Tentative Classification Standards issued by the Division of Classification & Compensation are shared with the operating agencies of State government for their consideration and comment. Accordingly, this document that you are viewing is subject to change and will be issued in final form at the completion of the review period.

TENTATIVE

 

Occ. Code 2800400

 

PROGRAM AIDE, GRADE 13

 

New York State Department of Civil Service

 

Classification Standard

 

BRIEF DESCRIPTION OF CLASS

 

          Program Aides perform a variety of substantive professional, technical, and administrative duties under the supervision and guidance of professional staff in agency-specific programs or in administrative areas such as finance, budgeting, or human resources. 

 

DISTINGUISHING CHARACTERISTICS

 

          PROGRAM AIDE:  perform lower level professional assignments that require specific program knowledge and closely resemble those typically performed by professional staff in the same organization. Assignments are characterized by the application of clear guidelines or precedents, which require basic analysis, review, and decision-making.  These duties are distinct from the record-keeping, tracking, office management, and information gathering activities done by Secretaries 1 and 2.  Program Aides do not perform a mix of professional duties and secretarial duties, such as distributing incoming correspondence, routing telephone calls, greeting visitors, responding to general questions, or maintaining calendars. 

 

Clerical activities are not characteristic of positions in this class.  Any clerical duties performed are incidental and directly related to the professional-level program administrative responsibilities of the organization.  The performance of, or the supervision of, clerical work associated with various Office Assistant classes is not characteristic of this title.

 

RELATED CLASSES

 

          Accountant Aides perform paraprofessional duties to support the work of accountants and auditors.

 

          Legal Assistants 1 perform paralegal duties to support the work of attorneys.

 

          Teaching Assistants provide direct instructive services to learners in a formal education program within the framework of specific instructions from a fully qualified teacher or instructor.  They assist teachers by performing a variety of tasks concerned with the instruction and evaluation of learners, which do not require the mastery of the subject matter or the skill level required of a fully qualified teacher or instructor.

 

ILLUSTRATIVE DUTIES

 

Apply analytical techniques as required by the program area.

              

·       Research laws, rules, and regulations to find alternative approaches to administrative problems or issues.

·       Monitor and evaluate data for deficiencies and assist in correcting problems.

·       Collect, tabulate, and analyze data.

·       Draw conclusions from analyzed data and make appropriate recommendations.

·       Create tables and charts; and draft reports to document analyses and procedures.

 

Assist in monitoring compliance with administrative and programmatic financial requirements.

 

·       Review and make determinations on grant applications and contracts.

·       Monitor the use of grant funds to ensure compliance with applicable laws, rules, and regulations.

·       Gather, review, and evaluate information required by professionals to conduct financial and program audits.

·       Draft procedures and provide guidance on requirements for budget revisions and amendments.

·       Assist in the preparation, review, evaluation, and analysis of a variety of reports and records specific to the assignment.

 

Perform various budget/finance activities. 

 

·       Compile, tabulate, and verify financial and statistical data, such as financial projections and performance indicators, to be used in the preparation and analysis of agency budget submissions or in response to questions from the Division of the Budget (DOB).

·       Assist in monitoring agency expenditures by comparing expenditures with DOB guidelines, the State Finance Law, agency programs and policies, previous budget requests and applicable federal policies and rules.

·       Review budget data prepared by agency program staff for completeness and responsiveness to budgetary needs and projections.  Confer with program administrators to exchange information and resolve questions.

·       Compare legislative budget with the proposed budget to identify differences.

 

Perform human resources assignments depending on the scale of the program.

 

·       Work with program staff to source candidates for job vacancies.

·       Assist in the recruitment of employees by answering questions and providing information concerning salary, benefits, working conditions and locations, agency/facility goals and objectives, and the structure and operation of State government.

·      Review employment applications and identify candidates that meet qualifications for job postings.

·       May perform initial interviews with candidates to determine qualifications and interest in employment; or perform exit interviews to gain information on turnover.

·       Draft recruitment materials and job postings for review by higher level staff.

·       Assist in position classification activities by compiling data or drafting documents such as transmittal correspondence, organizational charts, duties descriptions, and other related materials in accordance with applicable procedures and requirements.

·       Review tentative examination announcements, identifying discrepancies with previous announcements and reports of recent conferences, and refer potential problems to higher level staff.

·       Compile background information for grievance and disciplinary hearings. 

 

INDEPENDENCE OF OPERATION

 

          Program Aides work under the supervision and guidance of professional staff in administrative or agency-specific programs.  They exercise a considerable amount of independent judgment in the performance of duties and application of various State and federal laws, procedures, rules, regulations, and guidelines that require interpretation.  Incumbents independently determine the needs and priorities required to support professional staff; and provide input into the assigned areas operations.

 

SUPERVISION EXERCISED

 

          Program Aide is not a supervisory class; however, positions may supervise clerical and/or technical employees by prioritizing work assignments, ensuring efficient and effective work flow, and training and evaluating staff.  In turn, incumbents are supervised by professional staff in administrative or agency-specific programs.

 

MINIMUM QUALIFICATIONS

 

Transition: one year of permanent competitive service in a clerical, keyboarding, secretarial, or paraprofessional title allocated to Grade 5 or higher.

Date: 7/17

 

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 appropriately be 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 qualification requirements for appointment or examination.