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PERSONNEL SERVICES AIDE
DISTINGUISHING FEATURES OF THE CLASS
The work involves responsibility for performing a variety of paraprofessional level and specialized clerical tasks in support of civil service, personnel and employee benefit functions and activities in the Onondaga County Department of Personnel. An employee in this class utilizes a knowledge of civil service administration and personnel administration in exercising responsibility for the maintenance of a variety of personnel records, the processing of records and forms for public employees and providing advice and assistance in matters regarding salary plans, employee benefits, contractual provisions, civil service law, rules and regulations and personnel department policies and procedures. The scope of the work calls for less expertise and judgment than that required by a professional level Personnel Officer or Technician, but an employee in this class is required to exercise independence in their actions and to interpret and apply detailed instructions in following through on assignments. A critical component of this class is the contact with personnel staff in departments and agencies, appointing authorities and public sector employees to respond to questions, clarify policies, and the provision of information concerning technical matters of employment such as eligible list certification, civil service appointment and termination, employee leave benefits, salaries, minimum qualifications and other matters covering employment in government service. General supervision is received from a professional level staff member. Does related work as required.
TYPICAL WORK ACTIVITIES
Participates in the performance of the personnel function of the Onondaga County Department of Personnel by performing paraprofessional functions to assist Personnel Technicians and/or Personnel Officers in their work.
Participates in the processing of personnel transactions in the classified and unclassified service; verifies that all appointments are made in accordance with Civil Service Law and the rules and regulations as promulgated by the local jurisdiction.
Interprets and applies the provisions of County salary plans covering numerous contractual and/or County policy requirements as they relate to salary, benefits and conditions of employment for employees in County Government Service.
Maintains a variety of personnel records, including but not limited to, personnel transaction forms, roster records, application forms, certifications and eligible list maintenance, canvass letters, extended sick leave records, employee benefit records, attendance reports, training and orientation registration records and data processing printouts.
Reviews applications for position to determine if applicant meets the minimum training and experience requirements for the position.
Maintains computer record keeping systems including Genesys, CSEPS, and the Civil Service Roster System.
Processes requests for certifications from eligible lists in accordance with State and municipal laws, and the rules and regulations of the agency and by checking returned certifications to determine if conducted canvass and subsequent appointment were performed according to law, rule and regulation.
Provides appointing authorities, program managers, employees and the public, both verbally and in writing, with information on and interpretation of agency, contractual, and Civil Service rules, procedures and policies, including but not limited to, procedures for canvassing eligible lists, Civil Service and jurisdictional policies of the appointment process, policies relating to employee leave benefits and the use of benefits, the examination process, salaries, transfers, etc.
Maintains and oversees a variety of miscellaneous records, including but not limited to, lists of provisional or temporary appointments, monthly and annual reports, reports which list number of salary changes, terminations reinstatements, leaves without pay, name changes, changes in classification and provisional, temporary and permanent appointments.
Assists personnel technicians, or performs independently, tasks relating to the certification of payrolls for a specific jurisdiction by comparing roster records against a payroll document to identify and assess discrepancies.
Composes routine correspondence.
Assists in special projects as requested by the Personnel Officers or Personnel Technicians.
Assists in reception area and performs other clerical and reception duties as necessary.
FULL PERFORMANCE KNOWLEDGES SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Working knowledge of the rules and regulations of personnel administration relating to the interpretation of salary plans, terminal leave benefits, employee benefit determination, conversion of benefit leave policies, as provided by contractual negotiations and established departmental policies.
Working knowledge of the rules and regulations of civil service as applied to appointment in the public sector, promotion, probationary term, transfer, reinstatement, record maintenance, seniority credits, eligible list certification, and payroll administration.
Ability to keep a complex set of records.
Ability to operate a PC.
Ability to read and interpret written material.
Ability to establish rapport with people for the purpose of conveying and clarifying procedures, rules and regulations.
One (1) year of permanent competitive class status as a Typist II in the Onondaga County Department of Personnel: or,
One (1) year of permanent competitive class status as a Personnel Aide.
(A) Sixty (60) credit hours from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees; or,
(B) Two (2) years of clerical experience, or its part time equivalent, in a Personnel or human resource agency, the major job function of which must have been in the maintenance of personnel records and providing information about personnel policies and programs; or,
(C) An equivalent combination or training and experience as defined by the limits of (A) and (B).