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ADMINISTRATIVE OFFICER III

DESCRIPTION

This is a technical administrative work at full performance level. Work in this class involves the performance of responsible administrative, management and financial services. An employee is expected to use his/her knowledge, experience and judgment in the application and interpretation of rules and regulations.

Supervision is exercised over a moderately-sized management and clerical staff. General direction is received from a higher-level officer or department head to assure consistency with policies and procedures.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

  • Assists in planning, developing, and executing operating procedures for agency or division;
  • Participates in the planning and programming of agency activities and assists in formulating work schedules;
  • Collects, sorts and assembles departmental-wide information and use information to prepare reports for such assignments as budget estimates, annual and other periodic reports including  findings,  conclusions, forecasts, and recommendations;
  • Directs and conducts a variety of studies and investigations of problems affecting agency operations and advises superior of problems and possible solutions;
  • Acts  as  departmental  personnel  officer  in  compliance  with  laws,  rules,  regulations,  policies,  fiscal management and other administrative functions;
  • Performs liaison work between agencies and representatives of other organizations; confers with superior and officials from other agencies in the development, interpretation and installation of programs and procedures; interprets, discusses and explains agency program;
  • Recommends to superior improved policies and procedures; assures that new and revised policies and procedures are properly implemented;
  • Utilizes computer systems to provide appropriate support;
  • Prepares letters, reports and other documents as appropriate in fulfilling job duties and responsibilities;
  • Performs other duties as required or assigned.

 

FACTOR I: KNOWLEDGE AND SKILLS REQUIRED

  • Knowledge of various software applications, such as Word, Excel, Power Point, Access and other computer programs and software;
  • Considerable knowledge of the general theory and principles of such aspects of public administration as budgeting, general procurement and supply, personnel administration and decision-making;
  • Ability to interpret and understand complex procedural and general administrative legislation, rules and policies and to apply them to a wide variety of problems;
  • Ability  to  translate  general  administrative  instructions  into  specific  action  for  purposes  of  developing departmental management procedures and for coordinating general administration in the department;
  • Ability to plan and administer agency programs;
  • Ability to prepare and review complex activity reports of agency functions;
  • Ability to solve problems by choosing solutions from among several alternatives that are not necessarily governed by established procedures;
  • Ability to establish and maintain effective working relationships with all persons contacted during the course of work;
  • Ability to remain calm and courteous under stressful circumstances;
  • Ability to communicate effectively, interpersonally and organizationally.

 

FACTOR II: SUPERVISORY CONTROLS

  • Employee works under the supervision of a higher-level officer who outlines scope of work, goals and objectives and furnishes guidance only in new situations and on critical issues;
  • Incumbent plans and schedules own work and/or work of others based on the understanding of broadly defined objectives and priorities. Supervisor reviews work upon completion through conferences, reports and achievement of objectives.

 

Administrative Officer III                                                                                                                                                                  Page 2

 

FACTOR III: GUIDELINES

  • Employee is expected to use knowledge acquired through training and experience in making independent decisions;
  • Federal and departmental guidelines and procedures must be followed.

 

FACTOR IV: COMPLEXITY

  • Work  is  of  a  demanding,  confidential,  and  organizational  nature  that  involve  multifaceted  duties  with changing situations, and time pressures;
  • Duties require a high degree of concentration since different factors must be considered and weighed before decisions can be reached;
  • Work   involves   a   complicated   tasks   requiring   coordinating   numerous   processes/methods,   careful interpretation and excellent judgment;

 

FACTOR V: SCOPE AND EFFECT

  • Responsible for performing administrative staff assignments and office management work for a departmental division or institution, particularly in assisting a higher-level administrator with the management of the agency.

 

FACTOR VI, VII: PERSONAL CONTACT AND PURPOSE OF CONTACTS

  • Contacts with co-workers, supervisor and other administrative officials;
  • To provide administrative staff support in the areas of fiscal management, personnel management, and other administrative functions and to represent the department, explaining department’s programs and procedures.

 

FACTOR VIII: PHYSICAL DEMANDS

While performing the duties of this job, the employee is required to:

 

  • Sit, and talk or hear within normal range;
  • Reach with hands and arms;
  • Read fine print, and review information on a PC monitor, as well as, hard copy output;
  • Manipulate objects with fingers. For example, using a keyboard;
  • Use the spoken word;
  • Move about and exert some physical dexterity.

 

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;
  • The likelihood of injury is remote.

 

MINIMUM QUALIFICATIONS

  • Graduation from a recognized college or university with major work in Business Administration or a closely related field and four years of administrative experience, or
  • Associates degree in Business Administration or a closely related field and six years of administrative experience; or
  • Completion of the twelfth school grade, including commercial subjects and eight years experience as an Administrative Secretary; or five years experience as an Administrative Officer II.

“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# AdmAsstDOEHR 3/00 (Rev9/07/07)

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St. Thomas

1834 Kongens Gade, St. Thomas, VI 00802
Phone: 340-774-0100

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St. Croix

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