Occ. Code 1442100
ASSISTANT DIRECTOR PERSONNEL A, GRADE 62 |
1442200 |
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ASSISTANT DIRECTOR PERSONNEL B, GRADE 61 |
1442100 |
New York State Department of Civil Service
Incumbents serve as principal assistants to a Director Personnel in developing and directing the personnel program of a State agency. An Assistant Director Personnel supervises personnel administrators and clerical employees who perform specific staffing, position classification, employee services and general support activities in recruiting, developing and maintaining an adequate and competent work force.
Positions are located in most major State agencies.
Assistant Director Personnel positions are characterized by responsibility as principal assistants to a Director Personnel in aiding in the direction and evaluation of an organized agency personnel program involving three major program areas:
1. Staffing services, consisting of recruitment, examining, placement and retention activities.
2. Position classification.
3. Employee services such as employee performance evaluation, employee counseling, merit awards programs, employee insurance programs, health and safety programs, etc.
In addition, incumbents may assist in carrying out portions of the agencys employee relations program such as the handling of disciplinary cases and certain grievances and may also assist in staff development and training activities.
Assistant Directors Personnel having responsibility for all employee relations and staff development activities in addition to the above activities are classified as Director Personnel, and Director Human Resources Management. Those having responsibility for directing only labor relations activities in an agency are classified in Agency Labor Relations Representative series. Assistant Directors Personnel having responsibility for staff development activities only are in specialized titles such as the Training Technician or the Mental Hygiene Staff Development Series. There are other positions in the Department of Civil Service and in the Office of Employee Relations, Executive Department, responsible for central guidance and control in various personnel activities and merit system administration. Such positions are classified under a variety of specialized titles.
There are two levels of positions classified under the title of Assistant Director Personnel designated by use of the letters A or B. The differentiating features between these levels are the size of the agency and the range and complexity of the personnel program responsibility. Some of the factors to consider in the latter respect are the variety, number and scope of major agency programs; their impact on clientele served or on other agencies; the frequency of program changes; relationships with localities and federal government; geographic dispersal of employees; variety and number of occupational skills required; employee turnover; relationships with employee organizations; and frequency of organizational workload fluctuations.
Typically, an Assistant Director Personnel B functions in support of a personnel program of moderate complexity in an agency having approximately 3,000 or more employees. Normally, a properly classified position of Assistant Director Personnel A is found in an agency with approximately 13,000 or more employees and an active personnel program of significant complexity. More than one position at the Assistant level is supported in a few State agencies when justified by the workload.
An Associate Personnel Administrator is the next lower supervisory level in the Personnel Administration series and usually oversees the administration of a segment of an agencys personnel program, under the supervision of either an Assistant Director Personnel or a higher level administrator. In addition, an Associate may be the top level personnel position in a small agency with 200-300 employees.
Assists the Director Personnel in developing and formulating personnel policies and procedures designed to build and maintain a work force that is effective in accomplishing agency missions and goals within the framework of the Civil Service Law and Rules and agency missions and goals.
· Insures the effectiveness of communication and working relationships between the Personnel Office and other concerned activities; such as agency program and fiscal managers, various Civil Service representatives and agency staff.
· Identifies, investigates, and evaluates new ideas, techniques and practices which may be of value in personnel administration.
· Represents the Director Personnel at conferences with agency programs fiscal managers and with representatives of other agencies on both general personnel administration matters and the resolution of specific problems or proposals.
· Consults with and advises the Director Personnel on the impact of proposed or actual changes in Civil Service Law and Rules. As appropriate, reviews existing procedures to determine necessary revisions for updating and initiates corrective action.
· Conducts continuing studies of the effectiveness of the agencys personnel policies and procedures. Analyzes the results of the various personnel operations in meeting program requirements and recommends appropriate changes to meet emerging needs.
As assigned, assists the Director Personnel in directing and coordinating the agencys classification plan, recruitment program, examination program, placement and retention program, employee evaluation program, Affirmative Action programs, employee services program, and staff development and training programs and employee discipline and grievance programs.
· As assigned performs the tasks outlined in greater detail in Classification Standard 1443100 for Directors Personnel.
· May clear or supervise the clearance of fiscal requirements or restraints with agency fiscal managers and others to facilitate personnel actions.
· Responds to both routine and non-routine matters directed to the Personnel Office by agency officials, employees and others, by oral or written communications personally or by assignment to staff. These matters generally include all aspects of personnel administration.
· May review and determine personnel related inputs to computerized management information systems in order to improve the effectiveness of pertinent personnel reports.
May assist the Director Personnel by supervising the day-to-day operation of the Personnel Office.
· Plans and develops specific work projects to implement the agency personnel program. Establishes tentative starting and completion dates.
· Assigns projects and other work to personnel units. As necessary, makes assignment changes to ensure appropriate coverage of various personnel areas and to expedite priority projects.
· Reviews work progress by examining production reports, through personal observations and through discussions and meetings with unit supervisors. Investigates delays and obstacles in meeting work objectives and devises means to overcome impediments.
· Coordinates the activities of the personnel units and provides direction to the unit supervisors. Evaluates work performances to ensure consistent application of established personnel policies and procedures.
May conduct or supervise the conduct of special studies such as the development or review of staffing patterns, and man power needs for changing programs. May assist in the agencys employee relations program particularly the handling of disciplinary cases and grievances.
The activities of a Personnel Office require almost constant written and verbal communications with agency program managers and unit supervisors and with representatives of agencies such as the Departments of Civil Service, Audit and Control, the Office of Employee Relations and the Division of the Budget. Acting for the Director on frequent occasions, the Assistant Director explains and supports both in verbal and in written form personnel and agency program policies, goals and priorities in order to further needed agency requirements in areas such as classification and examinations. The incumbent may periodically address professional groups and community organizations in support of the agency recruitment programs, and represent the agency at conferences with other agency representatives on general personnel administration matters and the resolution of specific problems or proposals.
Within the agency, the incumbent assists in maintaining effective communications with program managers and others by explaining personnel policies, programs, goals and actions and by acting as technical advisor on a variety of personnel administration matters. The incumbent may consult frequently with the Director on various aspects of the personnel program and maintain sufficient knowledge of agency personnel program plans, goals and specifics to provide needed continuity in the Directors absence.
Assistant Directors Personnel perform duties requiring a very high level of competence in the field of personnel administration. They function as principal assistants to an agency Director Personnel and as such normally operate under policy direction and general guidelines. Assignments given are usually broad in scope and may include the providing of a wide range of personnel functions in support of a given major program, or substituting for the Director in his absence. Normal day-to-day personnel activities are not reviewed except within the framework of their overall contribution to the agency personnel program.
Incumbents typically supervise a staff of subordinate administrators and a supporting clerical staff. They plan and organize specific projects; make assignments, provide guidelines and assistance as appropriate and review periodic reports and completed work for conformance to established policies, priorities and standards.
· Good knowledge of the principles and practices of personnel administration particularly as practiced under the provisions of New York State Civil Service Law and Rules.
· Good knowledge of the provisions of New York State Civil Service Law and Rules and applicable laws and directives.
· Working knowledge of modern management principles.
· Working knowledge of organizational principles.
· Working knowledge of the State agencys formal and informal organization and lines of communication.
· Basic knowledge of laws, rules, policies and directives governing the State agencys relationship with other public agencies.
· Working knowledge of New York State Title and Salary Plan, the total recruitment process, the placement and retention process, EEOC requirements and various employee services.
· Working knowledge of the principles and techniques of supervision.
· Working knowledge of agency fiscal practices, requirements and restraints affecting the personnel operation.
· Basic knowledge of human behavior.
· Ability to organize and analyze information gathered for the purpose of developing recommendations and/or making decisions.
· Ability to establish rapport with agency staff and others in order to get information about programs and jobs; and to interview, select and counsel employees.
· Ability to prepare detailed and complex correspondence for the purpose of explaining and supporting the agencys personnel and/or program decisions and recommendations.
· Ability to identify and resolve personnel problems.
· Ability to effectively supervise and coordinate the efforts of others.
· Ability to orally present and support personnel and organizational requests and plans.
Assistant Director Personnel A one year of permanent service in a personnel administration position at Grade 23 or above.
Assistant Director Personnel B one year of permanent service in a personnel administration position at Grade 18 or above.
Reviewed: 11/02
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.