2L33

                                                                     PAY RANGE: N20

ADMINISTRATIVE SPECIALIST – SUPERVISORY -_ NON_CONFIDENTIAL

GENERAL DEFINITION

This is supervisory level administrative work of a non-confidential nature directing a program or function determined by the work of the department.  Employees supervise programs such as a comprehensive volunteer services program for a major department; or such functions as management of a large warehouse operation; reviewing, developing and revising operational procedures; or analyzing and maintaining departmental financial and budgetary data; or health claims quality assurance analysis.  Employees supervise a technical and/or clerical staff engaged in performing administrative support of a non-confidential nature. Contact with community groups, private agencies, foundations and individuals and departmental managers and administrators are significant aspects of the work. Work is performed under the general direction of an administrative superior. 

ALLOCATING FACTORS:   (The following conditions must be met for a position to be allocated to this class.)

· The position must be responsible for directing a program such as a comprehensive volunteer program which provides a wide variety of services in a major department or a function, such as administrative analysis

· The position must supervise a technical and / or clerical staff engaged in administrative work of a non-confidential nature.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Positions Performing Volunteer Services Functions

Confers with departmental supervisors to determine the services to be performed by volunteers and defines duties for each assignment; evaluates proposals for incorporating volunteers and initiates changes or implements new volunteer activities in order to meet the requirements of departmental programs; observes and evaluates the effectiveness of existing volunteer services; responds to, evaluates and implements requests from departmental administrators for volunteer services; trains staff in the most optimal use of volunteers.

Directs the preparation and maintenance of files on volunteers; recommends acceptable individual volunteer or community organizations; recruits and trains new volunteer coordinators who participate in screening and selection of volunteers; utilizes volunteer coordinators to process large numbers of volunteer candidates; develops procedures and guidelines for volunteer coordinators; oversees and evaluates performance of volunteer coordinators. 

Attends meetings of area volunteer service officials to learn of new programs; attends meetings of local community, civic, and social organizations and schools to recruit volunteers and solicit donations; explains the need for volunteer services and material donations; addresses organizations and groups as to how they can best participate in a variety of volunteer activities; represents the department to local community, civic, social and religious organizations and schools.

Interviews applicants to determine their aptitudes, abilities, interests and other qualifications; determines the need for or value of orientation and/or training sessions for volunteers; gathers data for and writes material for sessions; schedules and conducts orientation and training sessions.

Meets with departmental administrators to review prospective volunteers; prepares documentation on background of prospective volunteers; recommends acceptance or suggests rejection of volunteers to administrator.

Plans recognition ceremonies for volunteers; arranges for speakers and awards.

Positions Performing Warehouse Management Function

Directs activities of warehouse staff including administrative, inventory control and stores employees; manages contract expenditures and encumbrances to ensure that sufficient funds are available; performs feasibility studies and forecasts to ensure financial obligations are met; reviews historical data and performs cost studies of products and services vendors will provide; creates and develops contracts; manages the inventory process associated with assets.  

Positions Performing Administrative Analysis Work

Directs analysis of existing procedures within the operating divisions of the department; examines existing systems, and prepares flowcharts of existing procedures to identify ways to make systems more efficient and to set up the new systems that will achieve efficiencies; consults with departmental officials to determine the needs, use and requirements for analytical studies and projects;  trains personnel learning the department’s various work order systems; identifies errors or inefficiencies and provides regular  coaching to staff on the systems; performs research and makes presentations on various administrative or operating aspects of department; facilitates meetings of internal and external groups; participates in committees and task forces established to analyze and resolve systemic problems; develops and implements corrective actions.

Positions Performing Health Claims Quality Assurance Work

          Directs the health claims analysis staff and related activities for a department that provides or manages health related services; plans, assigns, and reviews the work of health claims analysts engaged in reviewing and reporting fee-for-service health claims transactions; directs the development and maintenance of supporting documentation for the claims adjudication process; supervises the preparation of claim-related detail and summary reports; directs the submission of files for claims processing and state reporting systems; coordinates the investigation and resolution of claim issues arising from the adjudication process; directs the onboarding of new contracted provider agencies to the fee-for-service claims process; provides training to department and contracted provider agency in understanding and implementing fee-for-service claims process.

All Positions

Supervises the activities of a clerical and/or administrative staff; plans, schedules, coordinates and reviews the work of employees or volunteers; directs clerical, technical and volunteer staff members in operational, administrative and support tasks; may administer budget.

Acts as project manager on variety of administrative and operational issues; determines scope of project; develops schedules and timelines for project completions; explains newly developed or revised systems to departmental personnel and instructs them in initial implementation; ensures achievement of departmental objectives; evaluates project upon completion and makes recommendations for future projects.

Analyzes federal, state and local regulation and legislation which affect the programs or operations of assigned department; recommends actions to ensure compliance with regulations and laws; prepares a variety of manuals, policy statements and procedures to facilitate understanding of departmental and city regulations and requirements.

Prepares periodic reports of activities; directs the preparation of mailing lists and a newsletter; prepares section of departmental annual report; prepares a manual and other written materials on rules and procedures.

May direct through subordinate the development of student internships which provide specialized services; provides subordinate with contacts information and advises subordinate on communicating with university and college administrators and departmental officials; reviews program plans and reports from subordinates; participates as needed in the coordination process to resolve problems or expedite program development.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

(Determined by the department in which the position is allocated and the duties of the position):

· organizational structure and functions of City government

· regulations, contracts, laws, ordinances and procedures governing decision making within assigned functional area

· principles and techniques of report writing

· proprietary software used within assigned department

· common computer software, such as spreadsheets, databases, and word processing

· the philosophy and role of volunteer work programs as related to the mission and objectives of the organization served for the Volunteer Services assignment only

· administrative principles and methods used to effectively integrate the work of volunteers into the mission and objectives of the organization

· the methods used to recruit, organize, train, utilize, motivate and recognize volunteer organizations for the Volunteer Services assignment only

· local community, civic and social organizations and other resources which may be accessed for volunteer workers for the Volunteer Services assignment only

· the principles and practices of public speaking

· functions and resources of public and private agencies and organizations offering services related to the mission and objectives of the department served

SKILL IN:

· Speaking effectively before public groups

ABILITY TO:

· interpret and implement a variety of policies and guidelines

· supervise a staff of volunteer, technical and/or clerical employees

· coordinate functional activities with multiple participants

· cooperate with others in identifying volunteer needs and planning activities and programs to address them for the Volunteer Services Assignment only

· plan, develop and direct adequate volunteer work programs involving a number of volunteers for the Volunteer Services Assignment only

· evaluate volunteer program quality and effectiveness in relation to individual or group needs and changes where appropriate for the Volunteer Services Assignment only

· establish rapport and effective working relationships with volunteers and organizations and administrators and staff in order to insure efficient utilization of volunteer services for the Volunteer Services Assignment only

· 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 10/23.)

EDUCATION:

          Completion of a bachelor's degree program at an accredited college or university.

NOTE:  Industry recognized certification related to the area of assignment and/or additional experience may substitute for the required education on a year for year basis.

AND

OPTION 1:

AND

EXPERIENCE:

          One year of full-performance level professional administrative work as an Administrative Specialist 2 or equivalent.

OR

OPTION 2:

AND

EXPERIENCE:

          Two years of community liaison and technical experience assisting in the development, coordination, and management of departmental initiatives that utilize volunteer services programs and community groups.

OR

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources which includes the experience.

NOTE: Selective Factor Certification may be utilized, as needed, to fill specific positions.

In accordance with Civil Service Regulation 11.032 - Selective Factor Certification – the appointing authority may request certification of eligible candidates with:

Experience in one of the following occupations:

• Organizing and implementing volunteer services
• Warehouse Management
• Administrative Analysis
• Health Claims Quality Assurance

City of Philadelphia classes that typically meet the Specific Experience Requirements:

Administrative Specialist 2 – Confidential (2L17)

Administrative Specialist 2 – Non-Confidential (2L32)

Community Initiative Specialist (2J15)

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 6/64

Spec. Revision: C.S.C. - 10/96

Ad. Board - 11/96

Spec. Revision: C.S.C. - 12/11

Ad. Board - 1/12

Spec. Revision:

CSC – 8/18

Ad. Board – 9/18

Spec. Revision:

CSC – 11/21

Ad. Board – 12/21

Latest Spec. Revision:

CSC – 9/23

Ad. Board – 10/23

 JL