Government of the United States Virgin Islands Department of Education

POSITION: PERSONNEL ASSISTANT

DESCRIPTION

The Personnel Assistant is responsible for maintaining human resource records of Department employees. Work in this class involves the preparation of a variety of personnel documents in accordance with established procedures. The Personnel Assistant reports to a higher level officer.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

Records information and answer questions for employees;
Researches information about absences or job performance;
Updates the appropriate forms, including Notice of Personnel Action, when changes in employment occur. (For example, an employee receives a promotion or adds a family member);
Prepares reports for the Director;
Perform a variety of other clerical duties, including answering telephone calls or letters;
Sends out announcements of job openings or job examinations;
Prepares verification of a person’s employment for authorized signature;
Provides authorized information from the employee’s personnel records;
Contacts payroll departments and other government agencies to verify changes to records;
Explains the Department employment policies;
Requests references from present or past employers;
Informs job applicants by telephone, letter, or e-mail, of their employment application status;
Utilizes a variety of computer programs / software to enhance efficiency and meet goals and objectives;
Attends meetings and conferences;
Performs other duties as required or assigned.

FACTOR I: KNOWLEDGE AND ABILITIES

Knowledge of the Department policies and procedures which may include familiarity with cooperating government agencies;

Knowledge of various software applications, such as Word, Excel, Power Point, Access and other computer programs and software;
Knowledge of modern office procedures, practices and equipment;
Knowledge of research techniques and report writing;

Ability to exercise complete confidentiality appropriate to job requirements;
Ability to work well with others;
Ability to exercise resourcefulness in meeting new problems;

Ability to exchange non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills;
Ability to prepare accurate, clear, complete and concise reports;
Ability to demonstrate poise, tactfulness, diplomacy, and good interpersonal skills in order to handle sensitive and confidential situations.

FACTOR II: SUPERVISORY CONTROLS

Employee works under the supervision of a higher-level officer who assigns duties, describes scope of goals and objectives.
Work is controlled by routine review and reporting to or consultation with supervisor.

FACTOR III: GUIDELINES

HIPAA federal guidelines and Department policies and procedures and Labor Union Bargaining Agreement must be followed.

FACTOR IV: COMPLEXITY

Work is of a confidential and organizational nature that may involve a variety of duties requiring simple to complex analytical judgment: The employee exercises judgment to analyze facts or conditions to determine what action should be taken using standard practices.

FACTOR V: SCOPE AND EFFECT

Facilitates management by attending to a variety of administrative details, which are necessary to ensure a smooth workflow.

FACTOR VI: PERSONAL CONTACTS

Contacts are with co-workers, employees from other government agencies, managerial personnel and other administrative officials.

FACTOR VII: PURPOSE OF CONTACTS

The purpose of the contacts is to offer or obtain specialized information and to provide assistance on relevant matters.

FACTOR VIII: PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to:

Reach with hands and arms and grasp objects;
See to read fine print, and review information on a PC monitor, etc;
Sit, talk and hear within normal range;
Manipulate objects with fingers, for example, using a keyboard;
Occasionally bend, lift, and move about.

FACTOR IX: WORK ENVIRONMENT

Work environment involves normal everyday hazards or discomforts typical of offices;
Exposure to deviations from pleasant environmental conditions is only occasional.

MINIMUM QUALIFICATIONS

Associate of Art degree in Business or Secretarial Services and at least one year experience in personnel matters; or
High School Diploma and at least three years progressively responsible experience, two of which should be in the personnel field.

“No person shall be discriminated against in employment or in any educational program or activity offered by the Virgin Islands Department of Education on account of race, color, creed, national origin, sex, handicap or age.”

Complainant may write to:	Director	Director
	Division of Human Resources	Division of Human Resources
	#2133 Hospital Street	#44-46 Kongen’s Gade
	Christiansted, VI 00820	St. Thomas, Virgin Islands 00802