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TRAINING UNIT ASSISTANT
DISTINGUISHING FEATURES OF THE CLASS
The work involves responsibility for providing information and performing clerical work in support of the Training Unit Division programs in the Onondaga County Department of Social Services-Economic Security. A characteristic unique to this class is the advice and assistance given person to person, over the telephone, or in simple correspondence regarding information pertinent to the training programs. An employee in this position has substantial contact with the public. Work is performed under the general supervision of the Special Assistant to the Commissioner of Social Services (Personnel/Staff Development). Supervision of employees is not a function of an employee in this class. Does related work as required.
TYPICAL WORK ACTIVITIES
Answers inquiries and provides information about training opportunities offered by the Social Services-Economic Security Training Unit and coordinates with trainers for on-site trainings to ensure all needs are met and training rooms are set up.
Distributes the training announcements from the NYS Human Services Learning Center (HSLC), which include course content, dates, pertinent information for attendance, etc.
Gives announcements to supervisors to determine which employees should attend the trainings and maintains systems to determine who is required to attend annual trainings..
Registers all employees for training in HSLC and maintains electronic and paper training files of all forms from employees enrolling in the training courses.
Pulls the folder when the sign-up date has passed and gives the folder and any other necessary documents for the course to the Special Assistant to the Commissioner of Social Services (Personnel/Staff Development) to make the determination as to who attends the training.
Sends notices of acceptance to employees who will attend and includes the pertinent data they need: dates, location, materials to bring, parking, bring lunch, etc.
Makes any special arrangements for participants i.e.) hotel reservations, disability accommodations, transportation, etc.
Answers inquiries from and provides information to employees regarding information about training courses, teleconferences, verifying where and when, payment, did they sign up, etc.
Creates surveys and evaluation forms for distribution throughout the department.
Prepares travel authorizations and sends them to the Division of Financial Operations for authorization and assists in the reimbursement process for employees.
Requests State trainings for the Department using Centraport.
Orders equipment and supplies, as needed, as authorized by the Special Assistant to the Commissioner of Social Services (Personnel/Staff Development).
Reserves rooms for teleconferences, in-house training sessions, meetings, etc.
Prepares all State-required training reports.
FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Working knowledge of office terminology, procedures and equipment used in a Human Services agency.
Working knowledge of the agency operations, procedures and functions, particularly as they relate to the Department of Social Services-Economic Security Training Unit.
Ability to deal effectively and tactfully with the employees, department supervisors and the public.
Ability to maintain records.
Ability to read and understand written material.
Ability to follow routine oral and written instructions.
Ability to operate office equipment.
Two (2) years of clerical work experience, or its part time equivalent, which must have included as the major function of the job public contact work in a Human Services agency or organization.
*Public contact work in a Human Services agency or organization is defined as substantial face-to-face communication with adults that involves explaining or similar activities. The nature of the contact is such that it requires judgment on the part of the individual dealing with or responding to another person. Examples of qualifying experience include: customer services representatives, information clerks, receptionists, providers for personal services and interviewers for an agency or organization that provides assistance to vulnerable people .