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Job Description

PERSONNEL AIDE

JOB CODE 05020

Effective Date:	Rev. 08/07A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to perform paraprofessional, specialized, and technical duties associated with personnel activities. Employees in this classification exercise judgment in accordance with regulations and established policies and typically establish priorities for their own workload. Positions assigned to the Supervisory & Professional Unit exercise direct supervision over a small number of lower-level clerical personnel. This classification typically reports to a Personnel Analyst, Personnel Transactions Supervisor, or a Personnel Officer. It is distinguished from the classification of Personnel Clerk II by the greater complexity, technicality, and responsibility of work assigned. Work generally is reviewed only for results achieved.

ESSENTIAL FUNCTIONS:

• Reads and interprets technical material such as Personnel Rules, Administrative Regulations, Memoranda of Understanding, personnel payroll, management information systems, and Fair Labor Standards Act regulations;
• Explains personnel policies, regulations, or Memoranda of Understanding to City employees, applicants, and the public;
• Creates and updates various personnel records;
• Prepares regular and special reports from personnel records;
• Reviews written material for completeness and accuracy and ensures adherence to certain personnel guidelines;
• Enters data or information into a terminal, PC, or other keyboard device;
• Evaluates written or verbal complaints and makes recommendations toward resolution;
• Transcribes information;
• Performs routine research tasks;
• Accurately and concisely reports the findings of research projects;
• Completes forms or requisitions to request action;
• Files and retrieves information alphabetically and numerically;
• Performs elementary statistical analyses, organizing statistical data and drawing statistical inferences;
• Visually inspects identification;
• Performs special projects;
• Conducts instruction or training in a one-to-one or small group setting;
• Advises employees, retirees, and dependents regarding City-provided benefit programs;
• Observes or monitors people's behavior to determine compliance with prescribed operating or safety standards;
• Prepares boxes or bundles of forms, tapes, or other material for distribution or mailing;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Modern office practices, procedures, and manual and computerized record maintenance procedures and clerical processes.
• Principles and techniques of modern public and personnel administration and governmental organization.

Ability to:

• Communicate with customers, clients, or the public in person or by telephone.
• Work under pressure to meet tight time schedules and deadlines, and handle significant problems and tasks which come up simultaneously or unexpectedly.
• Comprehend and make inferences from material written in the English language.
• Exercise sound judgment and establish priorities for own workload.
• Understand and follow complex instructions written or spoken in the English language.
• Learn job-related material primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.
• Compose written documents with clearly organized thoughts and proper sentence construction, punctuation, and grammar;
• Perform arithmetic such as addition, subtraction, multiplication, division and statistics.
• Move objects up to 50 pounds short and long distances.
• Work cooperatively with others.
• Work safely without presenting a direct threat to self or others.

Additional Requirements:

• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.
• Some positions will require the performance of other essential and marginal functions depending upon work location, assignment, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
Two years of college majoring in public or personnel administration, industrial relations, psychology, or a related field, and one year of experience as a personnel or administrative clerk. Other combinations of experience and education that meet the minimum requirements may be substituted.