POSITION: DATA ENTRY OPERATOR

DESCRIPTION

The Data Entry Operator performs work under general supervision. Work in this class requires responsibility for applying a wide variety of computer knowledge and skills using applicable software and electronic office equipment to convert source documents into computer-acceptable form by use of a keyboard machine. Work is reviewed for accuracy.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Logs and codes data according to prescribed standards;
• Inputs data into computer system;
• Verifies recorded information to ensure accuracy and completeness of data;
• Identifies and corrects errors;
• Updates files and records;
• Creates back-up files;
• Operates computers and office equipment;
• Assembles, batches, and distributes data;
• Maintains sequence and control of source documents;
• Recognizes errors in original entry and corrects data prior to processing;
• Performs additional functions incidental to data entry activities as requested;

FACTOR I: KNOWLEDGE AND ABILITIES REQUIRED

• Knowledge of keying alphabetic and numeric information in prescribed format;
• Knowledge of simple database construction and management;
• Ability to verify correctness of entry data according to procedures, equipment capability and installation standards;
• Ability to read, comprehend and follow oral and written instructions;
• Ability to operate modern office equipment and to communicate any malfunctions to supervisor;
• Ability to follow work schedule and keep supervisor informed of that schedule;
• Ability to work with confidential information in a responsible manner;
• Ability to recognize input errors;
• Ability to recognize deficiencies in source documents and bring to supervisor’s attention;
• Ability to establish and maintain effective working relationships with all persons contacted in the course of work.

FACTOR II: SUPERVISORY CONTROLS

• Employee works under the supervision of a principal or activity center head, who describes scope of goals and objectives and furnishes guidance only on critical issues;
• Incumbent plans and schedules own work based on the understanding of broadly defined objectives and priorities, supervisor reviews work after completion;
• Work is reviewed through conferences, reports and achievement of objectives;

• Instruction provided only in new situations, methods, procedures that are not clearly related to existing tasks and duties.

FACTOR III: GUIDELINES

• Federal and state laws, including HIPAA (Health Insurance Portability and Accountability Act) and Departmental guidelines and procedures must be followed.

POSITION: CHIEF OF STAFF

DESCRIPTION

This is highly confidential, professional and administrative work in planning and directing governmental activities

for the Commissioner of Education. An employee in this class is responsible for supervising, coordinating and directing the day-to-day administrative operations of the Commissioner’s office. Responsibilities include directing office staff and ensuring the execution of goals and objectives as identified by the Commissioner, overseeing the preparation of the district's operating budget, coordinating the agenda with both state and district levels, reviewing district organizational and staffing plans to ensure that they are consistent with designated objectives, directing the preparation of news releases and media interviews on behalf of the Commissioner's Office, and recommending modifications to district office procedures, as necessary.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Plans, directs and supervises the day-to-day administrative operations of the Commissioner’s office;

• Identifies administrative policies and procedures for effective administrative operation;
• Prepares work plans and schedules, interprets and communicates regulations and policies;
• Oversees the preparation and subsequent review of specialized budget documents;
• Periodically analyzes budget status by monitoring expenditure reports;
• Collects, analyzes and compares data and trends; prepares reports including observations, conclusions and recommendations;
• Assigns, directs and supervises the implementation of designated special projects as directed by the Commissioner;
• Meets with staff to offer direction and to ensure adherence to stated project objectives;
• Directs and reviews the preparation of correspondence;
• Ensures appropriate staff members are assigned to calendared community events;
• Supervises the preparation of news releases on behalf of the Commissioner;
• Supervises, assigns and reviews the work of subordinate personnel for accuracy and completeness;
• Prepares talking points for the Commissioner;
• Assists with coordinating the State and District agenda process;
• Ensures agenda items are placed on calendar for hearing;
• Reviews the dissemination of agendas to various District departments;
• Coordinates Commissioner's calendar with secretarial staff;
• Oversees protocol functions, to include directing the writing of  governmental  proclamations, commendations, and certificates of appreciation, salutations, scrolls, sympathy resolutions and other government documents, as requested by the commissioner;
• Assists the Commissioner with initiating and coordinating territory wide special projects;
• Authorizes leave and overtime;
• Prepares employee performance evaluations;
• Utilizes a variety of computer programs / software to enhance efficiency and meet goals and objectives;
• Performs other duties as required or assigned.

FACTOR I: KNOWLEDGE AND ABILITIES

• Knowledge  of  the  principles  of  general  management,  public  and  business  administration  and  their application to governmental administration;
• Knowledge of public relations' principles and techniques;
• Knowledge of applicable state, federal and local laws, rules and regulations pertaining to departmental operations;
• Knowledge of the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments;
• Knowledge of the principles of public personnel administration and of DOE policies and procedures;
• Knowledge of supervisory principles and practices;

Chief of Staff

• Knowledge of the principles and practices of modern office administration;
• Knowledge of various software applications, such as Word, Excel, Power Point, Access and other computer programs and software;
• Knowledge  of  the  policies  and  procedures  used  in  budget  preparation,  justification,  monitoring  and reporting;
• Knowledge of research techniques and report writing;
• Ability to supervise a staff of subordinate employees in a manner conducive to full performance and high morale;
• Ability to exercise judgment and discretion in devising, installing and interpreting territory wide rules, regulations, policies or procedures;
• Ability to initiate and install administrative programs and procedures and to evaluate their effectiveness;
• Ability to evaluate administrative operations to determine if departmental goals and objectives have been met;
• Ability to delegate authority to subordinates necessary to complete responsibilities in various management functions;
• Ability to prepare accurate, clear, complete and concise reports;
• Ability to exchange non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills;
• Ability to discern and extract pertinent facts from oral and written guidelines, policies and procedures and apply them to a variety of problems;
• Ability to exercise resourcefulness in meeting new problems;
• Ability to analyze, interpret and report research findings;
• Ability to exercise of independent judgment or initiative regularly;
• Ability to solve problems by choosing solutions from among several alternatives that are not necessarily governed by established procedures;
• Ability  to  advise  and  provide  assistance  relevant  to  improvement  in  administrative  matters,  problem resolution and other changes;
• Ability to establish and maintain effective working relationships with all persons contacted during the course of work.

FACTOR II: SUPERVISORY CONTROLS

• Supervision is received from the commissioner, who holds the incumbent responsible for effectiveness in the preparation, administration and monitoring of complex administrative issues and for adherence to policies and procedures and for attainment of desired objectives;

• Incumbent exercises considerable independent judgment in directing numerous professional operational issues to ensure the goals as set forth by the assigned Commissioner are being met.

FACTOR III: GUIDELINES

• Compliance with HIPAA and other federal laws as well as the VI Code and Departmental policies and procedures;

FACTOR IV: COMPLEXITY

• Work is of a demanding, confidential, and organizational nature that may involve a variety of duties;
• Wide array of complicated tasks requiring coordinating numerous processes/methods;
• Analytical thought becomes more important at this level due to increased data and changing situations;
• Often coordinates or organizes the work of others;
• Alternatives may exist for methods to be used in solving problems;
• Duties require a high degree of concentration because of factors to be considered and weighed before decisions are made;
• Guidelines at this level may not be technical in nature, requiring careful interpretation;
• Regular multiple or conflicting demands, deadlines, emergencies, or time pressures;
• Regular sustained concentration is required.

• Attends to a variety of administrative details, which are necessary to ensure a smooth workflow and the realization of the many objectives of the Office of the Commissioner.

FACTOR VI, VII: PERSONAL CONTACTS AND PURPOSE OF CONTACTS

• Co-workers,  employees  from  other  government  agencies,  managerial  personnel  other  administrative officials;
• Offers or obtains specialized information and provides assistance on complex matters;
• Ongoing involvement outside the immediate unit.

FACTOR VIII: PHYSICAL DEMANDS

• Work is mostly sedentary. It is mentally and emotionally stressful.

FACTOR IX: WORK ENVIRONMENT

• Work environment involves normal everyday hazards or discomforts typical of offices, meeting and training rooms;
• Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work environment;
• Exposure to deviations from pleasant environmental conditions is only occasional;

MINIMUM QUALIFICATIONS

• Graduation from a four-year college or university with major course work in Political Science, Public or Business Administration or a related field plus a minimum of five (5) years managerial experience in personnel, procurement and budgetary matters.

“No person shall be discriminated against in employment or in any educational program or activity offered by the Virgin Islands Department of Education on account of race, color, creed, national origin, sex, handicap or age.”

Complainant may write to:              Director                                                                                            Director

Division of Human Resources                                          Division of Human Resources

#2133 Hospital Street                                                         #44-46 Kongens Gade

Christiansted, VI 00820                                                     St. Thomas, Virgin Islands 00802

FORM# Chief of Staff DOEHR 4/23/08

POSITION: Compliance Monitor – Federal Grants and Audits

DESCRIPTION

An employee in this class examines, evaluates, and investigates eligibility for or conformity with

laws and regulations governing contract compliance of federal grants and programs and other compliance and enforcement inspection activities. The employee is expected to use independent judgment in the performance of some duties. Work is continuously reviewed through conference and appraisal of performance.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Monitors and evaluates for Department’s local and federal compliance with approved program activities;
• Assists with planning and developing operating procedures and policies which support the goals and objectives;
• Disseminates information on federal mandates, regulations and guidelines;
• Compiles statistical data to support all activities and to calculate program effectiveness;
• Monitors all phases of activities to ensure compliance with federal and local laws;
• Conducts research and prepares reports;
• Administers and tracks program budgets;
• Communicates on behalf of program with relevant stakeholders;
• Provides informal and formal training related to administration of federal grants;
• Examines and verifies correctness of, or establishes authenticity of records;
• Keeps immediate supervisor informed;
• Performs other related duties as required.

FACTOR I - KNOWLEDGE AND ABILITIES REQUIRED

• Knowledge of applicable federal and local law and Departmental policies and regulations;
• Knowledge  of  internal  and  external  auditing  concepts,  techniques,  methods,  and procedures;
• Knowledge of GAGAS auditing and reporting standards;
• Knowledge of basic computer operation;
• Knowledge of departmental rules, regulations, policies and procedures.
• Ability to communicate orally and in writing through such forms as correspondence, briefing papers, reports, and issue papers;
• Ability to establish and maintain an effective working relationship with the public and all persons contacted during the course of work;
• Ability to work effectively, cooperatively and harmoniously with agency staff, public, groups and individuals;
• Ability to research, compile data, and write reports.

FACTOR II- SUPERVISORY CONTROLS

• Work is reviewed and evaluated directly through documents and reports, observations, annual performance evaluations, and annual program evaluations.

FACTOR III - GUIDELINES

• Guidelines  consist  of  applicable  federal  and  local  laws,  Departmental  policies  and regulations, and inspection procedures manuals.

DUTIES AND RESPONSIBILITIES (NOT ALL INCULIVE)

• Provides on-site technical advice to management and operating personnel on matters relating to data processing systems ;
• Analyzes , maintains, modifies and enhances  several programs to be assigned as continuing responsibility ;
• Works with special projects assigned in terms of overall objectives;
• Creates and updates websites ;
• Builds and updates web pages;
• Updates and maintains confidential databases ;
• Determines causes of unexpected computer stoppage due to data error, machine malfunction , system or program routine error;
• Receives, controls and incorporates into existing systems , all reassembled programs and modifications;
• Assists in program testing processes;
• Meets with programmers and testing specialists to coordinate work and resolve problems;
• Analyzes requests for new programs and for modifications of existing programs;
• Determines how a system should be organized, the number and kinds of records, files and documents required, the procedures to obtain and organize information to be processed;
• Makes recommendations as to whether or not work process should be automated;
• Identifies relationships , sequences and internal logic to be used;
• Codes, tests, debug, coordinates implementation and documents the applications ;
• Develops  instructions  and/or  temporary  operational  procedures  as  may  be  required  to  facilitate  continuity  of operations pending final resolution of problems which require action beyond local resource capability ;
• Devises or sets forth alternatives , weighs their cost/benefit and makes prescribed documentation and reports to management on results of studies and technical recommendations ;
• Monitors program operation and devises recovery plans for system failure situations;
• Resolves a wide variety  of  problems  which  are caused, for example, by data  errors, operator  errors, machine malfunction, or program errors;
• Traces and isolates causes of problem in hardware, error in program logic and code;
• Converts files from old to new formats ;
• Maintains and updates confidential databases;
• Assists with systems acceptability testing, and other phases of project development ;
• Participates as data processing expert on special studies and task forces requiring spread sheet development and computer systems expertise;
• Designs and implements database for the Department via diverse computer programming systems ;
• May be required to work other than prime shift and will be required to perform computer operator duties during emergency situations;
• Monitors educational scholarships programs, routine student or employee information;
• Monitors organizational management systems using technology , such as employee client transfers
• May register and administer assessments to prospective clients;
• May Monitor Departmental scholarship, resignations and retirements through diverse computer programming systems ;
• Provides on-site technical advice to management and operating personnel on matters relating to data processing application systems ;
• Performs other related duties, as required.

FACTOR I: KNOWLEDGE/ABILITIES REQUIRED

• Knowledge of system analysis and design techniques, pertinent characteristics of system software and computer equipment requirements in order to perform complex studies to advise management and personnel. Such knowledge and skills are generally used to analyze, evaluate and make recommendations on major aspects of a project such as what equipment configuration is most appropriate. The incumbent devises or sets forth alternative, weighs their cost/benefit and makes prescribed documentation and reports to management on results of studies and recommendations;
• Knowledge of programming and analysis techniques to serve as a system monitor or troubleshooter involving problem solving and devising recovery plans for system failure situations;
• Ability to take necessary action to restore operations and collaborate with other management personnel to effect changes needed in programs;
• Knowledge of file designs, computer related control procedures skill in modifying existing systems and ability to formulate programming specifications for new systems and special projects;
• Knowledge of structured analysis, design and programming techniques in order to design structures program modules and write code in conformance with required computer service techniques ;
• Knowledge of OMNI Form software, all Microsoft Office, Visual Basic, C++, or Data bases systems designs.

FACTOR II:  SUPERVISORY CONTROLS

• Supervision is provided by a higher level officer. Incumbent is responsible for problem resolution of all developed programmed systems. Several programs are assigned as the employee's continuing responsibility for analysis, maintenance, modification and enhancement. Special projects are assigned in terms of overall objectives.
• The supervisor consults with the employee to determine acceptable time frames and to identify resources required.
• The incumbent is responsible for planning and carrying out the work, resolving some of the conflicts that arise and interpreting policy in terms of established objectives .
• Periodically the supervisor is informed of progress.
• Work is reviewed for soundness of recommendations, achievements, desired results, compliance with established policy, applicable regulations and overall program effectiveness.

FACTOR Ill: GUIDELINES

• The guidelines federal and local law as well as the Department's information technology policies, regulations and standard operating procedures.

FACTOR IV: COMPLEXITY

• The work includes a wide variety of unrelated assignments including system analysis, program development, problem resolution system implementation projects which may involve local and territorial needs concerning revisions or expansion of existing program requiring substantial analysis.
• The work is characterized by a considerable need for analyzing and resolving systemic and software problems and developing new computer processing applications as managers' requests.
• The employee often has to work with conflicting or insufficient data and take different approaches to resolve problems to determine what must be changed in existing programs and used to predict the effect of these changes on the computer systems;
• In assisting management on new applications, consideration must be given to probable future changes in systems design and equipment currently being used in locations such as the computer operations room and remote office site both on St. Thomas and St. Croix.

FACTOR V: SCOPE AND EFFECT

• The scope of the work covers responsibility for systems which are critical and essential to the overall operations of the agency; implementing computer applications and resolving critical systems and operational problems, formulating project recommendations, analyzing various problems and questions and establishing programming specifications facilitates work accomplished in the agency.

FACTOR VI: PERSONAL CONTACTS

• In addition to contacts with personnel of the agency there will be contacts with clients for content of confidential database, equipment vendors' representatives and computer personnel form other Government Agencies.

FACTOR VII: PURPOSE OF CONTACTS

• Contacts are to exchange technical information and coordinate recommended advice on work effort. In addition, the employee informally arbitrates between various users of the system who frequently requests modifications that conflict with or will cause adjustments to procedures of other users. The incumbent also negotiates with customer engineers when there are disagreements on responsibility for problem resolution.

FACTOR VIII: PHYICAL DEMANDS

• Work is sedentary.  Normal use of all physical senses is required;

Work may be required to be performed on other than the normal shift on a temporary basis.

FACTOR XI: WORK ENVIRONMENT

• The work is performed in an office setting. Travel may be required throughout the territory.

MINIMUM QUALIFICATIONS:

• Master's degree from an accredited college or university in Information Technology,  or related field and two (2)

year's work experience in system design and analysis; or

• Bachelor's degree from an accredited college or university with courses in mathematics, statistics, computer application or courses supplemented by successful completion of systems and database design and analysis, and one (1) year work experience in system design and analysis and knowledge of two (2) programming languages, one of which must be applicable to the agency assigned.

"No person shall be discriminated against in employment or in any educational program or activity offered by the Virgin Islands Department of Education on account of race, color, creed, national origin,sex, handicap or age.•