PERSONNEL SPECIALIST  

DISTINGUISHING FEATURES OF THE CLASS:  The work involves responsibility for performing specialized personnel related technical and clerical tasks where the primary responsibility of the position involves the preparation and processing of personnel related transactions.  The work is performed under general supervision of an administrative superior in accordance with personnel policies and procedures and with considerable leeway allowed for the exercise of independent judgment in carrying out work assignments. The work involves considerable contact with the public and jurisdictional personnel.   

TYPICAL WORK ACTIVITIES: The typical work activities listed below, while providing representative examples of the variety of work assignments in the title, do not describe any individual position. Incumbents in this title may perform some or all of the following, as well as other related activities not described.

• Responds to inquiries from the general public regarding job opportunities and employment procedures;
• Maintains employee personnel records, including attendance and leave use and accruals and payroll and benefits information;
• Prepares data and distributes and files correspondence, documents and other applicable records utilizing common office personal computer programs;
• Screens and directs telephone calls;
• Acts as a resource regarding personnel, payroll and benefits information;
• Compiles and processes necessary forms and documentation, i.e. applications, I-9 Employment Eligibility Verification forms, etc;
• Processes transactions, such as appointments, promotions, salary changes, transfers, leaves, resignations and forwards appropriate paperwork to the payroll department as well as the local Civil Service Agency;
• Reviews payroll register to verify appropriate changes are made and sends copy of appropriate payroll to Civil Service Agency for certification purposes;
• Prepares and sends out canvass letters to candidates on eligible lists or places advertisements for recruitment, if required;
• Screens applicants and conducts background inquiries to determine eligibility and sets up interviews with appointing authority; 
• Prepares board agenda items for personnel related matters, including, but not limited to appointments, salary allocations, promotions, resignations and leaves;
• Completes NYS reports relative to professional personnel (applicable in school districts).
• Assists with new employee orientation and staff development activities;
• Keeps Substitute Lists updated and distributed to schools (applicable in school districts);
• May supervise subordinate clerical staff.

 

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS: 

• Good knowledge of office terminology, procedures and equipment; good knowledge of business arithmetic and English;
• Good knowledge of clerical procedures involving the function of personnel transactions;
• Working knowledge of state and federal laws and regulations that apply to personnel administration;
• Ability to prepare routine correspondence dealing with employment process;
• Ability to prepare and maintain personnel records;
• Ability to express oneself clearly an concisely, both orally and in writing;
• Ability to establish and maintain cooperative relations with the public, staff and other agencies;
• Ability to demonstrate keyboard proficiency;
• Exhibits tact and resourcefulness;
• Physical condition commensurate with the demands of the position.

 

MINIMUM QUALIFICATIONS:  Successful completion and eligible candidate of current Civil Service test for Personnel Specialist.