Job Specification
PERSONNEL AIDE 2
DEFINITION
Under limited supervision of a supervisory official in the
personnel office of a state department, institution, or agency,
performs paraprofessional technical duties in connection with
and support of one or more various general personnel program
areas requiring the independent application of Civil Service
Commission and Department of the Treasury rules, regulations,
policies, and procedures to varying situations; may function as
a lead worker in a large unit; does related work as required.
NOTE: The definition and 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.
EXAMPLES OF WORK:
Performs complex technical duties in compliance with appropriate
rules, regulations, policies, and procedures.
Independently determines appropriate applications of specific
rules, regulations, policies, and procedures to various situations
in the unit, and instructs and advises employees in the unit when
so required.
Independently consults with representatives, 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 and
managers as required.
Keeps the supervisor and management informed of relevant
deadlines, changes in rules and regulations, and related
pertinent information.
Organizes assigned technical duties, identifies unit problems,
and recommends effective work methods.
Assists in developing procedures and routines for personnel
rules application and/or payroll work of the unit in accord with
established regulations, and recommends revisions in operating
methods as required.
Prepares and processes personnel forms with responsibility for
ensuring that all pertinent information has been included and is
accurate; ensures that all rules, regulations, and procedures are
adhered to; maintains copies that are pending Civil Service
Commission and/or Treasury approval; on approval, distributes
appropriate copies.
Oversees and instructs staff engaged in personnel support
activities, and oversees the performance of their work.
Posts highly complex 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 concerned parties (hospital, doctor, employee,
and supervisor) on Workers' Compensation and SLI cases in
accord with established procedures.
Ensures the maintenance and confidentiality of essential records
and files.
Drafts complex and detailed correspondence relating to the
work unit.
Utilizes a computer terminal and assists in establishing
systems and procedures for computerization of personnel
and payroll operations.
When required, may do typing which does not require skill
or speed, and is expected of employees in a business
office.
Oversees and/or participates in the administration of the
State Awards Program for suggestions, service, retirement,
and heroism; keeps up-to-date information on the PAR program,
and participates in administration of the State Health Benefits
Program.
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.
Maintains current and historical information on Civil Service
Commission job specifications for use of department personnel.
Prepares lists of eligible employees for complex promotional
examination announcements, reviews applications for
completeness, determines applicant eligibility, ensures
confidentiality of examination results and other records, and
prepares promotional lists for certification.
Researches the existence of applicable open-competitive lists
when requests to fill vacancies are received, notifies eligibles
of certifications and requests a response in writing, coordinates
interviews with eligibles, disposes of certifications, and sends
appropriate records to Civil Service Commission.
Receives and reviews job vacancy posting requests, prepares
job posting forms and distributes them to appropriate divisions,
regions, and unions, and posts forms on appropriate bulletin
boards.
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.
EXPERIENCE:
One (1) year of experience in clerical/technical personnel
work requiring the application of rules, regulations, policies
and procedures
NOTE: Applicants who do not possess the required education
may substitute additional experience as indicated above 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 the essential
duties of the position.
KNOWLEDGE AND ABILITIES:
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.
Knowledge of Civil Service Commission, Department of the
Treasury, and internal department rules and regulations as they
pertain to the work of the unit.
Knowledge of the rules and regulations of the Civil Service
Commission and Department of the Treasury concerning
salary increments, bonuses, and authorized deductions.
Ability to comprehend, analyze, interpret, and apply rules and
regulations in accord with established, intricate procedures
and policies of the assigned program area.
Ability to assign and instruct individuals and groups engaged
in the work of the assigned program area, and oversee the
performance of their work.
Ability to oversee the preparation and verification of varied
arithmetic calculations.
Ability to accurately prepare detailed, highly complex,
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
detailed, highly complex, technical work of a varied nature.
Ability to accurately transpose and/or enter detailed, specific
information from and to various forms and documents.
Ability to assist prospective and new employees in the
completion of required forms.
Ability to devise and implement work schedules and
procedures to meet the needs of various assignments.
Ability to comprehend complex changes in rules and
regulations, and to apply them effectively.
Ability to effectively convey information and/or advise to
others of the pertinent aspects of the assigned program
area.
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 maintain records and files.
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: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 63234 | | S | C | 35 | 15 | N/A | A14 | - |
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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