The work involves responsibility for performing clerical duties connected with the processing of departmental personnel forms and the preparation and maintenance of accurate, current personnel files on each employee. Under general supervision, an employee in this class performs important clerical work involving responsibility for preparing or supervising the preparation of standard forms for employing personnel or for submitting appropriate forms to the central personnel office reflecting any changes during an employee’s incumbency such as, but not limited to, resignations, retirements, dismissals, layoffs, leaves without pay, reinstatements, salary changes, compensation cases and name and address changes . The employee is also responsible for preparation and maintenance of individual files on all employees on active payroll status. Assignments are received from an administrative superior and performed in accordance with established central personnel office policies and procedures. Some exercise of independent judgment is required in carrying out details of the work. Supervision may be exercised over clerical personnel. Does related work as required.




Prepares or supervises the preparation and maintenance of personnel records.

Assures that appointments are made in accordance with Civil Service Laws, Rules and Regulations.

Works closely with the Onondaga County Department of Personnel with regard to certifications of eligibles, canvassing, provisional and permanent appointments, personnel changes and related matters.

Maintains central, accurate and up-to-date personnel records as they relate to attendance, service records, leave accruals, evaluations, and current status on all employees, both active and inactive.

Supplies information to employees on fringe benefits, health and dental insurance, long-term disability insurance and retirement.

May respond to inquiries from benefit plan participants, answering questions or referring them to others as appropriate; may type and mail correspondence related to benefits.

May assist with scheduling and coordinating benefit information sessions and with benefits invoicing.

Prepares payroll or supplies pertinent information to payroll clerk regarding new hires or changes which will effect payroll status of regular employees, i.e., leave without pay, “docking” when fringe benefits are exhausted, name and address changes, promotions, demotions or changes in exemptions or deductions.

May distribute paychecks.

May prepare state and federal reports for salary reimbursement, turnover rates, unit costs for personnel services and number and types of personnel transactions.

Assists in preparing staffing schedules.

Answers inquiries from the general public and other agencies and jurisdictions regarding job opportunities within the department.

Prepares or directs preparation of letters of reference and employment records of former employees.

Collates and posts Civil Service exam announcements for all divisions of department.

May distribute and retrieve employee and/or vendor identification cards or may assist in the distribution and retrieval of these identification cards.

May perform the orientation of new employees or may assist with the orientation.

May act as a receptionist, screening calls, taking messages and providing information as appropriate.

May use a personal computer for entering data, filing or obtaining information.




Good knowledge of personnel procedures and practices.

Good knowledge of office terminology, procedures and equipment, such as, but not limited to, adding machines, copy machines, fax machines and personal computers.

Good knowledge of departmental policies and procedures, as well as rules and regulations.

Working knowledge of Civil Service Rules and Regulations.

Ability to learn and apply rules and regulations regarding personnel transactions.




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Ability to set up and maintain complex records and to prepare periodic statistical reports on personnel turnover, as well as the number and types of personnel transactions processed.

Ability to establish and maintain a central personnel filing system for the department.

Ability to prepare and compute time sheets or to supply payroll clerk with any variation of payroll, as supported by personnel changes submitted and approved by a central personnel office.

Ability to make arithmetical computations and to type letters and statistical reports.

Ability to establish effective working relationships with staff and other agencies.

Ability to work with sensitive and confidential issues and correspondence while maintaining tact, confidentiality and discretion.





  1. Two (2) years of permanent competitive class status in an entry level clerical title that is in a lower pay grade; or,

  2. One (1) year of permanent competitive class status in a second level clerical title that is in a lower pay grade.


Open Competitive:

Two (2) years of clerical work experience, or its part time equivalent, which must have involved the maintenance of personnel records, payroll processing or providing information regarding personnel policies and programs.



10/2015 Revised