ADMINISTRATIVE SPECIALIST 1 – Confidential
GENERAL DEFINITION
This is intermediate level administrative work, providing analytical services to improve, develop, and maintain operating efficiencies for a City department. Employees in this class conduct analyses, participate in the development of planning strategies, and prepare comprehensive reports for review by department managers. Positions in this class are distinguished from related positions by their close continuing relationship with a Department Director or Commissioner or a Deputy Director or Deputy Commissioner associated with collective bargaining. Work includes making recommendations for changing operating systems, procedures and organizational structures. Assignments increase in complexity and scope as employees progress toward full-performance status. Work is performed under the direction of a, Department Director or Commissioner or Deputy Director or Deputy Commissioner.
ALLOCATING FACTORS: (The following minimum conditions must be met for a position to be allocated to this class.)
1. Employees in this class must perform analytical work of a confidential nature at the intermediate level.
2. Employees in this class must report to a Department Director or Commissioner or Deputy Director or Deputy Commissioner. Only one position will be allocated to report to a Department Director or Commissioner or Deputy Director or Deputy Commissioner
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
Investigates administrative or operational problems; assists administrators in determining and implementing solutions to problems; makes recommendations affecting aspects of programs and policy; makes presentations to interested groups on various administrative or operating aspects of department.
Performs research, and prepares reports and recommendations on topics related to the collective bargaining process; has access to information subject to use in collective bargaining; presents recommendations associated with collective bargaining to a Department Director or Commissioner, or a Deputy Director or Deputy Commissioner; may participate in negotiations with representatives of unions; may represent the Department Head or Deputy during meetings and negotiations with unions.
Obtains information from a variety of sources concerning departmental procedures; prepares comprehensive reports and correspondence outlining recommendations for improvements; assists in the installation of new and revised methods, procedures and systems; evaluates operational efficiency of existing programs and makes recommendations for change.
Attends and participates in briefings, meetings, conferences or hearings as required; develops working knowledge of relevant laws, regulations, policies, standards and procedures required for job assignment; tracks progress of work through established systems or develops new systems for monitoring work; creates charts, tables or graphs to organize or show information.
Conducts analyses on existence and causes of impediments in work operations; reviews, revises and prepares written procedures and instructional material for the installation of new or revised methods; prepares flow and organizational charts; revises existing space allocations or proposes new ones.
Monitors new procedures to determine their effectiveness; participates in inter- and intra-agency task forces organized to review operational issues; assists departmental managers in implementing new programs; participates in development of policy and policy statements.
Assists in the planning, preparation and maintenance of departmental budgets and/or financial records; monitors expenditures and encumbrances to maintain sufficient funding balances; prepares cost feasibility studies; determine current cost data for inclusion in budget; prepares justifications for requested programs.
Estimates increased operating expenses to be incurred by new programs; anticipates and prepares for financial exigencies; makes internal and external presentations concerning budget process, if required by work assignment.
Performs related work as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
(Determined by the department in which the position is allocated and the duties of the position):
KNOWLEDGE OF:
· organizational structure and functions of City government
· regulations, contracts, laws, ordinances and procedures governing decision making within assigned functional area
· proprietary software used within assigned department
· Principles and techniques of report writing
· Common computer software, such as spreadsheets, databases, and word processing
· labor relations and collective bargaining principles and practices
· current trends and best practices in management and administration
· principles of statistical analysis
· organizational analysis
· principles of policy and procedure development
· principles and practices of budget preparation and administration
· principles and techniques required to develop and maintain cost and performance statistics
· fiscal reporting requirements and conventions
· accounting principles and practices
ABILITY TO:
· evaluate the effectiveness of processes within assigned functional area and make procedural changes to improve those processes
· coordinate functional activities with multiple participants
· establish effective working relationships with associates, higher level managers, and other governmental officials
· interpret and implement a variety of policies and guidelines
· Present ideas effectively, both orally and in writing
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 7/21.)
EDUCATION:
Completion of a Bachelor's degree program at an accredited college or university.
AND
EXPERIENCE:
One year of professional experience at the trainee level which has involved gathering and analyzing data, recommending courses of action and preparing reports and other materials.
OR
One year of experience in a human resources unit in one of the following classes:
· Administrative Services Supervisor – Confidential (2L08)
· Hiring Services Support Supervisor (2H16)
· Administrative Assistant- Confidential (2L11)
OR
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources, which includes a Bachelor's degree as an educational minimum or industry recognized certification in Human Resources.
NOTE: Possession of a Master's degree in Business Administration, Industrial Management, Government Administration, Political Science, Public Administration or a related field may be substituted for the experience requirement.
NOTE: Selective Factor Certification may be utilized, as needed, to fill specific positions.
PHYSICAL AND MEDICAL REQUIREMENTS
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Class Established 1/63
Spec. Revision: CSC - 04/01; Ad. Board - 09/01
Spec. Revision: CSC - 7/11; Ad. Board - 9/11
Spec. Revision:
CSC – 05/20
Ad. Board – 06/20
Latest Spec. Revision:
CSC – 6/21
Ad. Board – 7/21
SA