Human Resources Specialist 1 (Focus on Hiring and Recruitment)

Description

Duties Description

For the purpose of staffing, developing and maintaining an adequate and competent workforce, the Human Resources Specialist (HR Specialist) performs a variety of personnel activities and transactions to include: position classification and compensation; employee recruitment, placement, and retention activities; benefits administration, health and safety assessments, employee counseling employee recognition programs, labor relations, payroll transactions, training and other employee services. In addition, due to the unique aspect of DMNA, the HR Specialist performs a variety of duties and responsibilities in support of State Active Duty (SAD) military missions to include but not limited to SAD payroll and Line of Duty (LOD) investigation file management. The HR Specialist series may include supervising subordinate personnel in the performance of human resources responsibilities.

This position currently will be assigned to our hiring and recruiting programs.

The position performs responsibilities in accordance with all current and amended DMNA policies and procedures, federal and state statutes, and where applicable, the contract bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. When appropriate, the position may report to state and/or federal supervisory personnel. This position is management/confidential and is not covered under labor contract provisions within the DMNA.

Specifically, Duties May Include But Are Not Limited To

• Develops and/or reviews requests for new positions, reclassifications, reallocations, increased minimum hiring rates, geographic and shift pay differentials and related classification and compensation matters.
• Administers tasks pertaining to the appointment, assignment and evaluation of personnel. Including but not limited to qualifying applicants, posting vacancies, scoring and assessing completed interview packets/applications and providing feedback and recommendations.
• Prepares agency classification requests and supporting justifications.
• Develop materials and attend events/meetings/training/presentations related to recruitment.
• Analyses, develops and validates interview questions and assessment materials.
• Confers with program staff, Department of Civil Service and Division of the Budget representatives as necessary to further explain and support classification proposals.
• Reviews tentative classification standards; and coordinates with affected program staff for appropriate and timely comment.
• Confers with agency program managers and Department of Civil Service representatives on possible actions to meet specific recruitment needs.
• Advises program managers, supervisors and individual employees on applicable laws, rules, directives or negotiated agreements which affect the appointment, promotion, termination or salary of employees.
• Corresponds or meets with potential applicants to resolve inquiries regarding employment opportunities.
• Will assist in the tracking and projecting personnel hiring including full-time equivalents (FTE) review and budgeting.
• Administers the maintenance of a position or item control system to facilitate effective and efficient utilization of organizational staff.
• Reviews organizational relationships and the impact of changing programs on existing positions and organizational structures.
• Supervises the administration of employee insurance programs, survivor benefits, workers’ compensation, organizational health, safety and related programs including retirement counseling.
• Oversees the administration of the time and attendance rules as modified by negotiated agreements; and pertinent leave programs such as military, educational and sick leave.
• Coordinate all personnel activities associated with hourly hires such as reviewing hiring paperwork for accuracy; providing supervisory guidance; track hours associated with non-military use contracts and other requirements.
• Responsible for reviewing and tracking overtime expenditure in accordance with agency directives.
• May be responsible for assisting in payroll matters and processing.
• May present at or assist with presentation and training events and oversight of the Statewide Learning Management (SLMS) system.
• Disseminates information on training and promotion opportunities and related programs for potential employee self-improvement.
• May counsel individuals on career programs and goals.
• Administer the probation and annual evaluation program
• May assist with coordinating activities associated with State Awards, tracking certifications, employee recognition, years of service awards, training dates and mandates, and other tracking of employee data information.
• Provides technical guidance, direction and assistance to staff as needed.
• Conducts pertinent audits and studies, analyzes data and develops appropriate recommendations.
• Prepares various personnel reports and related correspondence.
• Prepares personnel transactions in accordance with applicable rules, regulations and directives.
• Directs the preparation and adaptation of agency personnel manuals and employee informational handbooks.
• Supervises the activities of subordinate staff engaged in supporting the agency’s state workforce.
• Performs other job-related duties as assigned.
• Assists in the development, implementation, daily operations and execution and other matters related to the State Active Duty (SAD) active missions to include activities such as: payroll entry and processing, Line of Duty (LOD) investigations and medical documentation, benefits questions, Orders and DMNA Regulation review and modifications.
  
  

Job Requirements

An individual appointed to a HR Specialist position must be able to take direction, comprehend many assignments at one time, pay attention to detail, analyze and process large amounts of data, supervise subordinate personnel, present material to supervisor and other individuals clearly and concisely, exercise extreme confidentiality in working with personnel and medical records and require minimal supervision in completing tasks timely and accurately.

• Working knowledge of the principles and practices of personnel administration, particularly (preferred) as practiced under the provisions of New York State policies and procedures.
• Experience working with labor unions, collective bargaining agreements and/or pertinent knowledge of grievance and disciplinary procedures - preferably experience working with New York State labor agreements.
• Must be able to interpret regulations and statutes and ensure proper compliance.
• Must be proficient in Microsoft Office Word and Excel. Ability to use PowerPoint preferred.
• Strong organizational skills.
• Ability to perform tasks with minimal supervision.
• Experience in multi-tasking and prioritizing multiple deadlines.
• Strong communication skills – written and verbal.
• Ability to prepare written material in a clear and concise form.
• Ability to read and write in English.
• Demonstrated reliability and trustworthiness.
• Ability to read, understand and apply laws, procedures, rules, regulations and guidelines where there are not clear precedents or procedures previously established.
• Ability to interact well with different groups of people, including co-workers and management comprised of both Federal and State personnel.
• Ability to organize and analyze facts, and to draw logical conclusions.
• Ability to identify and resolve personnel problems.
• Ability to effectively supervise and coordinate the efforts of others.
• Ability to provide direction and training to staff in effective personnel procedures.
• Working Knowledge of the principals and techniques of supervision.
• Ability to review and understand complex and lengthy documents while at the same time proofread and make editing recommendations.
• Must complete and attend training as required.
• May have to travel to meet job requirements, administer personnel activities, conduct presentations, address employee and labor relations matters, etc.
• Travel may occur using various modes of transportation to include driving and/or flying.
• Overtime may be required.
• Additional duties as assigned.
  
  

Qualifications

Minimum Qualifications

A Bachelor’s degree from a regionally accredited college or university in Business Administration, Public Administration, Human Resources Management, Political Science or related degree; plus two (2) years of full-time experience in Business or Public Administration, or related administrative field.

OR

An Associate’s degree from a regionally accredited college or university, in Business Administration, Public Administration, Human Resources Management, Political Science or related degree; plus four (4) years of full-time experience in Business or Public Administration, or related administrative field.

OR

Six (6) years of full time experience in Business or Public Administration or related administrative field with some supervision of subordinate personnel.**

AND

In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET or other clearance may be required.

Must have and maintain a valid driver’s license to operate a motor vehicle in the State of New York. Must report any change in driver’s license status to the State Human Resources Office (MNHS).

Must be proficient in, and able to independently use Microsoft Office software – MS Word and Excel. Ability to use PowerPoint and/or Access also preferred. ***

Within Ninety (90) days of appointment must successfully complete all Statewide Financial System (SFS) and Statewide Learning Management System (SLMS) required training as related to job assignments. ***

• Other combinations of education and work experience, including military, may be considered, however, candidate must demonstrate the combined education and years of experience necessary for each classification with direct relevance to the job duties noted above. Years of experience maybe adjusted based on level of previous experience and supervision.
• Should related systems, regulations, procedures and requirements change, additional training and/or certifications may be required.
  
  

At all times, the employee MUST maintain minimum standards in accordance with current agency requirements and directives noted above; failure to do so will subject the individual to disciplinary action, including possible termination.

NOTE: Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Directorate for any further information regarding the position requirements.

Additional Comments

This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.

Expected salary: $67,119