Administrative Officer

2L20

PAY RANGE: N19

ADMINISTRATIVE OFFICER

GENERAL DEFINITION

This is office management work supervising the provision of administrative services for a small department or a division of an operating department with specific services as assigned. Employees perform work in one of two assignments- Budget and Contracting or Human Resources. Employees in the Budget and Contracting assignment assist a higher-level administrative superior in the preparation and control of the budget, supervising, planning, assigning, coordinating, and reviewing the activities of a subordinate clerical and technical staff engaged in the purchase of goods and services and maintenance of a variety of divisional records and reports. Employees in the Human Resources assignment assist the human resources manager with various human resources administrative functions related to hiring, payroll, labor relations, or safety, and maintenance of a variety of departmental reports and and maintenance of a variety of divisional and/or departmental reports and records. An employee in this class collects and compiles data for preliminary budget preparation and prepares justification for modifications in expenditures. In addition to the above responsibilities, work may include preparation of the capital budget, OR supervision of the Department’s personnel function, and may supervise through subordinate supervisors. This class is differentiated from the next lower-level supervisory class by the specific responsibility for preparation and control of a departmental or an operations divisional budget and the purchase of goods and services OR for delegated authority of a human resources manager for a personnel function. A significant aspect of the work is supervising a staff of clerical and technical personnel engaged in varied office management functions in support of divisional or departmental requirements. Work is performed under the direction of an administrative superior.

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

1. Positions in this class must be responsible for the preparation and control of the operating budget for a small department or a large division in an operating department OR for the facilitation of various human resources administrative functions related to hiring, payroll, labor relations, or safety, and maintenance of a variety of departmental reports and records in the Human Resources Assignment.

2. The position must supervise, plan, assign, coordinate, and review the activities of a subordinate clerical and technical staff engaged in the purchase of goods and services, and maintenance of a variety of divisional and/or departmental reports and records in the Budget Assignment.

3. Only one position will be allocated to a small department or operating division in each assignment.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

ALL ASSIGNMENTS

Supervises the provision of administrative services for a small department or a division of an operating department with either primary responsibility for administrative services associated with budgeting and purchasing functions or primary responsibility for human resources administrative services.

Performs related work as required.

BUDGET ASSIGNMENT

Collects and compiles data for preliminary budget preparation; prepares justification for modifications in expenditures; adjusts budget figures as the result of administrative review; provides information and data to administrative officials concerning budget requests and figures.

Maintains records on purchases, expenditures, and balances of accounts; ascertains whether expenditures are within budgetary allotments; prepares documentation for transfer of funds between accounts, if needed.

Supervises and reviews the preparation of purchase requisitions prepared by operating personnel; ascertains whether funds are available; makes recommendations for approval; requisitions office supplies and warehouse items; resolves requisition problems such as delivery delay and discrepancies in billings; contacts city and outside agencies to determine progress of specific requisitions; maintains divisional or departmental records such as contractor's billings and payments, telephone billings and payments, miles of streets paved; reviews contracts; administers service contracts; prepares reports showing current status and progress.

Supervises clerical and stores personnel in maintaining records, and stores commodities; determines methods and procedures to improve requisitioning, issuing and storing of materials and supplies; ascertains that proper procedures are followed; reviews inventory and other records for accuracy and completeness.

HUMAN RESOURCES ASSIGNMENT

directs and performs personnel administrative functions under delegated authority of human resources manager as determined by departmental needs, methods, and procedures; supervises maintenance of departmental personnel records; expedites the processing of personnel transactions; interviews and offers employment to certified eligibles; screens such eligibles for further interviews in the case of technical, administrative and supervisory positions; discusses qualifications of new employees with supervisors to assure proper placements.

Assists in orienting employees to departmental rules and regulations, duties, and employee benefits; discusses disciplinary matters, employee grievances, and other problems with employees, supervisor, and union representatives; represents department at meetings and hearings concerning employee grievances, disciplinary matters, and work conditions.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES

KNOWLEDGE OF:

· the principles, practices, and procedures of office management

· business English

· the practices of forms and record control

· the operation of common office appliances and computing

· the methods, standards and practices, and the care, adjustment and operation of computers and peripheral equipment, if required by work assignment

· the techniques, methods, and practices used in obtaining maximum utilization of computers and peripheral equipment, if required by work assignment

· supervisory methods and practices

· municipal administrative practices and procedures

· inventory control practices

· standard principles, practices, methods, and techniques of public personnel administration

ABILITY TO:

· learn the principles and practices of public finance as applied to the preparation and control of budgets

· learn the methods and practices used in the maintenance and control of fiscal, budget, purchase, and similar records

· learn administrative operations as it pertains to the needs of the department

· present ideas effectively, both orally and in writing

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

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards that 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 12/00.)

EDUCATION:

Education equivalent to completion of the twelfth school grade.

AND

GENERAL EXPERIENCE:

Four years of experience performing clerical work.

AND

SPECIFIC EXPERIENCE:

Two years of experience at the level of pay range EP13 and above or pay range 17 and above, supervising the work activities of a large clerical/technical staff engaged in performing administrative support and office management functions.

OR

Two years of experience at the level of EP 13 and above or pay range 17 and above in a staff assistant to a departmental manager or in a line capacity at the full performance level, performing facilitating services in such administrative areas as analysis, budget, personnel, procurement, and/or records control through gathering, analyzing and evaluating facts, and recommending courses of action, or supervising, through subordinate stores supervisors, a departmental or divisional stores function that includes general or automotive commodities.

NOTE: Post high school semester hour credits from an accredited college or university may be substituted for the general experience on a year for year basis. (30 credits is equivalent to one year)

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

Senior Accountant (EP19)	Administrative Services Supervisor (EP13)
Trial Services Coordinator (N17)	Administrative Assistant (EP13)
Assistant Revenue Collection Manager (N17)	Code Administrator I (EP13)
Training Center Supervisor (EP17)	Revenue Investigations Supervisor (EP13)
Payroll and Investigations Supervisor (N16)	Court Services Manager (20)
Departmental Procurement Specialist (N15)	Stores Manager (17)
Accountant (EP15)	Contract Clerk (17)
Assistant Payroll Supervisor (N14)	Trial Services Supervisor (17)
Auditor 1 (EP13)	Printing Services Supervisor (17)

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: 3/67
Spec. Revision:
CSC – 10/00

Ad. Board – 12/00

Latest Spec. Revision:

CSC – 7/23

Ad. Board – 8/23