PERSONNEL ASSISTANT 1
DEFINITION:
Under the general direction of a higher level supervisory official in a state department, institution, or agency, supervises a major personnel program area such as personnel research, administrative services, employee counseling, personnel services, recruitment, management assistance, personnel orientation, or employee relations; as part of a personnel program, supervises the work activities of a unit performing employee relations tasks; or under the direction of a Personnel Officer or equivalent, acts as an Assistant Personnel Officer; in a small institution, acts as a Personnel Officer; supervises staff and work activities; prepares and signs official performance evaluations for subordinate staff; 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.
EXAMPLES OF WORK:
Supervises the work operations and/or functional programs and has responsibility for effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees.
Supervises operational personnel activities at an institution.
Supervises an Employee Relations Officer at the institutional level.
Supervises and conducts grievance and disciplinary reviews of an employee relations program to ensure adherence to established policies and procedures.
Supervises staff responsible for collecting information and gathering evidence used to substantiate claims.
Supports and oversees data information management, and administration and evaluation of a personnel program for the assigned department or other organizational unit, ensures personnel actions conform to specific aspects of the total program with particular emphasis on implementation and enforcement.
Supervises the preparation and processing of all requests for personnel actions; supervises and guides subordinates in the more complex, unusual, or otherwise difficult instances; such actions may include appointments, salary adjustments, promotions, transfers, separations, reclassifications, blanket requests, layoffs and RIFs, grievances, appeals, and a variety of other actions, each of which involves one or more of the positions assigned to or requested by the particular department or other organizational unit.
Supervises personnel administrative services including, but not limited to, recruitment, PMIS processing, records administration, position control, staffing, open-competitive and promotional hiring, Performance Assessment Reviews, affirmative action, budget analysis reporting, employee relations, Hay evaluation, health benefits, FICA, nonexcludable and excludable Unemployment Compensation and Disability, Workers' Compensation, and varied payroll functions including differing pay schedules and retroactive schedules.
Advises line managers and supervisors on employee relations, contract administration, and Merit System rules and regulations related to resolution of grievances and disposition of disciplinary actions.
Supervises recruitment efforts using modern techniques to promote state departments, institutions, or agencies.
Interviews applicants for employment, secures employment commitments, and makes recommendations in the final selection process.
Oversees recruitment and interview processes for prospective employees; develops and implements strategic recruitment and employee retention initiatives.
Oversees the new employee orientation program by providing information on department policies and employee benefits; may also assign new employees to offices and workstations.
Oversees the development and delivery of personnel-related training presentations to enhance department employees’ skills and knowledge.
Supervises staff in conducting exit interviews, reviews statistical data and other studies to determine reasons for employee turnover, and makes process improvement suggestions.
Leads the integration and optimization of applicant tracking systems (ATS) to ensure alignment with organizational hiring goals, implementing advanced configurations and custom workflows to enhance recruitment efficiency and candidate experience.
Oversees the interpretation and analysis of large datasets to generate predictive analytics, ensuring data-driven decisions regarding talent acquisition, workforce planning, and operational improvements.
Acts as liaison between various units of the Civil Service Commission and Department of the Treasury, and other operating agencies to identify problem areas and ensure smooth, effective workflow.
Conducts and/or reviews reclassifications, new title requests, and reevaluations for the operating agency, and assists with reorganizations, staffing surveys, and other personnel-related studies and analyses.
Provides professional advice and technical information to executives, administrators, supervisors, and subordinates within the assigned department or other organizational unit regarding complex personnel and related management matters, and recommends a course of action in the case of specific employee, organizational, or procedural problems or needs.
Interprets rules, regulations, procedures, policies, and standards of the Civil Service Commission and the Department of the Treasury and the operating agency and labor contracts to line managers, supervisors, and members of the public who are interested parties.
Supervises the collection and preparation of statistical data for personnel and organizational management purposes.
Renders complex and critical eligibility determinations as required by a wide range of personnel actions, utilizing applicable manuals, guidelines, and directives to ensure such determinations are correct and in accordance with Merit System rules, regulations, and current department and other operating policy.
May act as hearing officer for resolution of grievances and disposition of disciplinary actions.
Supervises creation and update of procedural instructions for personnel manuals, bulletins, and management directives.
May represent the operating agency in conjunction with the Attorney General's office before the Office of Administrative Law in conjunction with disciplinary actions.
Keeps current on trends and developments in the general fields of personnel, office management, and operations research.
Supervises and/or prepare highly complex, technically sound, and informative reports and studies containing findings, conclusions, recommendations, and solutions for implementation.
Supervises the maintenance of records and files.
Will be required to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
REQUIREMENTS:
NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.
Eight (8) years of professional experience in a personnel program of a public or private organization.
OR
Possession of a bachelor's degree from an accredited college or university; and four (4) years of the above-mentioned professional experience.
OR
Possession of a master's degree in business administration, personnel administration, public administration, management, or other related field from an accredited college or university; and three (3) years of the above-mentioned professional experience.
NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.
LICENSE:
Appointee 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 professional personnel management methods and procedures encompassing organization and staffing, recruitment and selection, job classification and evaluation, employee relations, benefits, salary administration, human resources, organizational planning and development, equal employment opportunity, and documentation.
Knowledge of Civil Service (N.J.S.A. 11A and N.J.A.C. 4A) and Merit System rules and regulations, Department of the Treasury requirements, Civil Service Commission policies, applicable federal regulations, Equal Employment Opportunity/Affirmative Action, classification and compensation, and guidelines of the Civil Service Commission.
Knowledge of problem analysis and decision-making processes for solving daily operational problems.
Knowledge of employee organization contract and grievance procedures.
Knowledge of all statewide negotiated unit agreement and contract provisions covering employees of the assigned department.
Knowledge of regulations, policies, procedures, organizational structures, and functions of the assigned department.
Ability to supervise assigned staff and plan, organize, and implement projects within the unit.
Ability to conduct interviews.
Ability to understand and carry out oral and written directions.
Ability to work effectively with others.
Ability to elicit cooperation from employers, employees, subordinates, line supervisors, and others based on established personnel management policy and regulations when recommending a course of action.
Ability to interpret employee organization contracts, clear up misinterpretations that arise between management and employee organizations, adjust practices accordingly, and implement changes.
Ability to handle grievances by following prescribed practices.
Ability to act as hearing officer when resolving grievances and for disposition of disciplinary actions.
Ability to comprehend, analyze, interpret, and apply appropriate portions of public law and related Merit System rules, regulations, policies, and procedures.
Ability to analyze current work procedures, evaluate for validity, and recommend changes to improve operating efficiency.
Ability to conduct in-depth field and office personnel management classification studies.
Ability to analyze results of management and classification studies to determine whether sufficient justification exists for implementing specific personnel actions.
Ability to investigate, analyze, and recommend an appropriate course of action for a wide range of personnel management-related activities.
Ability to provide technical advice on complex personnel management issues to a department's administrative, management, and supervisory staff based on personnel management procedures, policies, rules, and regulations.
Ability to analyze, interpret, and apply N.J.S.A. 11A and N.J.A.C. 4A rules and regulations to complex personnel management problems.
Ability to prepare detailed statistical reports on personnel issues with an emphasis on possible budgetary impact.
Ability to prepare, analyze, and revise detailed operating procedures and policies related to complex personnel issues for use in official department publications.
Ability to prepare in-depth reports on personnel management or classification studies.
Ability to research, collect, analyze, and prepare detailed materials necessary for statistical reports and other studies of a personnel or managerial nature.
Ability to serve as liaison with the Civil Service Commission and Department of the Treasury and other statewide personnel community.
Ability to establish and maintain personnel and related files containing confidential correspondence, regulations, reports, and forms.
Ability to supervise and/or prepare detailed, confidential correspondence dealing with complex personnel management issues or problems.
Ability to learn how 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, and 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 if they can perform the 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:
