PERSONNEL ASSISTANT (CIVIL SERVICE) TEMPORARY

City of Buffalo; New York (NY); On-site; USD 38,000 - 54,000; Full time

Job summary

City of Buffalo is seeking a para-professional to support the Civil Service Office with data collection, form processing and assistance to municipal officials and the public. The role requires applying Civil Service law and personnel administration knowledge with independence and judgment.

Responsibilities include preparing examination materials, administering exams, maintaining records, assisting in payroll certifications, and advising departments on personnel matters.

Qualifications

• Working knowledge of public personnel administration and Civil Service law.
• Good knowledge of office terminology, procedures and equipment.
• Ability to understand, interpret and prepare written material.
• Ability to learn laws, rules, policies and procedures.
• Ability to operate a computer keyboard to produce finished copies such as letters and reports.
• Ability to communicate effectively in an oral manner and supervise clerical staff if needed.

Responsibilities

• Prepare examination requests, announcements and related recruitment activities.
• Handle administration of civil service exams (written, performance, oral).
• Maintain rosters, personnel folders and eligible lists.
• Assist in payroll certification and review applications for approval/disapproval.
• Provide guidance to departments on personnel matters and supervise clerical staff as needed.
• Collect data for special projects and assist Commissioners as required.

Skills

Public Personnel administration

Office terminology

Written material interpretation

Keyboard data entry

Communication

Supervisory ability

Education

Bachelor’s Degree (any major)

Associate Degree + 2 years personnel experience

Equivalent combination of education/experience

Job description

The work involves responsibility for performing a variety of para-professional tasks in the Civil Service Office such as collecting data, processing forms, rendering assistance to municipal officials and the public, reviewing applications and personnel transactions and maintaining records and files. The work differs from titles in the clerical series in that an incumbent is required to apply acquired knowledges of Civil Service law and Personnel administration to individual situations and exercising independence of judgment. The position is under the direct supervision of a professional personnel employee. Supervision may be exercised over clerical staffUnder the direction of the Personnel Specialist II or a designee, performs the following duties:

• Prepares requests for examination assistance from New York State Civil Service;
• Prepares examination announcements and other recruitment advertisements;
• types exam announcements and performs all related activities such as printing, posting, mailing, etc.;
• Performs all activities related to the administration of civil service exams including written, performance, oral, etc.;
• assembles exams, related materials, supplies, etc. as needed for exams;
• assists in the preparation of, and administration of written, oral and performance Civil Service tests;
• Maintains roster records, vacancy control cards, personnel folders, employee rosters and other pertinent records related to public personnel administration;
• assists in the certification of payrolls as required by Civil Service law;
• Assists in the review of employment and examination applications and notifies applicant of approval or disapproval;
• consults with applicants, department heads and Civil Service Administrator on applicants qualifications;
• prepares reports and makes recommendations to Civil Service Administrator on same;
• Assists in the establishment of eligible lists;
• computes seniority and veterans credits for successful applicants in examinations;
• Assists in the maintenance of eligible lists including canvassing individuals to determine interest in the position, processing of individuals and certifying to departments or agencies in accordance with Civil Service law;
• Assists in the review and update of job specifications;
• Composes and types correspondence and other memoranda from rough copy, drafts, etc.;
• Acts as a receptionist, directs callers and supplies information to the public;
• ?.processes applications when required;
• Advises departments on personnel matters, problems, etc.;
• Assists and trains clerical employees in performance of duties;
• Collects and compiles data for special projects, as needed;
• Assists Commissioner and Directors as needed;
• Performs related duties as required.

Promotional

• Continuous and permanent status in any city department in the clerical or account-clerical service for one year.

In addition, applicants must meet one of the following:

• (A) Bachelors Degree from an accredited college or university (any major);
• OR,
• (B) Associates Degree from an accredited college or university (any major) and two years of full-time experience in personnel work;
• OR,
• (C) An equivalent combination as defined within the limits of A and B.

Open Competitive

In addition, applicants must meet one of the following:

• (A) Bachelors Degree from an accredited college or university (any major);
• OR,
• (B) Associates Degree from an accredited college or university (any major) and two years of full-time experience in personnel work;
• OR,
• (C) An equivalent combination as defined within the limits of A and B.

Special Requirement for both Promotional and Open Competitive

Applicants must be able to demonstrate the ability to operate a computer keyboard to produce finished copies such as letters and reports, etc.

Personnel work is defined as duties performed by an individual in the areas of recruitment, screening, selection procedures, employee services, maintaining employee personnel and employment records.

THE CITY OF BUFFALO IS AN EQUAL OPPORUNITY EMPLOYER

• Working knowledge of the principles and practices of Public Personnel administration;
• Good knowledge of office terminology, procedures and equipment;
• Ability to understand, interpret and prepare written material;
• Ability to learn laws, rules, policies and procedures;
• Ability to operate a computer keyboard to produce finished copies such letters, reports, etc.;
• Ability to communicate effectively in an oral manner;
• Ability to supervise a small number of clerical employees;
• Ability to handle inquiries from a variety of sources; tact; courtesy; good judgment;
• Physical condition commensurate with the demands of the position.