TENTATIVE

Occ. Code 1446100

New York State Department of Civil Service

Classification Standard

BRIEF DESCRIPTION OF CLASS SERIES

Positions in this title series are responsible for planning, developing, directing, and evaluating the personnel and labor relations program of a State-operated institutional facility and/or hospital, and for participating with the top level administrators of the facility in human resource policy formulation at the local level.  In this capacity, Directors Institution Human Resources Management  supervise professional and clerical staff in each of the various subordinate functional areas in human resource management so as to ensure that a facility recruits and retains a competent workforce that is properly deployed and fully utilized to achieve its goals and objectives and that harmonious relations are maintained with employees and employee organizations.

These positions are classified at the the Offices of Mental Health (OMH) and Mental Retardation and Developmental Disabilities (OMRDD), and at the Veterans Homes operated by the Department of Health (DOH).  All incumbents perform various duties and functions in conjunction with the overall operation of a facility and/or location to which they are assigned.

DISTINGUISHING CHARACTERISTICS

DIRECTOR INSTITUTION HUMAN RESOURCES MANAGEMENT 1:  management position responsible for directing an organized personnel management and labor relations program at a facility with less than 800 employees.

DIRECTOR INSTITUTION HUMAN RESOURCES MANAGEMENT 2:  management position responsible for directing an organized personnel management and labor relations program at a facility with more than 800 employees, or managing the human resources program for more than one facility, regardless of those facilities aggregate size.

RELATED CLASSES

Directors Human Resources Management 1-6, are management positions responsible for formulating an agencys overall personnel, labor relations, and staff development policy.  Incumbents are responsible for implementing such policy and for directing all activities in these functional areas, and as such, provide policy direction to subordinates working in each of the functional areas of responsibility, to ensure that the agency recruits, develops, and maintains a competent workforce of adequate size to achieve its goals and objectives.  Positions are classified based upon several factors, including range and complexity of program, size of agency, and reporting relationship between Director positions and position supervisors.  

Agency Labor Relations Representatives are responsible for administering the various negotiated contracts and labor-management agreements.  Incumbents assist and may participate in the administration of disciplinary procedures and in the administration of contract and non-contract grievances; participate in agency-level labor-management meetings; and may assist in the conduct of contract negotiations. 

ILLUSTRATIVE DUTIES

DIRECTOR INSTITUTION HUMAN RESOURCES MANAGEMENT 1

Plan, direct, and evaluate a facility's human resource program.

·        Participate with the Deputy Director for Institution Administration by recommending policies governing the program.

·        Represent the agency either personally or through subordinate staff on all matters related to the personnel and labor relations programs.

·        Identify goals and objectives of the program in consultation with subordinate staff specialists.

·        Evaluate the efficiency and effectiveness of the human resource program by measuring achievements and outputs against specific goals and achievements of other human resource programs.

Within the framework of the Civil Service Law and the policies of the Division of Classification and Compensation, develop and maintain a facility's classification plan.

·        Maintain a complete inventory of position descriptions and job requirements.

·        Review organizational relationships and the impact of changing programs to identify classification and staffing implications.

·        Supervise and develop procedures for gathering job information by conducting job audits, through observing ongoing facility programs and activities, and conferences with supervisory and management staff, etc.

·        Within the guidelines issued by the Department's central personnel staff, supervise and develop procedures governing the submission of requests to the Division of Classification and Compensation for new positions and for changes in title and salary for existing positions.

·        Serve as an advisor to the administrative deputy director in all matters relating to staffing and appropriate titles, salaries and job requirements.

·        Direct and coordinate a facility's recruitment program.

·        Supervise an ongoing program of identifying staffing needs; as part of the development of a human resource plan, assesses staffing implications of new or expanding treatment programs; project needs for staff over next year through assessment of attrition statistics such as retirements, resignations, transfers, etc.

·        Identify and develop sources of qualified job applicants to meet expected needs; establish ongoing relationships with local business, community, and State organizations, colleges and universities that may be sources of qualified applicants; reach out to particular organizations that might be a source of qualified minority group applicants.

·        Utilize particular recruitment techniques such as newspaper and journal advertising; attendance at high school and college career days, attendance at professional meetings, to attract qualified applicants to facility jobs.

·        Maintain a reference file of qualified applicants for future reference.

·        Correspond with potential applicants and organizations which might prove useful in providing interested candidates for hard-to-fill positions.

·        Attend conferences and may address professional, administrative, or technical organizations for the purpose of obtaining candidates for present or future vacancies.

Develop and maintain a facility's examination program under the guidelines and necessary legal requirements of the Department of Civil Service.

·        Supervise and develop procedures for the purpose of analyzing jobs and determining the skills, knowledges and abilities for which testing devices must be developed.

·        Supervise the administering of continuous recruitment Civil Service examinations, decentralized by the Department of Civil Service and the Central Personnel Office to the Facility Personnel Office; schedule  examinations; notify applicants; accept and process applications; conduct examinations; and maintain proper security measures relating to examination materials.

·        Provide information on tasks, activities, skills, knowledges and abilities to the central personnel staff to be used in developing the form and the scope of an examination and a validation program.

·        Prepare and/or review examination questions or recommend expert examiners to the Department of Civil Service.

·        Serve as an oral examination panel member as requested by the Department of Civil Service.

·        As authorized by the Department of Civil Service, direct the conduct of decentralized examinations.

Develop procedures for the appointment and assignment of personnel and for their work performance evaluation.

·        Supervise and develop procedures for canvassing eligible lists, interview eligible candidates to determine suitability for positions, and arrange for participation of program managers and unit heads in employment interviews.

·        Develop effective procedures for the review of probationary work performance and for the annual work evaluation ratings and appraisals.

Direct and coordinate personnel activities as part of a facility's Affirmative Action Program in cooperation with a facility's Affirmative Action Officer.

·        Evaluate program needs in relation to any imbalance in the workforce.

·        Supervise and develop procedures for surveying the agency workforce, identify racial and sex imbalances, evaluate the cause of such imbalances, and actively pursue an intensive recruitment program to correct deficiencies.

Using central personnel office guidelines, provide for the effective administration of a number of employee oriented services.

·        Supervise the administration of the employee insurance program, the merit award program and agency health and safety programs.

·        Develop procedures to ensure effective communication of all personnel services to employees.

·        Supervise or conduct a job adjustment and pre-retirement counseling program.

Utilizing the guidelines and advice of the central office labor relations specialist, conduct a facility's employee relations program, the major components of which are conduct of negotiations, contract administration, administration of both discipline and grievance procedures and an organized program of labor management committees.

• Participate as a member of management's team or chairs the team in negotiating terms and conditions of employment at the local level involving matters pertaining to employment at the facility and not discussed at Statewide negotiating sessions.
• Consult with a department's central office labor relations specialists and top level facility administrators and managers to determine appropriate responses to contractual demands.
• Personally present responses to demands at facility negotiation sessions in a logical and convincing manner.
• May present management demands, supporting them both orally and in writing in a logical and convincing manner.
• In agency level negotiations make agreements with employee organizations within the framework of policy direction.

Direct and coordinate a program in properly administering the terms and conditions of employment as outlined in the Statewide contractual and local agreements with employee organizations.

• Provide information and assistance both orally and in writing to supervisory personnel and management/confidential personnel to ensure the proper administration of negotiated contracts.
• Interpret terms of agreements to management.
• Confer with supervisory staff of a facility to ensure that agreements are being uniformly administered, to obtain feedback on problems directly resulting from such agreements, and to avoid misunderstandings that might lead to employee dissatisfaction and grievances.

Under policy direction and guidelines issued by a department's central staff of labor relations specialists and within the terms of contractual agreements, administer the disciplinary and grievance programs.

·        Establish and promulgate procedures to deal with such matters in a prompt, efficient, and equitable manner.

• Either personally or through subordinate specialists, provide training for all supervisory and management personnel in the specific procedures and techniques to be used in implementing the programs.
• Either personally or through staff specialists, provide the necessary supporting staff to assist in processing cases.
• May act for the facility director in all stages of either process.
• Conduct a program of identifying potential problems and direct remedial action.

DIRECTOR INSTITUTION HUMAN RESOURCES MANAGEMENT 2

Perform all of the same duties and functions as a Director Institution Human Resources Management 1, but in facilities that have more than 1,000 employees, or where the position is charged with managing the human resources program for more than one facility, regardless of those facilities aggregate size.

MINIMUM QUALIFICATIONS

DIRECTOR INSTITUTION HUMAN RESOURCES MANAGEMENT 1

Promotion: one year of permanent competitive service as an Associate Personnel Administrator or Agency Labor Relations Representative 1. 

DIRECTOR INSTITUTION HUMAN RESOURCES MANAGEMENT 2

Promotion: one year of permanent competitive service as a Director Institution Human Resources Management 1, Assistant Director of Personnel B, or Agency Labor Relations Representative 2; or two years of permanent competitive service as an Associate Personnel Administrator or Agency Labor Relations Representative 1.

Date:  3/09

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.