PERSONNEL ASSISTANT 1
DEFINITION:
Under general supervision of a supervisory official in a state department, institution, or agency, may supervise a major personnel program area such as personnel research, administrative services, employee counseling and personnel services, recruitment, management assistance, personnel orientation, or employee relations; as part of a personnel program , may supervise the work activities of a unit performing employee relations tasks; or under the direction of a Personnel Officer 1 or its equivalent, acts as the Assistant Personnel Officer; or in a small institution, acts as the Personnel Officer; does other related work.
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:
May supervise operational personnel activities at an institution.
May supervise an Employee Relations Officer at the Institutional level.
In an employee relations program may supervise and conducts grievance and disciplinary reviews to ensure that established policy and procedure have been adhered to.
May supervise staff responsible for the collection of information and gathering of evidence used to substantiate claims. Provides essential professional support to the administration and evaluation of a comprehensive, uniform, and equitable personnel program for the assigned department or other organizational unit including data information management; ensures that personnel actions conform to specific aspects of the total program, with particular emphasis on implementation and enforcement.
Directs the preparation and processing of all requests for personnel action and gives professional direction to 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.
May supervise personnel administrative services including but not limited to recruitment, PMIS processing, records administration, position control, staffing, open-competitive and promotional hiring, PARs, 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.
Develops operating personnel workflow systems on an ongoing basis; analyzes personnel and other related operating problems; makes recommendations; implements them when appropriate.
Advises and instructs line managers and supervisors in the areas of employee relations and contract administration, and Merit System rules and regulations relating to resolution of grievances and disposition of disciplinary actions.
Acts as a liaison between various units of the Departments of Personnel and Treasury and other operating agencies with regard to identifying problem areas and ensuring smooth, effective workflow.
Conducts and/or reviews all reclassifications, new title requests, and reevaluations for the operating agency, assisting with reorganizations, staffing surveys, and other personnel related studies and analyses.
Provides professional and technical information and advice to executives, administrators, supervisors, and subordinates within the assigned department or other organizational unit regarding personnel and related management matters; recommends courses of action in the case of specific employee, organizational, or procedural problems or needs.
Interprets rules, regulations, procedures, policies, and standards of the Departments of Personnel and Treasury and the operating agency and labor contracts to line managers, supervisors, and members of the public who are interested parties.
Directs and may supervise the collection and preparation of statistical data for personnel and organizational management purposes.
Renders complex, critical eligibility determinations as required by a wide range of personnel actions; utilizes applicable manuals, guidelines, and directives to ensure that such determinations are correct and in accordance with Merit System rules and regulations and current department and other operating policy.
May act as hearing officer for the resolution of grievances and disposition of disciplinary actions; may represent the operating agency in conjunction with the Attorney General's office before the Office of Administrative Law in conjunction with disciplinary actions.
May supervise work operations and/or functional programs, and has responsibility for employee evaluations and for effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees.
Keeps abreast of current technical publications, trends, and developments in the general fields of personnel, office management, and operations research.
May supervise and/or prepares highly complex, computerized, clear, technically sound, accurate, and informative reports and studies containing findings, conclusions, and recommendations concerning solutions and implementation.
May supervise the maintenance of records and files.
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:
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 ; 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 used by public and private sector employers to productively meet diverse areas of responsibility 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 tools and techniques for approaching and solving daily operational problems requiring utilization of the problem analysis decision making process.
Knowledge of the problems which arise in interpreting contracts between management and employee organizations, in implementing changes and adjustments to practices, and in the mechanics of the grievance machinery.
Knowledge of the provisions of all statewide negotiated unit agreements and contracts covering employees of the assigned department after a period of training.
Knowledge of regulations, policies, procedures, organizational structures, and functions of the assigned department after a period of training.
Ability to be assertive in dealing with employers, employees, subordinates, line supervisors, and others for the purpose of securing cooperation from them in following established personnel management policy or regulations and in recommending courses of action.
Ability to act as hearing officer in the resolution of grievances and the disposition of disciplinary actions.
Ability to acquire knowledge of Merit System rules and regulations, requirements of the Department of Treasury, applicable federal regulations, EEO and Affirmative Action, and classification and compensation policies of the Civil Service Commission.
Ability to comprehend, analyze, interpret, and apply appropriate portions of the public law and related Merit System rules, regulations, policies, and procedures.
Ability to assign, evaluates, and supervises the work performance of subordinates.
Ability to review and analyze existing work procedures, evaluates their appropriateness, and recommends changes to improve operating efficiency.
Ability to conduct in-depth field and office personnel management and/or other studies needed to analyze organizational structure or determine whether sufficient justification exists for implementation of requests for specific personnel action.
Ability to investigate, analyzes, and recommends appropriate courses of action in a wide range of personnel management-related activities.
Ability to review personnel management procedures, policies, rules, and regulations and to provide technical advice on complex personnel management issues to a department's administrative, management, and supervisory staff.
Ability to analyze, interprets, and applies Title 11A rules and regulations to complex personnel management problems.
Ability to prepare detailed statistical and other reports on personnel issues with an emphasis on possible budgetary impact and/or implication.
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 a liaison with the Civil Service Commission and Treasury, or with the statewide personnel community.
Ability to establish and maintain personnel and related files containing confidential correspondence, regulations, reports, and forms.
Ability to prepare detailed, confidential correspondence dealing with complex personnel management issues or problems.
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:
