Job Specification
PERSONNEL AIDE 1
DEFINITION
Under close supervision of a supervisory official in the personnel
office of a state department, institution, or agency, performs
limited, technical duties in connection with and support of one
or more various areas of the general personnel program requiring
independent application of Civil Service Commission and
Department of the Treasury rules, regulations, policies, and
procedures as applied to varying situations; does other related
duties as required.
NOTE: The examples of work for this title are for illustrative
purposes only. A particular position using this title may not
perform all duties listed in this job specification. Conversely,
all duties performed on the job may not be listed.
NOTE: Appointments may be made to positions requiring bilingual
skills.
63232C- Bilingual in Spanish and English.
SPECIAL SKILL
Applicants must be able to read, write, speak, understand, or communicate
in Spanish and English sufficiently to perform the duties of this position.
EXAMPLES OF WORK:
Performs limited technical duties in compliance with appropriate rules,
regulations, policies, and procedures.
Applies rules, regulations, policies, and procedures to personnel
actions, may seek guidance if required.
Independently consults with representatives of the Civil Service
Commission, Department of the Treasury, or other outside agencies
to exchange information, discuss problems, and develop solutions.
Works with, informs, and instructs department employees.
Keeps the supervisor and/or management informed of relevant
deadlines, changes in rules and regulations, and related
pertinent information.
Prepares and processes personnel forms with responsibility for
ensuring that all pertinent information has been included and is
accurate, ensures that rules, regulations, and procedures are
adhered to, and maintains copies that are pending Civil Service
Commission and/or Treasury approval; on approval, distributes
appropriate copies.
May provide support and/or instruct individuals engaged in
personnel support activities.
Posts personnel actions on employee including reclassifications,
changes in employee or position status, promotions, demotions,
leaves of absence, and so forth.
Assists employees in completing and processing forms and
applications relating to retirement, insurance, payroll deductions,
and record changes.
Works with all parties concerned (hospital, doctor, employee,
and supervisor) on Workers' Compensation in accord with
established procedures.
Ensures the maintenance and confidentiality of records and
files.
Keeps abreast of changes in rules and regulations and ensures
their implementation.
Operates various office machines such as adding machines,
calculating machines, and photostatic copying machines.
Drafts correspondence relating to the work unit.
Participates in the administration of the State Awards Program
for the department in such areas as suggestions, service,
retirement, and heroism.
Keeps up-to-date information on the PAR program and
participates in administering the Employee Health Benefits
Program.
When required, may do typing which does not require skill or
speed, and is expected of employees in a business office.
Works with computer terminal and assists in establishment of
systems and procedures for computerization of personnel and
payroll operations.
Receives employment applications and refers them to the
appropriate operating unit for review or files them for future
consideration.
Participates in the orientation of new employees providing
information about salary, benefits, hours of work, leave
allowances, location of employee services, and other general
information relating to the department.
Prepares probationary reports.
Maintain current and historical information on Civil Service
Commission job specifications for use of department personnel.
Prepares lists of eligible employees for promotional examinations,
reviews each application for completeness, reviews the eligibility
of each applicant, ensures confidentiality of examination results
and other records, and prepares promotional lists for certification.
Checks for the existence of applicable open-competitive lists
when requests to fill vacancies are received, notifies eligibles
of certification and requests a response in writing, coordinates
interviews with eligibles, disposes of certifications, and sends
appropriate records to the Civil Service Commission.
Receives and reviews job vacancy posting requests, prepares
job postingforms, distributes forms to appropriate divisions,
regions, and unions, and posts forms on appropriate bulletin
boards.
Provides technical support for programs and projects which
may require researching, designing, coordinating, scheduling,
conducting, reviewing, and related functions.
Reviews and, following procedures, accepts or rejects an
employee's eligibility for clothing allowance, longevity payment,
retroactive pay, and separation retroactive pay; and types and
processes the appropriate forms.
Will be required to learn to utilize various types of electronic
and/or manual recording and information systems used by the
agency, office, or related units.
REQUIREMENTS:
EDUCATION:
Completion of sixty (60) semester hour credits from an
accredited college or university.
NOTE: Applicants who do not possess the required education may
substitute experience in clerical/technical personnel work
requiring the application of rules, regulations, policies, and
procedures on a year-for-year basis with thirty (30) semester
hour credits being equal to one (1) year of experience.
LICENSE:
Appointees will be required to possess a driver’s license
valid in New Jersey only if the operation of a vehicle, rather
than employee mobility, is necessary to perform essential duties
of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of Civil Service Commission, Department of the
Treasury, and department rules as they pertain to the work of
the unit after a period of training.
Knowledge of rules and regulations of the Civil Service
Commission and Department of the Treasury concerning salary
increments, bonuses, and authorized deduction after a period of
training.
Knowledge of general office and clerical methods and procedures.
Knowledge of record keeping methods, procedures, and routines,
and their application to general personnel and payroll work,
and to personnel management work after a period of training.
Ability to comprehend, interpret, and apply rules and regulations
in accord with established, intricate procedures and policies of
the individual unit.
Ability to provide support and instruct individuals engaged in
the work of the unit.
Ability to prepare technical and confidential forms and
correspondence.
Ability to deal effectively with associates and employees of
various outside agencies.
Ability to use applicable forms properly and to perform
technical work of a varied nature.
Ability to accurately transpose and/or enter specific information
from and to various forms and documents.
Ability to assist prospective and new employees in the completion
of required forms.
Ability to maintain records and files.
Ability to comprehend changes in rules and regulations and apply
them effectively.
Ability to convey information and/or advise department employees
on pertinent aspects of the personnel function.
Ability to learn to utilize various types of electronic and/or
manual recording and information systems used by the agency,
office, or related units.
Ability to read, write, speak, understand, or communicate
in English sufficiently to perform the duties of this position.
American Sign Language or Braille may also be considered
as acceptable forms of communication.
Persons with mental or physical disabilities are eligible as
long as they can perform essential functions of the job with
or without reasonable accommodation. If the accommodation
cannot be made because it would cause the employer undue
hardship, such persons may not be eligible.
This job specification is applicable to the following title code(s) which
are different work week or work month and/or variants of the job class title: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 63232 | | S | C | 35 | 13 | N/A | A12 | - | | 63232C | Bilingual In Spanish & English | S | C | 35 | 13 | N/A | W12 | - |
This job specification is for state government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.
6/25/2016 |
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