TENTATIVE

Occ. Code 1487100

 

AFFIRMATIVE ACTION ADMINISTRATOR 1, GRADE 18	1487100
AFFIRMATIVE ACTION ADMINISTRATOR 2, GRADE 23	1487220
AFFIRMATIVE ACTION ADMINISTRATOR 3, GRADE 25	1487200
AFFIRMATIVE ACTION ADMINISTRATOR 4, M-2	1487400
AFFIRMATIVE ACTION ADMINISTRATOR 5, M-3	1487500

 

New York State Department of Civil Service

 

Classification Standard

 

 

BRIEF DESCRIPTION OF CLASS SERIES

 

Positions in this series develop, implement, evaluate and monitor affirmative action, diversity management, and equal employment opportunity programs including requests for reasonable accommodation under the American with Disabilities Act and Human Rights Law. Positions may also develop, implement, evaluate and monitor Minority and Women Business Enterprise programs.    Positions may perform one or more functions in support of these programs, including sexual harassment and discrimination prevention, cultural awareness, compliance programs for an assigned agency or a group of facilities.  They may also perform one or more of these functions in support of agency programs, such as the Apprenticeship Training programs administered by the Department of Labor.   Positions in this series may serve as directors or assistant directors of diversity and equal opportunity management programs.  As such, they direct and oversee the development, implemention, and evaluation of affirmative action initiatives, equal employment opportunity programs and manage diversity of a State agency.

 

Positions in this series are found in most State agencies.  They report to higher level positions in this series, to exempt Directors of Affirmative Action, or to the agency head or designee thereof.

 

DISTINGUISHING CHARACTERISTICS

 

Positions in these classes are characterized by responsibility for a variety of activities in three major program areas:

 

1.      Affirmative Action, which consists of special recruitment efforts for protected class members (minorities, women, persons with disabilities and Vietnam-era veterans) and other activities to increase representation and remove barriers that limit the professional development of protected class members.

 

2.      Equal Employment Opportunity, which consists of activities to ensure an agencys compliance with federal and State equal employment laws and guidelines with regard to all personnel practices, policies and procedures.

 

3.      Diversity Management, which consists of activities to promote an inclusive, respectful and equitable work environment by assessing organizational culture and barriers to diversity; planning and implementing initiatives to create positive organizational changes conducive to diversity; and developing policies that maximize the potential of all employees to increase productivity and organizational effectiveness.          

Factors in determining the level of positions in this series include supervisory and management responsibilities; the range and complexity of duties assigned (such as developing cultural competency, providing access to services and overseeing compliance with federal mandates and regulatory requirements), the size of the agency, facility, or group of facilities; geographic disbursement of employees; the number of internal and external programs and programmatic activities; the level of function; and involvement in providing services identified above to one or more program areas.

 

AFFIRMATIVE ACTION ADMINISTRATOR 1:  performance level; typically assigned to activities which facilitate and monitor compliance of human resource activities, overall employment conditions, training, and career opportunities of protected classes within an agency's workforce.  Positions may also have responsibility for performing minority business, compliance and/or personnel activities and tasks appropriate to the Grade 18 level. In those cases, positions are classified based on their predominant assignment.

 

AFFIRMATIVE ACTION ADMINISTRATOR 2: direct the diversity and equal opportunity program for an agency with less than 1,000 full-­time employees or serve as a unit head, be responsible for an agency's work­force affirmative action program in a large agency program that has been functionally or geographically divided. When serving as a unit head, positions at this level typically supervise one or more professional positions assigned full-time to the unit or program.  When functioning as technical specialists, Diversity and Equal Opportunity Administrators 2 may be non-supervisory with independent responsibility for administering one or more major internal and/or external equal employment opportunity and diversity programs.  Incumbents may conduct training sessions on applicable State and federal mandates. 

 

AFFIRMATIVE ACTION ADMINISTRATOR 3: direct the diversity and equal opportunity programs for an agency or group of facilities with between 1,000 to 4,500 full-time employees; or serve as an overall assistant director to a higher level position that serves as Director of the program or manage and direct two or more well developed equal employment opportunity and diversity programs, as indicated by the full-time assignment of at least two professional employees.  This may include providing guidance, monitoring, and other services for large agency programs to ensure compliance with equal opportunity, human rights, and other relevant laws, rules and regulations.

 

AFFIRMATIVE ACTION ADMINISTRATOR 4: direct the diversity and equal opportunity programs for an agency with more than 4,500 full-time employees; or serve as an overall assistant director to a Director of Affirmative Action Programs, Deputy Commissioner, or other higher level position functioning as Director of the program; or direct the Statewide administration of three or more well developed equal employment  and diversity programs for an agency, facility or external agency program, private sector employer or contractor.  Positions at this level supervise other professional positions.

 

AFFIRMATIVE ACTION ADMINISTRATOR 5:  direct the largest diversity and equal opportunity programs which may include considerable responsibility for the provision of these services to one or more major agency programs and private sector employers and contractors to ensure compliance with relevant law, rules, and regulations, as well as to the agency itself.

 

RELATED CLASSES

 

Minority Business Specialists promote and facilitate the utilization of minority businesses and not-for-profit organizations to provide goods and services to State and local agencies and publicly-funded projects and programs.

 

Compliance Specialists inspect job sites and monitor employer records to determine the compliance of contractors, consultants, unions, and other organizations receiving public funds for goods and services with rules, regulations and statutes regarding the employment of protected classes.

 

ILLUSTRATIVE DUTIES

 

AFFIRMATIVE ACTION ADMINISTRATOR 1

 

Assists in preparing, analyzing, and monitoring the agency's affirmative action plan.

 

·        Gathers, analyzes, and evaluates data about the composition of the agency workforce, especially about the representation of protected class employees in the agency workforce.

 

·        Determines underutilization and assists with developing programs to meet the needs of problem areas.

 

·        Assists in developing and revising policies, procedures, and guidelines.

 

·        May assure that the plan is disseminated to staff and meets with employees, supervisors, and program managers to explain the plan and answer questions.

 

·        Prepares reports or sections of reports and performs related activities.

 

 

Investigates and resolves or reports to a higher level position on discrimination complaints and informs complainants of their rights and options available to pursue such complaints.

 

·        Reviews all internal and external (from Division of Human Rights [DHR] or Equal Employment Opportunity Commission [EEOC]) discrimination complaints.

 

·        Interviews complainant and other relevant personnel.

 

·        Discusses investigation with relevant agency managers.

 

·        Writes investigation report and recommendations.

 

·        Notifies complainant and respondents of investigation findings.

 

·        Interacts with legal staff to develop formal responses to external complaints.

 

·        Works with legal staff, managers and human resources staff to develop settlement agreements.

 

·        Meets with supervisors, managers and executive staff to discuss recommendations resulting from discrimination investigations.

 

·        Participates in legal proceedings against the agency by giving depositions, writing affidavits, serving as a witness, and performing related tasks.

 

Works with the Human Resources Management or Personnel Office in the agency's recruitment, examination, training, and career opportunity program.

 

·        Participates in examination planning conferences to assure that examinations and qualifications are not unduly restrictive and do not have adverse impact on protected classes.

 

·        Reviews minimum qualifications for new and existing positions to ensure qualifications that meet legal standards for Bona Fide Occupational Qualifications.

 

·        Reviews and makes recommendations about agency personnel practices, policies, and procedures.

 

·        Conducts outreach and recruitment activities and publicizes employment opportunities to increase diversity within the agency.

 

·        May maintain a resumé file of protected class candidates.

 

·        Develops goals and strategies emphasizing programs for pre-entry, (i.e., recruitment, apprencticeship) entry, and promotional titles for the workforce.

 

·        Develops and conducts training programs for supervisors, managers, and employees to inform them about affirmative action, equal opportunity, and diversity programs and relevant laws.

 

·        Assists personnel staff in analyzing organizational structures, title series, and career options to determine and implement changes to improve career mobility for protected classes.

 

·        Monitors and conducts exit audits for employees leaving the organization.

 

·        May develop and conduct sexual harassment and/or discrimination prevention training.

 

·        May review requests for religious acccommodations and make determinations and/or recommend actions.

 

 

Participates in the agencys Americans with Disabilities Act and Reasonable Accommodations programs.

 

·        Communicates with employees by telephone and e-mail about the agencys reasonable accommodation policies and procedures.

 

·        Reviews requests for reasonable accommodation from employees and prospective employees.

 

·        Discusses with supervisors the feasibility of granting reasonable accommodation to staff members.

 

·        Requests and reviews medical documentation.

 

·        Consults with Occupational Health and Safety and Employee Benefits staff to determine availability of ergonomic furniture, and benefits which may be used to obtain needed equipment.

 

·        Conducts research regarding certain disabilities or relevant technologies as needed.

 

 

 

·        Approves or denies requests and arranges for special equipment and other accommodations needed by employees with disabilities to perform their jobs.

 

·        Provides information supporting agency determinations made in the event of appeal.

 

·        Performs periodic review of disability/reasonable accommodation plans to ensure agency is adhering to its commitments.

 

·        Reports on agency disability/reasonable accommodation compliance.

 

·        May coordinate the agencys utilization of the 55 b/c programs to increase the number of persons with disabilities in the agencys workforce.

 

·        May serve as the agencys disability/reasonable accommodation liaison to other State agencies and local districts.

 

Coordinates, monitors and reviews affirmative action activities for program offices, regional offices, and facilities of the agency, including determining compliance or non-compliance and making recommendations and developing and implementing strategies for improvement.

 

Assists in reviewing new or revised rules, regulations, and statutes to determine impact on affirmative action activities.

 

Gathers and compiles data and information and prepares State and federal reports and records.

 

Participates in meetings with community groups, businesses, unions, professional organizations, and others to explain and promote diversity and equal opportunity activities. As assigned, may perform a combination of tasks and activities described in the Classification Standards for Minority Business Specialist 1 and/or Contract Compliance Specialists 1.

 

AFFIRMATIVE ACTION ADMINISTRATOR 2, 3, AND 4

 

Directs and performs the activities described for Diversity and Equal Opportunity Administrator 1.

 

Supervises subordinate staff.

 

·        Interviews and selects employees for appointment in the program.

 

·        Plans work schedules, projects, and audits and assigns staff.

 

·        Trains staff and provides periodic retraining as programs or the mandates governing them change.

 

·        Evaluates staff performance to assess strengths and weaknesses, determine training needs; and counsels individuals about per­formance standards and how to meet them.

 

·        Reviews work activities and reports and assists staff in resolving problems and developing alternative actions or solutions to problems.

 

·        Interprets laws, rules, regulations and policies for staff and assures that staff comply with them.

 

As the director of diversity and equal opportunity programs for an agency, an incumbent:

 

·      Directs the equal opportunity, affirmative action and diversity initiatives.

 

·      Determines short and long-term work schedules and program priorities and assigns staff to meet plans and program needs.

 

·      Reviews staff work for adherence to policies, statutes, and program requirements.

 

·      Reviews and approves staff recommendations for sanctions.

 

·      Reviews and approves staff recommendations for instituting or revising procedures, policies, reporting formats and requirements, manuals, work operations, and program goals.

 

·      Interprets laws, rules, regulations, and policy for staff and others governed by the agency's affirmative action programs.

 

·      Evaluates program operations to determine strengths and weaknesses and develops and implements revisions to improve program effectiveness.

 

·      Prepares budget estimates for each of the programs.

 

Meets with executive staff to explain the affirmative action programs, the impact on agency programs and operations, and obligations and strategies for meeting goals and requirements.

 

Coordinates diversity and equal opportunity activities in the agency's main office, regional offices, and facilities.

 

Plans, develops, and monitors the agency's affirmative action plan and programs.

 

·        Prepares the affirmative action plan, including periodic reviews, revisions, procedures, guidelines, manuals, etc.

 

·        Identifies and analyzes areas of underutilization of protected class members, establishes goals, timetables, and strategies for meeting them, and meets with affected supervisors and program managers to advise them.

 

·        Prepares periodic reports of program activities for the agency and for regulatory agencies.

 

·        Designs, prepares, and revises reporting formats, manuals, procedures, and guidelines for the program.

 

·        Drafts policy statements about the program for the agency head or other executive staff.

 

·        Evaluates and interprets existing and revised laws, rules, regulations, and policies governing the program and assures that the agency's program complies with them.

 

·        Develops and implements systems to monitor and measure the effectiveness of affirmative action programs in the agency and identifies problem areas.

 

·        Develops and implements a complaint procedure for employees and others covered by the affirmative action plan and programs.

 

Coordinates affirmative action activities within and between control offices, regional offices, and facilities.

 

·        Coordinates and participates in federal compliance reviews.

 

·        Reviews and evaluates programs and reports, determines problem areas, and develops and implements strategies to improve affirmative action.

 

·        Provides technical assistance and training to personnel officers or others serving as affirmative action officers for their location or office.

 

·        Prepares or assists in preparing affirmative action plans, programs, and strategies.

 

 

Oversees the investigation and resolution of complaints

 

·        Reviews and assigns responsibility for investigating incoming affirmative action, discrimination and sexual harassment complaints or conducts such investigations as appropriate.

 

·        Drafts or reviews the findings and documentation on investigations.

 

·        Recommends appropriate action to agency heads based on findings.

 

·        Negotiates or assists with negotiations on settlement of complaints as appropriate.

 

·        Responds to or drafts responses to internal and external complaints in the timeframes prescribed by the EEOC, DHR or the agencys internal AA policies and procedures.

 

Represents the program within the agency and with government regulatory agencies, other agencies, community organizations, civil rights groups, unions, and others affected by or interested in the program.

 

Directs and participates in special projects, events, programs, and studies about the program and the impact of proposed statutory, regulatory, policy, and program changes.

 

Directs and conducts meetings, seminars, training programs, and conferences for agency employees and others about diversity, affirmative action programs, requirements, and strategies.

 

Represents the agency at meetings, conferences, hearings, and community events.

 

As assigned, directs and coordinates and may perform the activities described in the classification standards for Compliance Specialists and Minority Business Specialists.

 

As assigned, directs or manages the provision of technical assistance, training, monitoring, and other affirmative action/diversity services for one or more major agency programs in addition to providing such services to the agency itself.

 

AFFIRMATIVE ACTION ADMINISTRATOR 5

 

Directs the equal opportunity, affirmative action and diversity initiatives for the largest agencies, particularly those with multiple Affirmative Action Administrators spread among various levels and geographic locations.

Deals with the most complex equal opportunity, affirmative action, and diversity initiatives based on the size of the agency and the geographic diversity of the program.

 

COMMUNICATION

 

Affirmative Action Administrators 1 have frequent oral and written communications with employees, program managers, community organizations, and representatives of other government agencies to explain and promote the program, implement and monitor programs, answer questions, discuss and resolve problems, and prepare reports. Incumbents must exercise tact and diplomacy when dealing with others to gain their cooperation and support for the program and to negotiate and resolve problems.

 

Affirmative Action Administrators 2, 3, 4, and 5 have frequent written and oral communications with agency executive and program manage­ment staff, subordinate staff, and employees and representatives and members of other government agencies, the Legislature, community organizations, civil rights groups, and unions to explain and promote the program, coordi­nate affirmative action programs and activities, evaluate program effectiveness, discover and resolve problems, explain, develop, and imple­ment programs and procedures, provide technical assistance and advice, monitor affirmative action activities, and recommend changes in policies, procedures, and statutes governing the program. Incumbents must exercise tact and diplomacy to promote and gain acceptance for affirmative action programs and concepts, resolve problems, implement programs and policies, and balance the needs of competing groups and organizations.

 

NATURE OF SUPERVISION

 

Affirmative Action Administrators 1 are usually supervised by higher level Directors of Affirmative Action Programs, Diversity and Equal Opportunity Administrators, Contract Compliance Specialists or Minority Business Specialists who interpret statutes, policies, rules, and regulations, determine program priorities, make assignments, train and evaluate staff, provide technical assistance and advice, resolve difficult problems, and review work and reports.

 

Affirmative Action Administrators 1 generally do not supervise; however, some positions may supervise office support staff or train new staff in performing field and program activities.

 

Affirmative Action Administrators 2, 3, 4, and 5 are supervised by higher level positions in the title series, Commissioners, or executive staff who review program operations, allocate resources, evaluate program effectiveness, provide general direction and advice, and provide executive support for the program and its concepts within the agency.  They may also be assigned to direct the affirmative action programs as appropriate for the agencys size and configuration.

 

Affirmative Action  Administrators 2, 3, 4, and 5 supervise lower-level professional and administrative support staff by reviewing work for accuracy, completeness, and compliance with program requirements, evaluating performance, training, establishing goals, objectives, and program priorities, resolving complex problems, and inter­preting policies, procedures, laws, rules, regulations, and Executive Orders.

 

MINIMUM QUALIFICATIONS

 

AFFIRMATIVE ACTION ADMINISTRATOR 1

 

Open-Competitive and Non-Competitive:  Either 1) Four years of experience in equal employment opportunity, human rights, or affirmative action. Qualifying experience includes experience with community service organizations concerned with affirmative action, equal employment opportunity, civil rights, diversity management, minority business development, or similar programs; experience in recruiting, training, and upgrading the educational and job qualifications of protected class members; and personnel administration or labor relations experience directly related to affirmative action.

 

Graduate and undergraduate credits may be substituted for experience on the basis of 30 credit hours for each six months of experience, not to exceed two years of experience

 

OR

 

2) Satisfactory completion of a two-year traineeship leading to appointment as an Affirmative Action Administrator 1.

 

AFFIRMATIVE ACTION ADMINISTRATOR 2

 

Promotion:  one year of permanent service in an Affirmative Action, Personnel, Minority Business, Employment Compliance, Labor Relations, or Training position allocated at or above Grade 18.

 

Open Competitive and Non-Competitive:  Bachelor's Degree and three years of the experience required for Affirmative Action Administrator 1.  At least one year of this experience must have been at a management or supervisory level.

 

Two additional years of such experience may be substituted for a Bachelor's Degree.

 

A Master's Degree may be substituted for one year of the general experience.

 

AFFIRMATIVE ACTION ADMINISTRATOR 3

 

Promotion:  one year of permanent service in an Affirmative Action, Minority Business, Employment Compliance, Personnel, Labor Relations, or Training position allocated at or above Grade 23.

 

Open Competitive and Non-Competitive:  Bachelor's Degree and four years of the experience described for Affirmative Action Administrator 1.  At least one year of this experience must have been at a management or supervisory level. Two additional years of such experience may be substituted for a Bachelor's Degree.

 

A Master's Degree may be substituted for one year of the general experience.

 

AFFIRMATIVE ACTION ADMINISTRATOR 4

 

Promotion:  one year of permanent service in an Affirmative Action, Employment Compliance, Minority Business, Personnel, Labor Relations, or Training position allocated at or above M-1 or Grade 25.

 

Non-Competitive:  Bachelor's Degree and five years of the experience described for Affirmative Action Administrator 1.  At least two years of this experience must have been at a management or supervisory level. Two additional years of such experience may be substituted for a Bachelor's Degree.

 

A Master's Degree may be substituted for one year of the general experience.

 

 

AFFIRMATIVE ACTION ADMINISTRATOR 5

 

Promotion: one year of permanent service in an Affirmative Action, Employment Compliance, Minority Business, Personnel, Labor Relations, or Training position allocated at or above M-2 or two years at M-1 or Grade 25.

 

Non-Competitive: Bachelor's Degree and six years of the experience described for Affirmative Action Administrator 1.  At least two years of this experience must have been at a management or supervisory level. Two additional years of such experience may be substituted for a Bachelor's Degree.  

 

A Master's Degree may be substituted for one year of the general experience.

 

 

Date:  1/09

 

 

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.