles
Class Code: 073722
Education and Experience: Graduation from an accredited college or university with a bachelor’s degree and experience equivalent to substantial (five or more years of) full-time increasingly responsible professional personnel or closely related work including, at least, two years of professional affirmative action/equal opportunity experience.
 
Substitution of Education for Experience: Graduate coursework in personnel administration or other related acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years, there being no substitution for the required two years of specialized experience.

OR 

Four years of increasingly responsible professional personnel or closely related experience with the State of Tennessee including, at least, two years of affirmative action/equal opportunity experience.

 
Substitution of Experience for Education: Qualifying full-time professional experience in affirmative action/equal opportunity may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Other Requirements:

Necessary Special Qualifications: None.
 
Examination Method: Education and Experience,100%, for Preferred Service positions.

Job Overview:

Summary: Under general supervision, is responsible for professional affirmative action/equal opportunity administrative and supervisory work of average difficulty; and performs related work as required.
Distinguishing Features: An employee of this class directs internal and/or external affirmative action/equal opportunity activities in a department with a highly developed program. Characteristic of this class is the supervision of lower level personnel analysts, contract compliance officers, and others. This class differs from that of Affirmative Action Officer 1 in that incumbents of the latter have lesser supervisory responsibilities. This class differs from that of Affirmative Action Director in that the incumbent of the latter has the responsibility for development and enforcement of the affirmative action/equal opportunity program on a statewide basis.

Work Activities:

Getting Information:
  1. Collects information for the investigation of complaints of discrimination and/or harassment using interviews, documentation, and other sources to establish claim validity to ensure nondiscrimination.
  2. Collects information from internal and external sources to determine compliance with nondiscrimination rules and regulations.
  3. Collects records, reports, and other related documents to develop and update the State and Federal Affirmative Action or Title VI Implementation Plans.
  4. Collects statistical data for workforce and population demographics for analysis and reporting.

Making Decisions and Solving Problems: 

  1. Determines violation/nonviolation or seek complaint resolution of nondiscrimination policies through the investigation process.
  2. Determines subrecipient compliance with Title VI by conducting on-site reviews, assessments, or desk audits.
  3. Determines if Affirmative Action or Title VI Plan goals have been met and set new goals for program implementation.

Analyzing Data or Information: 

  1. Analyzes data, records, reports, and other related documents to effectively update State and Federal Affirmative Action Plans, Title VI Implementation Plans, or other related reports.
  2. Analyzes investigative information to make a determination of violation of nondiscrimination policies as it relates to Title VI and Title VII.

Interpreting the Meaning of Information for Others: 

  1. Interprets and explains current Civil Rights laws, rules, regulations, policies, procedures, and documentation for internal and external business partners to facilitate understanding, enhance communications, and ensure compliance.
  2. Explains a variety of current departmental, federal, and state laws, rules, regulations, policies, and procedures to the general public, persons in other departments or divisions, or outside organizations and representatives.

Resolving Conflicts and Negotiating with Others: 

  1. Reviews and assists in resolving complaints of discrimination and/or harassment.
  2. Provides Equal Employment Opportunity Counseling to help resolve internal work related issues.

Provide Consultation and Advice to Others: 

  1. Advises internal and external business partners on the appropriate application of departmental, state, and federal laws, rules, regulations, guidelines, policies, and procedures for decision making to ensure nondiscrimination compliance.

Communicating with Persons outside Organization: 

  1. Communicates with external business partners for the purposes of transmitting agency’s position statement.
  2. Testifies in court proceedings related to discrimination and/or harassment complaint investigations.
  3. Communicates Title VI compliance status to subrecipient.
  4. Communicates investigative conclusion to program director.
  5. Communicates with external business partners to facilitate outside events and programs.
  6. Communicates with outside callers and senders to ensure questions are directed to the appropriate individuals.
  7. Communicates with outside agencies for the purposes of recruitment.

Developing Objectives and Strategies: 

  1. Assists in the development and updating of State and Federal Affirmative Action or Title VI Plans by collecting and analyzing records, reports, and other related documents.
  2. Assists in establishing specific departmental goals and objectives concerning the development and implementation of Affirmative Action or Title VI Plans.

Thinking Creatively:

  1. Develops creative initiatives and activities for Diversity or nondiscrimination awareness to promote compliance with Title VI and Title VII laws, rules, and regulations.
  2. Implements new ideas to enhance Affirmative Action or Title VI Programs.
  3. Assists in the development of recommendations to improve programmatic and divisional practices and processes.
  4. Understands how the organization works, including key policies, processes, and procedures, to ensure division and departmental goals are achieved.

Evaluating Information to Determine Compliance with Standards: 

  1. Investigates complaints of discrimination and/or harassment to ensure Equal Employment Opportunity or Title VI compliance.
  2. Evaluates information from internal and external sources to determine compliance with Title VI and other nondiscrimination laws, rules, and regulations.
  3. Evaluates subrecipient Title VI activities to determine compliance with state and federal laws, rules, and regulations.
  4. Evaluates employee hiring, promotions, and termination decisions to determine compliance with state and federal Equal Employment Opportunity laws, rules, and regulations.

Monitor Processes, Materials, or Surroundings: 

  1. Monitors internal and external subrecipients and processes for Title VI compliance including environmental justice and Limited English Proficiency (LEP).
  2. Monitors the selection process, disciplinary actions, and agency policies to ensure compliance with Equal Employment Opportunity laws, rules, and regulations.

Scheduling Work and Activities: 

  1. Schedules events, programs, and activities to promote diversity and overall nondiscrimination compliance.

Documenting/Recording Information:

  1. Documents data relating to Equal Employment Opportunity, Affirmative Action or Title VI programs for reporting, analyzing, and decision making purposes.

Developing and Building Teams: 

  1. Models effective performance for co-workers to provide a role model, encourages success in others, and enhances trust.

Communicating with Supervisors, Peers, or Subordinates:

  1. Communicates with assigned supervisor to ensure accurate and timely receipt of instructions and work assignments.
  2. Communicates with officials at higher levels on situations requiring cooperation and explanation of the services and activities of the agency.
  3. Maintains an open dialogue with internal business partners to ensure effective and efficient communications.
  4. Sends notifications of special events, changes, and deadlines to internal business partners to ensure timely and accurate receipt of information.
  5. Communicates work related information to peers to facilitate teamwork and coordination of effort.
  6. Participates in staff meetings as required to provide and gather status updates for assigned workload.

Processing Information: 

  1. Compiles all data and information relating to affirmative action and equal employment opportunity to measure adherence to Affirmative Action Plan.
  2. Prepares a variety of reports to effectuate affirmative action, equal employment opportunity and overall nondiscrimination.
  3. Compiles all available information relating to complaints of Title VI to comply with nondiscrimination laws.
  4. Compiles all available information relating to complaints of discrimination and/or harassment to comply with nondiscrimination laws.

Coordinating the Work and Activities of Others: 

  1. Coordinates and plans agency activities to promote Diversity initiatives.
  2. Coordinates the preparation and distribution of required posters and other related Civil Rights policies.
  3. Coordinates meetings with Title VI Liaisons and Advisory members to promote Title VI awareness.
  4. Assists in the coordination of meetings with Affirmative Action Advisory Committee and Diversity Roundtable.

Organizing, Planning, and Prioritizing Work: 

  1. Incorporates last minute and unscheduled tasks into current workload to ensure timely and accurate completion of work.

Training and Teaching Others: 

  1. Conducts and coordinates Equal Employment Opportunity, Affirmative Action, Title VI, and Diversity related trainings.

Performing Administrative Activities:

  1. Prepares and maintains a variety of reports, files, and logs as required to ensure nondiscrimination compliance with departmental, state, and federal laws, rules, and regulations.
  2. Enters personal time and leave/overtime requests into the appropriate databases.
  3. Scans, uploads, faxes, and/or emails copies of documentation to appropriate individuals.
  4. Responds to emails, phone calls, and other correspondence.
  5. Prepares activity reports for planning and time management of personal workload and meetings.

Establishing and Maintaining Interpersonal Relationships: 

  1. Establishes and maintains relationships with Civil Rights advisory boards, committees, liaisons, and other external business partners to promote effective nondiscrimination programs and activities.
  2. Establishes and maintains relationships with external business partners to ensure Equal Employment Opportunity objectives are met.
  3. Maintains professional working relationships with peers and upper management to ensure smooth and effective team operations.

Interacting With Computers: 

  1. Uses office productivity software including but not limited to word processing programs, spreadsheet programs, presentation software, web-based programs and email, instant-messaging programs, and search engines.
  2. Uses variety of internal databases to review and retrieve data related to Affirmative Action and Title VI Programs.

Updating and Using Relevant Knowledge: 

  1. Attends agency specific training as required to ensure compliance with departmental, state, and federal laws and guidelines.
  2. Seeks self-development opportunities to increase knowledge to enhance job performance.
  3. Participates in industry specific and/or in-service training as required to ensure continual learning and current knowledge.

Competencies (KSA’s):

Competencies:
  1. Dealing with Ambiguity
  2. Integrity and Trust
  3. Perseverance
  4. Personal Learning
  5. Time Management
  6. Action Oriented
  7. Composure
  8. Listening
  9. Peer Relationships
  10. Self-Knowledge             

Knowledge:

  1. Basic knowledge of personnel and human resources policies and procedures
  2. Basic knowledge of customer service best practices
  3. Intermediate knowledge of clerical processes and procedures related to office work
  4. Intermediate knowledge of office productivity software including but not limited to Microsoft Office Suite
  5. Intermediate knowledge of Equal Employment Opportunity, Diversity, Affirmative Action, and other applicable nondiscrimination laws, rules, and regulations
  6. Intermediate knowledge of Title VI and other applicable nondiscrimination laws, rules, and regulations
  7. Intermediate knowledge of investigation principles and practices regarding discrimination
  8. Intermediate knowledge of mathematics (arithmetic and statistics)
  9. Intermediate knowledge in the development and delivery of formal training

Skills:

  1. Active Learning
  2. Active Listening
  3. Critical Thinking
  4. Learning Strategies
  5. Skill in the application of mathematics for reporting and statistical analysis
  6. Monitoring internal and external processes, programs, and grants
  7. Reading comprehension of technical reports, laws, rules, policies, and procedures
  8. Effective oral communication skills with individuals and groups
  9. Effective written communication skills through letters, reports, memos, policies, procedures, and technical documents
  10. Coordination of the meetings, programs, and activities
  11. Skill in facilitating instruction or training of individuals and/or groups on policies, processes, procedures, and technical information
  12. Service Orientation (customer focus/outreach)
  13. Complex Problem Solving
  14. Judgment and decision making quality
  15. Systems Analysis
  16. Time Management

Abilities:

  1. Deductive Reasoning
  2. Fluency of Ideas
  3. Oral Comprehension
  4. Oral Expression
  5. Inductive Reasoning
  6. Written Comprehension
  7. Written Expression

Tools and Equipment Used:

  1. Personal Computer
  2. Telephone
  3. Fax Machine
  4. Printer
  5. Copy Machine
  6. Scanner
  7. Calculator

 

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