PAY RANGE: N25

ADMINISTRATIVE SERVICES DIRECTOR 2

GENERAL DEFINITION

This is administrative management work directing the provision of administrative services necessary to provide efficient operation for a department characterized by limited to moderate complexity and diversity of its functions, with the specific services provided being determined by the needs of the department, but to include operating budget preparation and control, accounting control, procurement of goods and services, and planning and analysis. These services may also include capital budget preparation and control, personnel management, building and grounds maintenance and service, and the supervision of line functions where the knowledge of administrative practices is the most significant supervisory element. Of significance to the work is the role of the administrative service director to ensure that administrative functions provide for departmental needs and to work with officials of other City agencies to implement administrative functions.

Work is performed under the general direction of a Deputy Commissioner or Commissioner.

Assignments require analytical thinking and are carried out in accordance with functional precedents, practices, and policies. Employees in this class are responsible for providing administrative services for the use of departmental officials in the operation of a department characterized by functions of moderate diversity and complexity.

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

1. Positions in this class must direct the budget preparation, accounting control, procurement and financial planning and analysis for the department.

2. Only one position shall be allocated to each department characterized by administrative functions of limited to moderate financial complexity and diversity.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Directs the budget preparation and financial organization of the department, accounting control, procurement, planning and analysis, and may direct personnel and training, building and facilities maintenance and service functions, and departmental line functions; establishes program goals; reviews weekly, monthly, and annual accomplishments in consideration of goals; analyzes or directs the analysis of problem areas and provides resolutions; discusses resolutions with section chiefs and arranges for implementation of solutions.

Reviews operating and capital budget requests for conformance with budget policy, economy of operation and needs of the department; makes recommendations for modifications; explains needs, figures and justification of budget requests before fiscal, management, and planning agencies; provides financial advice to department head on the development of budgetary and fiscal policy, improvements in administrative services, and cost effectiveness of administrative services; provides information to department head at hearings before City Council.

Ascertains by review of reports and financial statements the financial status of the department and that funds are properly spent.

Develops and directs internal accounting controls and reporting systems.

Reviews and approves purchase requisitions for major cost items and recommends approval or disapproval of items using a substantial amount of funds; reviews and analyzes inventory and stores control records.

Directs analysis and planning studies be made of departmental operations; directs and participates in the preparation of financial projections; reviews recommendations for resolution of problems and discusses with division heads; arranges for implementation of solutions.

Reviews plans for new construction or renovation of existing facilities or appropriateness of design, location, and effectiveness; recommends changes where needs of department are not being met; establishes priority on repair projects.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

• the principles and practices and public administration including such areas as budgeting, organizational development and staffing

• the principles and practices of administrative organization and management and their application in solving a variety of operational and administrative problems

• the principles and practices of administrative and managerial analysis

• the principles and practices of public finance as applied to the preparation and control of operating and capital budgets

· the principles, techniques and systems of financial management

· the principles and procedures governing public procurement and contracting

• supervisory methods and techniques

• administrative and managerial practices, policies and procedures

SKILL IN:

· strategic thinking and planning to achieve organizational objectives

· prioritizing and justifying funding and services based on business strategy and budgetary constraints

• evaluating the effectiveness of administrative functions and programs and implementing changes to provide for more effective and efficient operations

ABILITY TO:

• analyze and evaluate complex organizational, administrative and managerial problems

• plan, organize, direct and coordinate the activities of a large multidiscipline staff providing a variety of administrative services

• evaluate the quality and effectiveness of administrative functions

· develop innovative solutions to identify cost-savings and efficiencies in administrative services

· communicate organizational goals for administrative services effectively

• establish and maintain effective working relationships with associates, representatives of central agencies, and the general public

• learn departmental operations in a department of moderate complexity and diversity and to provide administrative functions to meet the needs of the department

• present ideas effectively, both orally and in writing

• learn the general organization of City government, particularly as it applies to administrative organization and management

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 03/20.)

EDUCATION:

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

AND

GENERAL EXPERIENCE:

Four years of professional experience in any of the following administrative occupations: accounting, budgeting, financial planning and analysis, procurement/purchasing, contract administration, or human resources.

AND

SPECIFIC EXPERIENCE:

Two years of experience in one of the following areas:

· Directing an analyst staff in a central management agency in reviewing operational procedures, methods, and systems; budget analysis; or personnel for assigned agencies.

· Directing an administrative and technical staff in an operating department in provision of administrative services in the areas of administrative analysis, fiscal administration, budget analysis and/or personnel administration.

· As an Executive Assistant reporting to a Deputy Commissioner with responsibility for a personnel, administrative or financial division or department-wide analysis function

NOTE: A master's degree from an accredited college or university with major course work in business administration or public administration may be substituted for one year of general experience.

City of Philadelphia Classes that typically meet the specific experience requirements:

· Budget Officer 1 and 2 (2C05/2C06)

· Health and Human Services Assistant Fiscal Administrator (2C43)

· Departmental Human Resources Manager series (2H11-2H13)

· Executive Assistant (2L18)

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 10/54

Spec. Revision 6/81

Latest Spec. Revision and Consolidation with 2N03:

CSC: 02/20; Ad. Board: 03/20