Occ. Code 1436122

HUMAN RESOURCES SPECIALIST 1 (STAFFING), GRADE 18	1436122
HUMAN RESOURCES SPECIALIST 2 (STAFFING), GRADE 23	1436222
HUMAN RESOURCES SPECIALIST 4 (STAFFING), M-2	1436532
MANAGER STAFFING SERVICES, M-4	1438630

New York State Department of Civil Service

 Classification Standard

BRIEF DESCRIPTION OF CLASS SERIES

Positions in this series administer the employee selection process by planning and administering examinations; and advising agencies, employees, and others on various issues related to eligible lists, appointments, status, redeployment, and reduction in force.

These positions exist only in the Department of Civil Service, the States central human resources agency, in the Division of Staffing Services.

DISTINGUISHING CHARACTERISTICS

HUMAN RESOURCES SPECIALIST 1 (STAFFING): full performance; plan examinations; arrange and administer oral and performance tests; develop and apply training and experience rating scales; resolve unusual appointment transactions; and advise agencies on various merit system issues. Work assignments at this level usually entail standard procedures, processes, and guidelines; and issues for which substantial reference material and precedent are available.

HUMAN RESOURCES SPECIALIST 2 (STAFFING): first supervisory level; deal with issues where reference material may be limited and precedents are few or absent. They are also concerned with the higher classes of positions in the agencies which their unit services.

HUMAN RESOURCES SPECIALIST 4 (STAFFING): second supervisory level; oversee several units headed by Human Resources Specialists 2 (Staffing) and other support positions.

MANAGER STAFFING SERVICES: manage a section composed of multiple units overseen by Human Resources Specialists 3 (Staffing) with responsibility for providing services to agencies in planning and administering examinations, certifying eligible lists, overseeing the legality of appointments, and advising agencies and others on various merit system issues.

RELATED CLASSES

Human Resources Specialist is a generalist series and incumbents perform various human resources activities, such as classification, recruitment, placement and provision of employee services, in an agency.

Human Resources Specialist (Labor Relations) administers the employee and labor relations activities for a State agency. Human Resources Specialists in Attendance & Leave, Benefits, Classification & Compensation, Municipal Assistance, and Testing parenthetics in the Department of Civil Service, the States lead human resources agency, provide services to municipalities and State agencies in administering merit system activities and employee benefits activities. 

ILLUSTRATIVE DUTIES

HUMAN RESOURCES SPECIALIST 1 (STAFFING)

Plans written examinations for assigned titles and agencies.

· Consults with agencies and reviews internal resources to determine the need for and type of examinations; and acts to develop examinations.

· Meets with agency representatives and Department staff to discuss minimum qualifications, and scope and date of examinations.

· Drafts tentative examination announcements based on information gathered from agencies and internal sources; obtains feedback and resolves concerns from stakeholders; and issues final announcements.

· Reviews examination applications against examination announcements and determines if applicants meet minimum qualifications and records determination on applications.

· Recommends test pass points, based on number and geographical distribution of vacancies, to ensure adequate eligible lists.

Schedules and administers oral and performance tests.

· Enlists subject matter experts to serve as oral test examiners and ensures that necessary financial, travel, and lodging arrangements are made for them.

• Notifies candidates of the logistics of tests.

• Writes questions and edits those submitted by examiners, to be asked of candidates.

• Briefs examiners on the legal, technical, and procedural aspects of oral examinations, in conformance with Civil Service Law and Department policies.

• Summarizes examiners' comments as requested by candidates; and drafts appeal memoranda addressing candidates allegations for the Civil Service Commission.

• Monitors tests to ensure that candidates are exposed to the same standard, material, and format; and that examiners are adequately recording comments on candidates' performance to support their score.

• Mediates discussions among examiners when substantive differences exist in a candidates evaluation.

• May serve as an oral test examiner.

Administers unassembled examinations requiring an evaluation of candidates' training and experience.

• Prepares training and experience evaluation rating scales based on minimum qualifications, agency comments, and job content.

• Rates candidate applications against standards in the rating scale.

• Corresponds with candidates to clarify ambiguous statements, request additional information, or on other matters connected with an examination.

May plan and conduct job analysis to facilitate examinations.

• Determines need for and extent of job analysis based on available staff, time limitations, accessibility of information on job, number of agencies where positions exist, and expected candidate population.

• Selects method of gathering data such as survey, questionnaire, interview in accordance with the characteristics of the jobs.

• Gathers task data from agencies, analyzes information to determine minimum qualifications and critical knowledge, skills, and abilities in conjunction with representatives of the Testing Services Division and Division of Classification and Compensation.

Provides technical assistance to State agencies on staffing, and appointment transactions and procedures.

• Reviews unusual appointment and payroll transactions and makes appropriate determinations. Takes appropriate action to terminate illegal appointments.

• Gathers employee history data for requests for reinstatement, extension of leave of absence, retroactive appointment, and reemployment of retirees. Prepares recommendations to the Civil Service Commission. 

• Advises agencies in layoff matters, use of preferred lists, and transfer privileges of affected employees.

• Determines the appropriateness of using an eligible list for one title for filling a position in a different title by comparing minimum qualifications, selection device, and content; and consults with other staff in the Department.

Supervises, coordinates, and audits examinations decentralized to agencies.

• Trains agency staff in properly announcing and conducting examinations.

• Reviews tentative announcements and examination plans submitted by agencies and makes appropriate determinations.

· Upon completion of decentralized examinations, audits examination materials forwarded by agencies.

Assists in the development of policy, and maintenance of reporting and control systems.

· Gathers information and recommends policy changes; and helps maintain consistency in policy application and program standards.

• Identifies procedural or policy problems and prepares clarifying memoranda for distribution.

HUMAN RESOURCES SPECIALIST 2 (STAFFING)

In addition to the duties listed for Human Resources Specialists 1 (Staffing), an incumbent:

• Schedules and assigns work to staff based on priorities set by the unit supervisor.

• Provides subordinates with information, guidance, and feedback on performance.

• Checks work of subordinate while it is in progress for compliance with instructions and schedules.

• Sets performance expectations and evaluates staffs performance.

• Informs staff of new assignments, and policies and procedures; and resolves work process issues.

HUMAN RESOURCES SPECIALIST 4 (STAFFING)

Plans and schedules examinations and provisional employee control activities for units overseen.

· Plans and directs studies to assess staffing needs of agencies.  Keeps abreast of changes in the organization and programs of assigned 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.

· Sets priorities for scheduling work based on agency needs and on staff resources.

· Monitors timeliness and effectiveness of staffs completion of assigned work.  Reassigns or reschedules work as required.

· Analyzes work processes in the units to identify problems and makes changes to improve efficiency.

Directs the development of examinations plans for assigned agencies and occupational groups.

· Conducts conferences to resolve controversial issues involving type and kind of examinations.

· Reviews recruitment plans and the selection process to ensure a sufficient and diverse field of candidates, 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.

· Advises staff on examination techniques and procedures, including job analysis.  Reviews job analysis activities for conformance with 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.

· Develops or directs the development of rating scales for evaluation of candidates training and experience.

· Controls the delegation of examination functions to agencies; supervises, coordinates, and audits decentralized examinations.

· Reviews distribution memorandum for completeness and recommends pass points, considering agency needs, quality of test, and pool of candidates.

· Drafts or edits staffs responses to candidates appeals of oral test results, or of action taken on candidates applications.

Guides assigned units in their dealings with agencies in matters relating to staffing, and appointment transactions and procedures.

· Makes recommendations to agencies and the Civil Service Commission concerning jurisdictional classification of positions.

· Advises agencies on layoff matters, use of preferred lists, and transferability of affected employees.

· Reviews recommendations to the Civil Service Commission on requests for reinstatement of employees, retroactive appointments, and reemployment of retirees.

· Makes determinations 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 Department policies and procedures related to developing promotion plans and career ladders.

· Explains Civil Service Law, policy, and practices to agency officials; and advises them in resolving complex appointment issues.

· Drafts and edits written products for the Civil Service Commission, Department management, governmental officials, and the public.

MANAGER STAFFING SERVICES

· Manages all section activities and staff, directing and coordinating the flow of work.

· Represents the Department and Division on high profile workforce assignments involving client agencies, Division of the Budget, Governors Office of Employee Relations, and the Executive Chamber; and at meetings, conferences, seminars, and other events related to the Departments mission.

· Develops and maintains effective working relationships with agencies, Department staff, and entities such as the Personnel Council.

· Advises internal and external clients on the tools in the Civil Service Law to accomplish the realignment of the workforce through consolidation, merger, or transfer of function.

· Participates with Division leadership on development, recommendation, and formulation of policy and the day-to-day management of the Division.

· Drafts proposed legislation and recommends rule changes to improve the staffing program. Drafts and analyzes comments on legislation impacting the Departments merit system activities.

· Oversees the development, enhancement, and maintenance of the Divisions automated systems.

· Develops periodic updates and program highlights for use by executive staff in the development of communications to the Executive Chamber.

· Monitors units expenditures and prepares budget request for Section.

COMMUNICATION

Human Resources Specialists 1 & 2 (Staffing) frequently communicate orally and in writing with Department and agencies human resources staff to exchange information relating to recruitment, examination, selection, and placement. They have occasional contacts with representatives of the Office of the State Comptroller and the Division of the Budget on questions concerning salaries, appointment, and vacancies.

Incumbents explain examination procedures to candidates or to members of boards of examiners, and may have oral or written correspondence with examination candidates to clarify ambiguous statements or request additional information concerning the training and experience claimed by the applicant, or to explain the reasons for disqualification of an applicant.

Human Resources Specialists 3 (Staffing) and Managers Staffing Services communicate orally and in writing with Department staff and agencies human resources officials on issues involving complexities such as incomplete information, sensitive requests or issues, and matters with unclear precedents.

SUPERVISION

Human Resources Specialists 1 (Staffing) may supervise trainees, and clerical and support employees.

Human Resources Specialists 2 (Staffing) supervise Human Resources Specialists 1 (Staffing) by assigning tasks; reviewing recommendations for reasonableness and conformity to policy, law, or procedure; and checking correspondence, memoranda, and tentative examination announcements for clarity, completeness, and adherence to instructions. They may give specific instructions and directions to subordinates in the proper handling of an assignment and guide them through the various stages depending upon the scope and complexity.

Human Resources Specialists 4 (Staffing) supervise Human Resources Specialists 2 (Staffing); plan and distribute workload among the units, set priorities, and monitor accomplishments by analyzing production reports.

Managers Staffing Services supervise a staff of subordinate specialists including Human Resources Specialists 4 and support staff. Managers operate under policy direction and broad guidelines within assigned area of responsibility with periodic review of completed work for conformance with established goals and priorities.

MINIMUM QUALIFICATIONS

HUMAN RESOURCES SPECIALIST 1 (STAFFING) 

Open Competitive: Bachelor's degree and satisfactory completion of a two-year traineeship.

HUMAN RESOURCES SPECIALIST 2 (STAFFING) 

Promotion: One year of permanent service as a Human Resources Specialist 1 in the Staffing or Attendance & Leave parenthetic. 

          HUMAN RESOURCES SPECIALIST 4 (STAFFING) 

Promotion: One year of permanent service as a Human Resources Specialist 2 in the Staffing, Appointments, or Attendance & Leave parenthetic. 

MANAGER STAFFING SERVICES

Promotion: One year of permanent service as a Human Resources Specialist 4 (Staffing).

Date:  1/18

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 the work that might be appropriately performed by a class.  The minimum qualifications above are those required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum requirements for appointment or examination.