Definition:
This is a standard position description involving work managing a unit in a local governmental department or agency to provide the public or other individuals with designated services and implement programs or policies as set forth by the agency/department. Some duties may vary depending upon the department or agency to which assigned.
An employee in this class plans and coordinates office activities and work projects and assigns duties to subordinate personnel responsible for carrying out and completing those functions.
Work is performed under the direction of a higher level officer who assigns duties, but the employee is allowed considerable latitude in the execution of his/her duties. Work is reviewed through conferences and reports.
Duties (Not All Inclusive):
Supervises and coordinates the activities of subordinate personnel in a particular unit in order to provide required services and ensure optimum efficiency and accuracy.
Makes request of staff personnel to determine their operating needs.
Analyzes and prepares office budget estimates based on those needs, and determines the apportionment of monies to be distributed.
Controls the expenditure of and maintains the accounts for funds allotted to the unit. Maintains financial records of budget allotments awarded to the unit for necessary items such as equipment, supplies etc.
Assists in personnel matters in ensuring compliance with laws, rules, and policies governing personnel administration which includes salary changes, promotions, separations, disciplinary actions, performance ratings, payroll and leave time and employment interview and follow-up.
Performs accounting related and record keeping functions such as the preparation of liquidation sheets and the posting of all requisitions in order to maintain; a running balance of all monies encumbered.
Verifies and processes documents for payment. Checks with appropriate personnel to confirm the accuracy of balances. Makes any corrections that are deemed necessary.
Makes appointments and screen calls for supervisor. Oversees the assignments and utilization of facilities within the organization.
Performs any other related duties as required.
Minimum Qualifications:
Graduation from a recognized college or university with a major in Business dministration or a closely related field and three years administrative experience including two years as an Administrative Officer III or its equivalent. (Graduate study may be substituted for experience on a one-to-one year basis); OR:
Graduation from the twelfth school grade or its equivalent and thirteen years of clerical and administrative experience including three years as an Administrative Officer III or an equivalent capacity; OR:
Completion of the tenth school grade and fifteen years of clerical and administrative experience including three years as an Administrative Officer III or an equivalent capacity: OR
Experience including two years as Administrative Assistant or its equivalent.
Factor 1 - Knowledge required by the position:
Knowledge of the general theory and principles of such aspects of public administration as budgeting, general procurement and supply, personnel administration and decision making.
Knowledge of departmental rules, regulations, policies, practices and procedures governing governmental operations.
Ability to interpret and ·understand complex procedural and general administrative legislation, rules, and policies and to apply them to a wide variety of problems.
Ability to translate general administrative instructions into specific action for· purposes of developing departmental management procedures and for coordinating general administration in the department.
Ability to communicate effectively through oral and written presentation.
Ability to establish and maintain effective working relationships.
Ability to plan, organize, supervise, and motivate the work of a moderate staff.
Factor 2 - Supervisory Controls:
The supervisor provides general administrative supervision and management objectives. The incumbent generally takes action and keeps the supervisor informed. When complex issues arise, the supervisor provides assistance and guidance. Completed work is reviewed for overall effectiveness and contribution to management goals.
Factor 3 - Guidelines:
Guidelines consist of departmental and organizational policies and regulations concerned with personnel, budget, procurement, and other matters. While generally applicable, the guidelines require interpretation and judgment to apply to particular situations.
Factor 4 - Complexity:
The work is varied, including separate functional areas i.e., personnel, budget and finance, procurement, etc. Decisions regarding what needs to be done depend upon an analysis of the project or phase of the assignment.
Factor 5 - Scope and Effect:
The purpose of the work is to serve as an integral member of the staff for administrative matters, and to provide advice on policy and practice within the scope of administrative office functions and to effectively and efficiently run the administrative unit to provide a variety of services. The unit contributes to and affects the effectiveness of the agency/department.
Factor 6- Personal Contacts:
Personal contacts are with co-workers, job applicants, employees from other agencies or outside of government.
Factor 7 - Purpose of Contacts:
The pur.pose is to plan, coordinate and advise on work or actions that affect the office. Provides briefings on the status and requirements of administrative management activities to managers, supervisors, and employees, and to interview persons seeking employment, and the use of certain facilities.
Factor 8 - Physical Demands:
Work is mostly sedentary in nature, requiring no unusual physical demands.
Factor 9 - Work Environment:
Work is performed primarily in an office setting.