TECHNICAL ASSISTANT 1, CIVIL SERVICE COMMISSION

Definition

Under direction of a supervisory official in the Civil Service Commission, is responsible for performing clerical, technical or paraprofessional functions in a specialized area of work; does other related duties as required.

Examples of work

• May prepare Merit System Board (MSB) agenda which include writing and organizing items, composing, and distribution thereof.
• May prepare MSB minutes which include writing and organizing items, composing, and distribution thereof.
• May attend MSB meetings and record the proceedings thereof.
• May coordinate the preparation of case files to be forwarded to the Attorney General's Office, as well as coordinate requests by attorneys on behalf of appellants.
• May maintain files of applicable court cases and case summaries, and process and distribute case summaries to staff.
• May prepare MSB items.
• May process new appeals for hearing by acknowledging receipt of appeal, requesting required information from appropriate parties, posting on appeal calendar, and preparing file for submission to the MSB for review and determination.
• May process hearings granted by the MSB by notifying all parties of the appeal, preparing file to be forwarded to the Office of Administrative Law, and forwarding appeal file to same.
• May process Administrative Law Judges' reports and recommendations of hearings conducted, and serves copies of same to all interested parties.
• May process Administrative Law Judges' reports and recommendations and hearing files to go to the MSB for review and final determination.
• May prepare notice of MSB decisions regarding hearing matters.
• May maintain the appeal calendar for currency at all times.
• May prepare routine correspondence regarding notification through written draft or by dictation for examination, administrative, mental unfitness, and physical unfitness appeals.
• May type memos, letters, and reports using office keyboard equipment.
• May maintain appeal files, acknowledge receipt of documents submitted, assist appellants in reviewing their files, and prepare files for disposition according to established procedures.
• May perform administrative Legislative functions that include ordering of Bills, tracking of Bills, and processing comments and records of Chapter Laws.
• May maintain the master appeal calendar for the division.
• May respond to telephone inquiries on appeals and hearing matters.
• May be responsible for scheduling informal reviews for mental and physical unfitness appeals; this involves phone contact with members of the Board, sending out notices once date and place has been established, and ensuring that all parties are put on notice.
• May compile detailed information for revising detailed job specifications and standards.
• May do preliminary assignments for regular updating of state and local government job specifications, both classified and unclassified.
• May do preliminary coding subject to review.
• May perform technical work involved in processing Personnel Action forms subject to review.
• May maintain a log of various material received from administrative services and make determinations as to which require review by the appropriate analyst.
• May do preliminary review of Personnel Action forms and supporting documents to ensure all pertinent information has been submitted and that all rules, regulations, and procedures have met with compliance.
• May confer with personnel officers, administrative personnel, and others explaining the technical aspects of actions and obtaining additional information.
• May maintain, in current condition, the records of an assigned group of state employees, recording the action on individual record cards.
• May provide accurate, up-to-date information to employees, personnel officers, and others in assigned employee groups regarding leaves of all kinds, separation, suspension, seniority, salary increments, and other matters of record, and interpret Department of Personnel Law, regulations, and policies.
• May process and check performance ratings of unsatisfactory for their possible effect on the concerned employee salaries.
• May review personnel forms and seniority lists for corrections.
• May implement interpreted new regulations and salary administration policies as they affect the processing of personnel forms.
• May assist personnel officers in resolving problems relating to the processing of Department of Personnel forms.
• May post audit supplementary overtime payrolls of assigned state departments.
• Prepares information packages of Civil Service Commission pamphlets, and prepares correspondence relating to those matters.
• May provide information concerning Civil Service Commission procedures.
• May interview walk-in job applicants.
• May process personnel requests from departments and agencies.
• May analyze and present personnel utilization data.
• May investigate and resolve discrimination complaints.
• May research affirmative action and equal employment opportunity projects.
• May review the more difficult or complex certifications, dispositions, and resulting correspondence to ensure that Civil Service Commission rules, regulations, and procedures have been observed.
• May answer public inquiries both in person and by telephone regarding certification and appointment procedures, and appointing authorities with Civil Service Commission procedures involving certifications and appointments.
• May train new employees on certification procedures and methods, and set up certification material for less experienced employees.
• May operate a copier and perform routine maintenance on same.
• May maintain essential records and files to include special reemployment lists, regular reemployment lists, eligible lists, and certification cards and dispositions.
• May compose and maintain a system for a resume file which meets with affirmative action mandates.
• May maintain an advertisement file.
• May prepare and maintain, on a monthly basis, a daily schedule of Job Fairs, Career Days, and so forth that have been assigned.
• May provide supportive assistance to recruiters (field and office work).
• May maintain records and files of employees in the Civil Service Commission state and local government jurisdictions, and record personnel actions affecting them.
• May perform the less complex technical work involved in receiving and processing Requests for Personnel Action and other forms.
• May perform work involved in the certification of eligibles against vacant positions and provisional appointees from appropriate employment lists, and record these appointments.
• May perform work involved in processing promotional examinations including preparation of eligibility rosters and applications to local jurisdictions.
• May prepare seniority rosters for employees in titles affected by layoff and/or demotional procedures.
• May advise appointing authorities and other administrative personnel of technical aspects and consequences of certain noncomplex personnel actions.
• May gather data for preparation of clear, technically sound, accurate, and informative statistical, financial, and other reports.
• May gather data for preparation of routine correspondence and form letters.
• May maintain essential records and files.
• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Experience

Two (2) years of experience in work involving the processing of highly technical clerical work.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

Knowledge, skills and abilities

• Knowledge of office methods, practices, routines, machines, and equipment.
• Knowledge of problems encountered in planning a large scale clerical program, in organizing assigned clerical and supervisory work, and in developing effective work procedures in a technical field.
• Knowledge of approved English usage, filing systems, statistical procedures, and business and office equipment and machines and their advantages and limitations.
• Knowledge of the internal organization, personnel, functions, and established regulations, policies, and procedures of the Civil Service Commission, with emphasis on those of the assigned organizational unit, after a period of training.
• Ability to interpret department laws, regulations, policies, procedures, and methods to persons within or outside the department.
• Ability to read, understand, and communicate a variety of interrelated technical and nontechnical written instructions such as rules, manuals, guidelines, policies, and test results and statistics.
• Ability to translate written technical material into oral or written language appropriate to laypeople.
• Ability to utilize office methods, practices, routines, machines, and equipment.
• Ability to organize assigned clerical work, analyze problems which arise therein, and develop effective work methods.
• Ability to give assignments and instructions to clerical employees.
• Ability to compile material for and prepare bulletins, pamphlets, and circulars of varied types.
• Ability to prepare routine correspondence and answers to inquiries.
• Ability to prepare less complex statistical and other reports.
• Ability to maintain essential records, reports, and files.
• Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office or related units.
• Ability to read, write, speak, understand, and communicate in English sufficiently to perform duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

The definition and examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.