Occ. Code 1441300

New York State Department of Civil Service

Classification Standard

Incumbents of positions in these classes, under direction and guidelines, perform and supervise the performance of various personnel activities such as position classification, recruitment, placement and employee services for the purpose of staffing, developing, and maintaining an adequate and competent work force. In addition, they may assist in the organization’s employee relations and staff development programs. Positions are located in most State agencies.

Under the supervision usually from a higher level personnel administrator, Senior Personnel Administrators function at the full performance level in accomplishing tasks as assigned, for the majority of their time in one or more of the following personnel functional areas: position classification; the conduct of the organization’s recruitment, examination, placement and retention activities; and the administration of employee-oriented services such as health and safety programs, employee insurance programs and employee counseling. In addition, they may perform fact-finding activities in closely related areas such as in disciplinary cases, certain grievances and human rights cases; and assist in the organization’s staff development program.

Characteristically, the basic purpose of the above activities is to build and maintain a work force that is effective in accomplishing the agency’s mission and goals within the framework of the merit system. Assignments at this level usually entail standard work procedures, processes and guidelines. The individual area of expertise usually is limited to a portion of the personnel program and rotational assignments are generally made to permit incumbents to develop a greater familiarity with the different personnel functional areas and to help facilitate a better understanding of the interrelationship of these functions. In addition to the performance of personnel activities, Senior Personnel Administrators may supervise a subordinate staff of trainees and clerical personnel.

Associate Personnel Administrators are involved for the majority of their time in the same personnel functional areas listed above and are generally responsible for a significant segment of the overall agency personnel program. Characteristically, they supervise a subordinate staff, including Senior Personnel Administrators, trainees and clerical employees, in an agency usually with more than 300 employees. Incumbents normally are required to have good knowledge of several facets of the personnel program and how they interrelate to each other. Under policy direction and guidelines, Associate Personnel Administrators operate with relative independence in planning, organizing, conducting and coordinating personnel activities to attain specific objectives. They may personally conduct personnel studies with significant agency ramifications and participate on intra or interdepartmental management committees concerned with resolving broad issues in personnel administration. In addition, they may assist in the administration of the agency employee relations program and the organizational staff development program. Typically, an Associate may be the top-level personnel position in a small agency with 200-300 employees.

Positions responsible for planning, directing and evaluating the personnel program of a major State agency are classified as Director of Personnel (Classification Standard 1443100). Positions which serve as principal assistants to a Director of Personnel in agencies of approximately 3,000 or more employees are classified as Assistant Director of Personnel (Classification Standard 1442100).

Positions having responsibility for all employee relations and staff development activities in addition to the above personnel activities and meeting the requirements of the respective standards are classified as Director Human Resources Management (Classification Standard 1445100) or Director Institution Human Resources Management. Those having responsibility for directing or administering only labor relations activities in an agency are classified in the Agency Labor Relations Representative Series. Positions having responsibility for staff development activities only are classified in specialized titles such as the Agency Training and Development Specialist Series or the Mental Hygiene Staff Development Series. Positions responsible for central guidance and control in the areas of labor relations, staff development, personnel administration and merit system administration in the Department of Civil Service and in the Office of Employee Relations, Executive Department are classified under a variety of specialized titles.

As assigned, supervises a subordinate staff of personnel administrators and clerical employees engaged in activities in support of recruiting, developing and maintaining an adequate and competent organizational work force.

• Assigns specific tasks and activities to subordinate staff.
• Provides technical guidance, direction and assistance to staff as needed.
• Periodically reviews the work of subordinates for compliance with established schedules and standards and the attainment of specific objectives.
• Evaluates individual work performance. Initiates corrective action as appropriate.
• Trains or oversees the training of new employees in the procedures and techniques required in the performance of their job. Provides needed retraining and interprets applicable laws, rules, and regulations.

May assist in developing and maintaining an organizational classification plan designed to achieve agency goals.

• As assigned, plans and administers the organizational classification program, or a specific segment thereof.
• Reviews organizational relationships and the impact of changing programs on existing positions and organizational structures.
• Conducts pertinent audits and studies, analyzes data and develops appropriate classification recommendations.
• Develops and/or reviews requests for new positions, reclassifications, reallocations, earmark releases, increased minimum hiring rates, area and shift pay differentials and related classification and compensation matters.
• Prepares or supervises the preparation of agency classification requests and supporting justifications. Confers with program staff, Department of Civil Service and Division of the Budget representatives as necessary to further explain and support classification proposals.
• Conducts or supervises the conduct of preliminary job analysis studies for given classes. Develops and analyzes detailed information on job functions to form a job-related basis for test planning. Coordinates the process with appropriate program and Civil Service representatives.
• As assigned, supervises the maintenance of a current listing of position descriptions along with job requirements.
• Reviews tentative classification standards. Coordinates with affected program staff for appropriate and timely comment.
• Conducts or supervises the conduct of classification surveys.

As assigned plans, conducts or supervises the conduct of the organizational recruitment program.

• Identifies staffing needs and hard-to-fill positions.
• Confers with agency program managers and Department of Civil Service representatives on possible actions to meet specific recruitment needs.
• May draft advertisements and select appropriate media to recruit needed eligibles.
• Establishes and maintains a working relationship with potential recruitment sources such as colleges, professional and technical organizations, high schools and vocational schools by the exchange of information. May attend conferences and address gatherings for the purpose of obtaining candidates for present and future vacancies and developing interest in careers in State service.
• Corresponds or meets with potential applicants to resolve pertinent questions on job opportunities.

As assigned, assists in developing and maintaining the agency examination program in cooperation with and under the general guidance of the Department of Civil Service.

• Reviews status of available eligible lists, current examination schedules, and existing and anticipated personnel requirements, to identify critical examination considerations. Confers with agency program managers and Department of Civil Service representatives on possible actions in resolving critical needs, such as spot recruitment or accelerated examinations.
• Drafts examination announcements, suggests minimum qualifications and examination scope using program administrators as a primary resource.
• Reviews job analysis data for a given position to evaluate appropriate knowledges, skills and abilities required. Confers with agency program managers and Department of Civil Service representatives to develop the form and scope of the examination as well as appropriate validation.
• Prepares and/or reviews possible examination questions and recommends expert examiners to the Department of Civil Service.
• Conducts or supervises the conduct of decentralized examinations as authorized by the Department of Civil Service. May serve as oral examiner or assists in the administration of oral examinations.
• May suggest rating scales designed to identify the most qualified candidates. Insures that examination materials are secure by following standard examinations security procedures and that eligible lists are properly maintained.

As assigned, supervises the administration of a number of tasks pertaining to the appointment, assignment and evaluation of personnel.

• Oversees the maintenance of a position or item control system to facilitate effective and efficient utilization of organizational staff.
• Supervises the canvass of eligible lists and arranges for appropriate program supervisory participation in employment interviews. May personally interview eligible candidates for particular positions.
• Confers with program managers, other agency administrators and Civil Service representatives to resolve questions relating to the transfer or reinstatement of individual employees.
• Maintains liaison with program managers to ascertain current and projected personnel support requirements.
• Administers reductions in staff in accordance with agency resources and priorities and within the framework of the Civil Service Law and supporting regulations and procedures.
• Supervises the preparation of personnel transactions in accordance with Civil Service Law, State Finance Law and applicable rules, regulations and directives.
• Develops and maintains effective procedures for timely probationary work evaluations and for annual employee work performance ratings and appraisals. May personally review employee evaluation reports to identify potential problems.
• May assist in the training of first line supervisors in effective techniques of performance evaluation and appraisal.
• Advises program managers, supervisors and individual employees on applicable laws, rules, directives or negotiated agreements which affect the appointment, promotion, termination or salary of employees.
• May oversee maintenance of up-to-date seniority listings for layoff and "bumping" purposes.

As assigned, supervises the administration of various employee-oriented services.

• Supervises the processing and orientation of new employees.
• Oversees the preparation and updating of the agency personnel manual and employee informational handbooks.
• Supervises the administration of employee insurance programs, survivor benefits, workers’ compensation, organizational health, safety and related programs including pre-retirement counseling.
• Oversees the administration of the time and attendance rules as modified by negotiated agreements; and pertinent leave programs such as military, educational and sick leave.
• Plans, develops and administers organizational employee recognition and award programs.
• Counsels individual employees to rectify existing or potential problem situations. May consult with concerned program staff as necessary to explore alternative solutions.
• Disseminates information on training and promotion opportunities and related programs for potential employee self-improvement. May counsel individuals on career programs and goals.

Conducts special studies designed to gather and evaluate information which may be used by management to solve a problem or to improve the agency’s personnel program.

• May conduct a survey of specific personnel practices of other agencies, private companies or other governmental jurisdictions to obtain data and identify both positive and negative features of individual practices.
• May supervise the audit of such programs as administration of attendance rules, workers’ compensation cases, performance ratings to gather specific data and evaluate it against agency needs and objectives and finally recommends or carries out appropriate remedial actions.

Under policy direction and guidelines, may assist in the administration of the employee relations program.

• Interprets terms of negotiated contracts to various agency personnel to ensure uniform understanding.
• Monitors the timely processing of grievances in accordance with established schedules.
• Conducts or supervises the conduct of pertinent background and factual data gathering on individual grievances and disciplinary matters.
• Submits recommendations as appropriate.
• May interview employee and supervisor concerned to assist in resolving grievances at the lowest possible level.
• May hear formal grievances and conduct disciplinary meetings summarizing the pertinent data and recommending solutions to management.

May be responsible for developing and supervising the organization’s staff development and training program.

• Identifies staff development and training needs through discussions with program managers.
• Explores available short-range and long-range training resources, such as orientation classes, on-the-job training, rotational assignments, and on-site and off-site formal classes. Initiates action as appropriate to obtain needed priority training resources.
• Plans, organizes, schedules and coordinates training program as needed.
• May personally conduct training sessions on given subjects.
• Reviews and evaluates effectiveness of training effort through audits of individual classes and discussions with program managers on improvements noted.

Prepares or supervises the preparation of various personnel reports and related correspondence.

May supervise the activities of a clerical unit in preparing and processing the agency’s biweekly, lag and special payrolls.

The nature of the tasks performed by incumbents in these classes requires frequent oral and written communications with program managers, agency administrators, employees at all levels, and others to identify and resolve various existing or potential personnel administration problems. Within the agency, incumbents may act as technical advisors on certain aspects of the personnel program, assist in giving interpretations of negotiated agreements to ensure common understanding, obtain background data on classification and personnel manpower needs for given programs, and may explain and support agency manpower policies and goals. Incumbents may interview candidates for vacant positions, counsel individual employees to improve problem situations, and advise employees on available employee benefits and career training opportunities. In addition, incumbents may conduct fact-finding actions in disciplinary and grievance cases, sometimes in a stressful situation.

Outside the agency, incumbents may have frequent oral and written communication with Civil Service representatives regarding personnel transactions, list certification problems, examination requirements and classification requests, in order to expedite agency priorities. There are periodic contacts with Office of State Comptroller representatives to resolve individual salary problems; and occasional meetings with other agency representatives on matters of mutual concern in personnel administration. Incumbents may have periodic oral and written communication with professional groups and various school and community organizations to further the agency recruitment program; and frequent communications with various members of the public on personnel related matters.

Senior Personnel Administrators are supervised by an Associate Personnel Administrator or a higher level administrator, who makes assignments, gives instructions and guidelines, is available for advice and assistance, and reviews periodic reports and completed work for conformance to established standards.

Some Senior level positions entail the supervision of a subordinate staff of trainees and clerical employees. The Senior provides guidance and training to the staff as appropriate, makes assignments, reviews work in progress to evaluate need for adjustments, provides additional direction and assistance as needed, and reviews completed work for appropriate quantity and quality.

Associate Personnel Administrators perform duties requiring a high level of competence in the field of personnel administration. As such, the Associate generally works under broad guidelines from a higher level administrator, usually an Assistant Director or Director of Personnel or Director Human Resources Management or Director Institution Human Resources Management. Normally, assignments are reviewed when completed, for conformance with guidelines provided, and with agency goals, policies and priorities.

Associate Personnel Administrators typically supervise and train a group of lower level administrators and supporting clerical staff. In this capacity, the Associate assigns specific projects to subordinates, gives written and oral instructions and guidelines, is available for advice and assistance, and reviews periodic reports and completed work for conformance to established standards.

• Working knowledge of the principles and practices of personnel administration, particularly as practiced under the provisions of the New York State Civil Service Law and Rules.
• Working knowledge of organizational principles.
• Working knowledge of the New York State Classification plan and assigned functional area process(es); i.e., recruitment and selection process, the placement process, and various employee services.
• Working knowledge of interviewing and counseling techniques.
• Working knowledge of pertinent provisions of New York State Civil Service Law and Rules, Military Law, the Attendance Rules, and applicable rules, regulations and directives governing the personnel function in assigned area(s).
• Basic knowledge of human behavior.
• Ability to establish rapport with agency staff and others in order to gather information about programs and jobs; and to interview, select and counsel employees.
• Ability to organize and analyze facts, and to draw logical conclusions.
• Ability to identify and resolve personnel problems.
• Ability to communicate orally and in writing for the purpose of explaining and supporting personnel requests, recommendations and actions.

As assigned:

• Working knowledge of the principles and techniques of supervision.
• Working knowledge of contractual agreements covering agency employees and of pertinent grievance and disciplinary procedures.
• Ability to effectively supervise and coordinate the efforts of others.

Additional requirements for Associate Personnel Administrator:

• Good knowledge of various functional areas in the personnel field and the interrelationship of these functions.
• Ability to provide direction and training to staff in effective personnel procedures.

Associate Personnel Administrator: One year of permanent service as a Senior Personnel Administrator.

Senior Personnel Administrator: Satisfactory completion of one year as a Personnel Administrator Trainee 2.

Reviewed: 6/02

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 above 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.