Occ. Code 1405500
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PRINCIPAL STAFFING SERVICES REPRESENTATIVE, M-2 |
1405500 |
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CHIEF STAFFING SERVICES REPRESENTATIVE, M-3 |
1405700 |
New York State Department of Civil Service
Classification Standard
NATURE OF WORK
These positions provide direction to one of the Sections in the Bureau of Staffing Services in the Department of Civil Service which participate in the employee selection and promotion process by planning examinations programs, administering oral and performance tests, and advising on a variety of issues concerned with the certification, appointment and status of State employees. Incumbents plan and distribute workload among subordinate units, set priorities, monitor accomplishments, and resolve difficult controversial operating problems.
CLASSIFICATION CRITERIA AND DISTINGUISHING CHARACTERISTICS
Chief Staffing Services Representatives supervise a Staffing Services Section composed of from about 10 to 20 administrative employees and a supporting clerical staff having responsibility for providing service to a number of designated New York State agencies in the areas of planning and administering an examination program, certifying eligible lists, monitoring the legality of appointments, and advising on a variety of issues concerned with the legal status of employees. One position of Chief supervises the Technical Section which is assigned projects in the development and maintenance of reporting systems, and another supervises the Policy Section which researches and recommends policy decisions and program standards relating to recruitment, selection and placement of personnel.
Principal Staffing Services Representatives are assistant Section heads, and may assume full responsibility for supervision of the Section in the absence of the Chief Staffing Services Representative. Such incumbents supervise the day-to-day activities of about three Units by planning the distribution and scheduling of work, monitoring the timeliness, and effectiveness of Unit and individual performance, training subordinate staff, and participating in conferences with officials of serviced agencies to resolve controversial issues of type and kind of examination to be scheduled, or to explain Civil Service Law, policy, practices and controls.
The duties and responsibilities of subordinate professional staff are covered in Classification Standard 1405300, Senior and Associate Staffing Services Representative.
Positions which supervise various personnel activities in an agency, such as classification, recruitment, placement and provision of employee services are classified as Director or Assistant Director of Personnel. Other positions in the Civil Service Department responsible for central guidance and control in the areas of labor relations, staff development, personnel administration and merit system administration are classified under a variety of specialized titles.
TYPICAL ACTIVITIES, TASKS AND ASSIGNMENTS
Plans, distributes and schedules examination assignments and provisional employee control activities among the units in the Section.
- Plans and directs continuing studies to assess staffing needs of agencies serviced. Keeps abreast of changes and developments in the organization and programs of serviced agencies and in occupational classes and groups.
- Based on internal information and input received from agencies, establishes long and short range goals and objectives, and monitors progress toward achieving them.
- Maintains listing of examinations needed based on the Master Examination Schedule, agency requests, reports of new classes created, and evidence of inadequacy of eligible lists and sets priorities for holding examinations.
- Sets priorities for scheduling work based on agency needs and on staff resources available.
- Monitors timeliness and effectiveness of staffs completion of assigned work. Reassigns or reschedules work as required.
- Analyzes work processes in the section for the purpose of identifying problems or bottlenecks and making changes to improve efficiency.
Directs the development of plans for the holding of examinations for agencies or classes serviced.
- Conducts conferences to resolve controversial issues involving type and kind of examinations to be scheduled.
- Reviews recruitment plans and the selection process to insure the attraction of a sufficient field of candidates, including women and members of minority groups in accordance with legal and program guidelines.
- Approves agency applications for scheduling of examinations.
- Scrutinizes plans and actions to avoid discrimination or abridgement of rights to employment and promotion opportunities.
- Directs and provides technical advice to staff on examination techniques and procedures, including job analysis. Reviews job analysis activities to insure conformance to Division and Department guidelines and goals.
- Directs the briefing of oral test panels and the observation of the conduct of oral tests. May serve as an oral test examiner when particular expertise is appropriate.
- Develops or directs the development of rating scales for evaluation of candidates training and experience.
- Controls the delegation of examination functions to agencies under the decentralized examination program. Supervises, coordinates and audits examinations decentralized to agencies.
- Reviews distribution memorandum for completeness of data and recommends pass points considering agency needs, quality of test and availability of candidates.
- Prepares response or edits staff members prepared response to candidate appeals of oral test results, or of action taken on candidate applications.
Provides supervision and guidance to units in their dealings with the State agencies in matters relating to staffing, personnel transactions and appointment procedures.
- Makes recommendations to agencies and to the Civil Service Commission concerning requested jurisdictional classification of positions.
- Explains Civil Service Law, policy, practices and controls to agency officials unfamiliar with them.
- Plans section activities in order to provide special staffing services to assist a client agency in effecting a reorganization.
- Advises agencies on layoff matters, use of preferred lists and transferability privilege of affected employees.
- Reviews recommendations to Civil Service Commission on requests for reinstatement of employees, retroactive appointments and reemployment of retirees.
- Reviews and approves or disapproves recommendations concerning appropriateness of eligible lists for one title for filling positions in a different title.
- Establishes and maintains system for monitoring provisional appointments.
- Advises agencies on Civil Service policy and procedure related to developing promotion plans and career ladders.
- Advises agencies in resolving complex personnel transaction problems, by explaining Civil Service rules and regulations.
Edits or prepares written reports, memoranda and correspondence on a variety of problem areas, including recommendations for solution, for the Civil Service Commission, Department management, governmental officials and the general public.
Performs any of the duties of Associate Staffing Services Representative as occasion demands.
Monitors Section budget expenditures and prepares periodic reports. Prepares budget requests for Section.
When assigned to the Policy Section:
- Assigns projects to subordinates involving the gathering of information from various resource documents such as Civil Service Law, bureau manuals, memoranda files, etc. for use in formulating or interpreting policy.
- Reviews and approves or changes draft policy statements prepared by subordinates and forwards to Director of Staffing Services for final review.
- Directs or participates in special projects, such as in the development of experimental oral test techniques.
RELATIONSHIPS WITH OTHERS
Chief and Principal Staffing Services Representatives have frequent oral communication and some written communication with agency Personnel Directors and program managers concerning a variety of examination, recruitment, selection and placement matters, to explain and support program policies and to resolve specific problems or proposals. Occasional communication is had with representatives of the Office of the State Comptroller and the Division of the Budget to clarify complex or sensitive issues and resolve questions concerning salaries, appointment and termination dates, vacancy control data, and approved or planned organizational changes.
In performing a variety of activities associated with examination planning, job analysis, development of minimum qualifications and clarifying the status of employees and positions, incumbents have frequent oral and occasional written communications with representatives of other functional organizations within the Department of Civil Service, particularly the Division of Testing Services and the Division of Classification and Compensation for the purpose of giving or receiving information, or to resolve problems related to job analysis and minimum qualifications. Usually the issues under consideration involve complexities such as incomplete information, agency pressures or unclear precedents which cannot be resolved by subordinate staff.
NATURE OF SUPERVISION
A Chief Staffing Services Representative is supervised by an Assistant Director of Staffing Services and usually operates under policy direction and broad guidelines within assigned area of responsibility with periodic review of completed work for conformance with established goals and priorities.
A Chief Staffing Services Representative typically supervises a staff of subordinate representatives (including the Principal Staffing Services Representative) and a supporting clerical staff, plans and organizes the work to be done, assigns specific activities and projects to subordinates, provides technical assistance and training as necessary, and reviews work in progress and on completion for thoroughness and conformance to established guidelines and schedules. As deemed necessary, certain of the above activities may be delegated to the assistant Section head, the Principal Staffing Services Representative. Within such delegation, the Principal Staffing Services Representative supervises subordinate representatives in the section.
JOB REQUIREMENTS
- Good knowledge of the procedures and policies of the Division of Staffing Services.
- Working knowledge of those sections of the New York State Civil Service Law governing personnel recruitment, selection and placement.
- Working knowledge of the organization of New York State Government and the missions of each State agency with which concerned.
- Working knowledge of the concepts underlying the job analysis process.
- Working knowledge of the theory and practice of public personnel and merit system administration.
- Working knowledge of the policies and procedures of the New York State Department of Civil Service.
- Working knowledge of policy and precedent files pertaining to personnel recruitment, selection and placement.
- Working knowledge of the principles and techniques of supervision.
- Basic knowledge of the New York State Title and Salary Plan.
- Ability to prepare a variety of correspondence, requesting information, summarizing meetings, transmitting basic information, and explaining recruitment, selection and placement determinations in a logical and convincing manner.
- Ability to conduct or participate in conferences for the purpose of gathering job or organizational information.
- Ability to identify significant factors in support of determinations, reach logical conclusions based on the development and analysis of data and to make recommendations based on these factors and conclusions.
- Ability to identify specific procedural or policy problems and to prepare draft decisions with supporting memoranda.
- Ability to effectively supervise and coordinate the efforts of others.
MINIMUM QUALIFICATIONS
Principal Staffing Services Representative
One year of permanent service as an Associate Staffing Services Representative.
Chief Staffing Services Representative
One year of permanent service as a Principal Staffing Services Representative.
Reviewed: 4/05
NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all of the work that might be appropriately performed by a class. The minimum qualifications are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.