TECHNICAL ASSISTANT 3, CIVIL SERVICE COMMISSION

Definition

Under direction of a supervisory official in the Civil Service Commission, performs complex clerical, technical, or paraprofessional functions, and is responsible for a specific unit operation and/or supervises a group of paraprofessional and/or clerical employees; does other related duties as required.

Examples of work

• May attend and record minutes of Merit System Board (MSB) meetings.
• May ensure the preparation and distribution of MSB agenda and meeting minutes.
• May answer telephone inquiries on MSB actions and appeals including questions of a technical nature.
• May ensure processing of new appeals for MSB meetings.
• May ensure processing of MSB decisions resulting from hearings conducted by Hearing Officers and Administrative Law Judges which are mailed to all parties of interest.
• May coordinate the maintenance of individual and general titles and records of Hearing Officers which include scheduling of orientations and so forth.
• May review and approve correspondence regarding requests for basis for appeal, hearings granted, hearing notices, other technical correspondence, hearings denied, and regular agenda material.
• May ensure the preparation of court case files to be forwarded to the Attorney General's Office as well as requests by attorneys on behalf of appellants.
• May be responsible for complex technical functions relative to the MSB meetings and Public Hearings.
• May coordinate administrative processing of subparts and all subpart files.
• May coordinate complex technical functions of the processing of legislative comments and matters relative to same including all files.
• May ensure and coordinate maintenance of advisory replies and Attorney General requests for advice files.
• May type memos, letters, and reports using office keyboard equipment.
• May oversee and perform work involved in administering the functions of special projects.
• May supervise and prepare information packages in response to inquiries and requests from individuals and organizations.
• May provide information concerning the Civil Service Commission procedures.
• May interview walk-in job applicants.
• May supervise and process personnel requests from departments and agencies.
• May gather date and prepare technical reports and plans.
• May gather, analyze, and present personnel utilization data.
• May investigate and resolve discrimination complaints.
• May gather data and perform research involved in affirmative action and equal employment opportunity projects.
• May revise, develop, and update state and local government job specifications and standards.
• May conduct job analyses.
• May code new titles properly using occupational title coding systems of the division as they enter the system and eliminate old titles as they leave the system.
• May perform technical work involved in processing Personnel Action forms.
• May maintain a log of Personnel Action forms and determine which require review by an appropriate analyst.
• May review Personnel Action forms and supporting documents to ensure that all pertinent information has been submitted and that rules, regulations, and procedures have been met with compliance.
• May work closely with executives and supervisory personnel on special projects.
• May confer with personnel officers, administrative personnel, and others explaining technical aspects of personnel actions and obtaining additional information where necessary.
• May have charge of an assigned work program and staff.
• May maintain, in current condition, the records of an assigned group of state employees, supervising the recording of actions taken on each individual's record.
• May provide accurate and 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 Civil Service Commission law, regulations, and policies.
• May personally check performance ratings of below standards for their possible effect on the concerned employees' salaries.
• May review for accuracy personnel forms and seniority lists received.
• May interpret new regulations and salary administration policies as they affect the processing of Personnel Action forms, and ensure implementation of same.
• May assist personnel officers in resolving problems relating to the processing of Civil Service Commission forms.
• May supervise post audits of supplementary overtime payrolls.
• May schedule the use of training facilities, materials, equipment, and instructors on a daily basis.
• May perform administrative duties.
• May respond to written or oral inquiries concerning personnel matters.
• May monitor the cash flow of state accounts.
• May supervise routine and less complex bookkeeping processes.
• May develop personnel improvement projects involving both field and office work.
• May schedule examination centers, candidates, and staff to administer examinations.
• May select examination centers so that all examination centers can conform with scheduling purposes.
• May supervise the handling of vouchers for monitors, schools, and consultants to ensure that all are paid according to Civil Service Commission budget and accounting procedures.
• May be responsible for submitting to the fiscal section a report on the estimate of total operating expenses for examination programs.
• May assemble clerical examinations.
• May coordinate and gather pertinent material including job analyses, typist and monitor instructions, construction sheets, oral briefing forms, job analysis charts, and other supporting documents for supervisory approval.
• May compile job analyses for clerical examinations.
• May revise test items and subtest forms conforming to technical standards, and code new items.
• May proofread examinations, both typist and printshop production, within established timeframe.
• May maintain essential examination files ensuring that worksheets, job analyses, and pertinent documents and information are secure in the file.
• May maintain examination information security and practice good public relations in determining information available to appointing authorities and general candidate population.
• May review and prepare for signature correspondence relating to the assigned workload.
• May prepare reports.
• May arrange scheduling and grading of qualifying exams.
• May handle special projects assigned by the supervisor.
• May supervise and perform the more complex work in maintaining records and files of Civil Service Commission employees in state and local government jurisdictions, and record personnel actions affecting them.
• May supervise and perform work involving certification of eligibles to vacant positions, certification against provisional appointees from appropriate employment lists, and recording of these appointments.
• May supervise the processing of promotional examinations.
• 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 prepare routine correspondence and form letters which may or may not be signed by a supervisory official.
• May supervise and prepare clear, technically sound, accurate, and informative statistical, financial, and other reports.
• May supervise work operations and/or functional programs and have responsibility for effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees.
• May supervise the maintenance of 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

Four (4) years of experience in work involving the processing of highly technical clerical work including one (1) year of experience in the coordination of complex technical/clerical functions.

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 the essential duties of the position.

Knowledge, skills and abilities

• Knowledge of office methods, practices, routines, machines, and equipment.
• Knowledge of the internal organization, personnel, functions, and regulations, policies, and procedures of the Civil Service Commission with emphasis on those of the assigned unit after a period of training.
• 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 the New Jersey Civil Service Commission laws and and regulations and their interpretation and application to specific situations particularly in the assigned unit after a period of training.
• Knowledge of approved English usage, filing systems, statistical procedures, and business and office equipment and machines and their advantages and limitations.
• Ability to coordinate the scheduling of an examination administration or other examination program.
• Ability to read, understand, and communicate a variety of interrelated written technical and nontechnical instructions such as Civil Service rules, guidelines, policies, and test results and statistics.
• Ability to assist in the development of clerical examinations.
• Ability to translate written technical material into oral or written language which is understandable to laypeople.
• Ability to comprehend office methods, practices, routines, machines, and equipment and the internal organization, personnel, functions, and regulations, policies, and procedures of the Civil Service Commission and the assigned unit.
• Ability to organize assigned clerical and supervisory work, analyze problems which arise therein, and develop effective work methods.
• Ability to give assignments and instructions to clerical employees and supervise the performance of their work.
• Ability to comprehend, analyze, interpret, and apply basic law and regulations.
• Ability to supervise a specialized unit of technical clerical work, devise appropriate schedules and routines, and see that emergency and peak-load periods are provided for.
• Ability to receive and adjust complaints.
• Ability to interpret department laws, regulations, policies, procedures, and methods to persons within or outside the department.
• Ability to prepare and supervise the compilation of material for and prepare bulletins, pamphlets, and circulars of varied types.
• Ability to prepare detailed, technical, and confidential correspondence for the signature of a supervisory official.
• Ability to prepare and supervise the preparation of statistical, budget, and other reports containing findings, conclusions, and recommendations.
• Ability to supervise the maintenance of essential records, reports, and files.
• Ability to learn 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, or communicate in English sufficiently to perform the 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.