Karinne Seferian, CSC Docket No. 2019-1191

BackgroundKarinne Seferian appeals the determination of the Division of Agency Services (Agency Services) which found that she did not meet the experience requirements for the open-competitive examination for the dual title Administrative Secretary/Office Services Manager (C0502V), Hudson County. A dual title is a title that combines two separate titles into one classification; applicants need to mect the minimum requirements of both titles in order to be declared eligible.

The subject examination announcement was open to residents of Hudson County who met the specific requirements as of the April 23, 2018 closing date. The requirement for Administrative Secretary included five years of experience in the capacity of a secretary to an executive or administrative official in a public or private organization. Successful completion of a two year program in secretarial science at an accredited college or university could be substituted for two years of this experience. The requirement for Office Services Manager included five years of experience in the supervision of two or more office services functions involving records management, printing, or duplication services, mail and messenger services, equipment maintenance and repair, procurement and supply, or other related functions in support of office operations and services. Five years of experience in the analysis, evaluation, development, and improvement of office practices, methods, and procedures could be substituted for this experience requirement. Candidates were required to meet both requirements to be eligible, and five applicants appear on the eligible list, which has been certified once but no appointments have yet been made.

On her application, the appellant indicated that she possessed a Bachelor's degree, and she listed five positions: provisional Administrative Secretary/Office Services Manager, Sales Associate/Customer Relations with OHM International, Inc., Administrative Assistant with DeMase Warehouse Systems, Inc., Accounts Receivable/Payable and Payroll Specialist with Facility Supply Group, Inc., and Customer Service & Delivery Schedule Supervisor with Continental Trading and Hardware She was credited with six months of experience for the Administrative Secretary requirement in the third position. Thus, the appellant was found to be lacking four years, six month of Administrative Secretary experience, and five years of Office Services Manager experience.

Appellant's argumentOn appeal, the appellant indicates that she has an Associate's degree in Business, a Bachelor's degree in Business Management, and 13 years of experience. She provides a listing of her knowledge and abilities. She submits copies of various documents including transcripts, certificates, diplomas, a resume, and references.

CONCLUSION

RuleN.J.A.C, 4A:4-2.3(b) provides that applicants shall meet all requirements specified in the open competitive examination announcement by the closing date.

AnalysisIn order for experience to be considered applicable, it must have as its primary focus full-time responsibilities in the areas required in the announcement. See In the Matter of Bashkim Viashi (MSB, decided June 9, 2004). The appellant was credited with six months of experience for Administrative Secretary based on her position as an Administrative Assistant in the private sector. However, she was not credited with any applicable experience for her provisional service in the title under test. She described her duties in that position as:

Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests through the County, performing clerical functions such as_ creating correspondence, arranging conference calls/webinars, and scheduling meetings; the administrative coordinator also accesses various state and County Databases and uses cloud storage technology to organize and disseminate information quickly and effectively within the office and with our partners and vendors.

A review of these duties indicates that the appellant is not the performing duties of an Administrative Secretary/Office Services Manager. An incumbent in that title assists an administrative official of a department or autonomous government agency at a level no lower than department head, by performing varied, complex administrative secretarial, advanced clerical and program support functions of a general or specialized nature; relieves the administrative official of technical, as well as general administrative details; may supervise clerical operations and staff AND directs, plans, and coordinates a variety of office support services and supervises employees engaged in providing these services. Those support services include records management, printing or duplication services, mail and messenger services, equipment maintenance and repair, procurement and supply, or other related functions in support of office operations and services. The appellant indicated that she conducts research, prepares reports and correspondence, disseminates information, arranges conference calls/webinars, and schedules meetings. She did not indicate that her duties were in the capacity of a secretary to an executive or administrative official, and there were no Office Services Manager duties included in her description. On appeal, the appellant adds that she assists executives “in private organizations,” and she copies the requirements, stating that she has performed these duties in her 13 years of experience. This does not elucidate the duties of her provisional position, which are inapplicable.

Her remaining positions are inapplicable, as these positions were in sales, bookkeeping, and customer service. Although Agency Services credited he experience as an Administrative Assistant with DeMase Warehouse Systems, Inc., the appellant performed work involving carrying out instructions, answering questions, clerical duties, and tracking and compiling documents. These duties included appointment scheduling and travel arrangements. However, this was not a position that met the experience requirement for Administrative Secretary. as secretarial duties were not the primary focus. Thus, the appellant lacks the required experience for both titles. Also, given the variance between her duties and her provisional title, Agency Services should perform a classification review of this position.

An independent review of all material presented indicates that the decision of the Agency Services, that the appellant did not meet the announced requirements for eligibility by the closing date, is amply supported by the record. The appellant provides no basis to disturb this decision. Thus, the appellant has failed to support her burden of proof in this matter.

ORDER

Therefore, it is ordered that this appeal be denied. It is further ordered that the appointing authority and the appellant submit the attached duties questionnaire to Agency Services detailing the duties of the position, along with a completed examination application, within 30 days of the issuance of this decision so that an appropriate provisional title can be assigned and a pre-qualification determination can be made. Should the appellant be found not eligible for the new provisional appointment, she should be removed.

ClosingThis is the final administrative determination in this matter. Any further review should be pursued in a judicial forum.