ADMINISTRATIVE SERVICES DIRECTOR 3

General Definition

This is administrative management work directing the provision of administrative services necessary to provide efficient operation for a major department characterized by complex and diverse functions, with the specific services provided being determined by the needs of the department but to include operating budget preparation and control, procurement of goods and services, and planning and analysis. These services may 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. This class is differentiated from the next lower class by the diversity and complexity of departmental operations and for more significant analysis in all areas. Of significance to the work is determining, analyzing and resolving administrative problems, ensuring that administrative functions provide for departmental needs and working with officials of other City agencies to implement administrative functions. 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.)

Employees in this class must direct the provision of administrative services necessary to provide efficient operation for a major department characterized by complex and diverse functions.

Typical Examples Of Work (Illustrative Only)

Directs budget preparation, accounting control, procurement, planning and analysis, and may direct personnel and training, building and facilities maintenance and service functions and departmental line functions; establishes goals; reviews weekly, monthly and annual accomplishments in light of goals; analyzes 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 modification; explains needs, figures and justification of budget results before fiscal, management and planning agencies; provides information to department head for hearings before City Council.
Ascertains by review of reports and financial statements the financial status of the department and ensures that funds are properly spent.
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 of departmental operations; 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 for appropriateness of design, location and effectiveness; recommends changes where needs of department are not being met; establishes priorities on repair projects.
Performs related work as required.

Required Knowledge, Skills And Abilities

Knowledge Of:

the principles and practices of public administration including 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
supervisory methods and techniques
administrative and managerial practices, policies and procedures

Skill In:

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

Ability To:

plan, organize, direct and coordinate the activities of a large multi disciplined staff responsible for providing a variety of administrative services
evaluate the quality and effectiveness of administrative functions
analyze and evaluate complex organizational, administrative and managerial problems
establish and maintain effective working relationships with associates, representatives of central agencies and the general public
learn the departmental operations of a complex and diverse department 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 6/11.)

Education

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

General Experience

Six years of experience in any of the administrative occupations. AND

Specific Experience

One year of administrative management experience directing the provision of all administrative services necessary to provide efficient operation for a department characterized by moderate or limited complexity and diversity of its functions.

OR

One year of fiscal administrative work directing the accounting and budgeting functions of a large city agency or directing the budgeting and other fiscal functions for several departments as a part of an administrative services cluster.

OR

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources, which has included the specific experience and a bachelor's degree as an educational minimum.

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 the general experience.

THE FOLLOWING CLASSES TYPICALLY MEET THE MINIMUM TRAINING AND EXPERIENCE REQUIREMENTS:

Administrative Services Director 2 (2N04)
Fiscal Officer (2A33)

Physical And Medical Requirements

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

PAY RANGE:

EP27

Class Established:
- 3/67
Latest Spec. Revision:
- CSC: 5/11, Ad Board: 6/11

DRC/jl

City Of Philadelphia Office Of Human Resources

2N05