POSITION: ADMINISTRATIVE OFFICER I
This is administrative work in assisting with the management of an agency. An employee in this class is
responsible for serving as an administrative assistant to a department or division director. Work is at the entry level and of limited complexity; duties are usually specialized in nature, relating to a limited number of management areas. Work is performed in accordance with established policies, but the use of good judgment is required in the application and interpretation of rules and regulations. Direct supervision is received from a higher-level officer.
DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)
- Provides staff support in the areas of fiscal management, personnel management, and other administrative functions;
- Acts as personnel officer in a small agency in such matters as employee records, other related aspects of personnel administration, and collaborates with the central personnel agency;
- Informs department or division personnel of policy changes and ensures proper implementation;
- Prepares budget estimates of funds where necessary, suggesting needs for additional equipment and supplies or personnel including preparation of appropriate justification of need;
- Makes apportionment of budgetary funds where necessary suggesting when certain expenditures should be made;
- Initials for the certifying officer expenditure documents to be processed and keeps that officer informed on unexpended funds to prevent overspending;
- Maintains files and records, supplies, and materials as required by the administrator;
- Plans, coordinates and supervises the work of clerical staff in the absence of the supervisor;
- Conducts investigations and studies of limited scope and complexity;
- Functions as a representative of the department, explaining agency’s programs and procedures;
- Performs other duties as required and assigned.
FACTOR I: KNOWLEDGE AND ABILITIES REQUIRED
- Knowledge of departmental rules, regulations, policies and procedures;
- Knowledge of various software applications, such as Word, Excel, Power Point, Access and other computer programs and software;
- Knowledge of modern office procedures, practices and equipment;
- Knowledge of research techniques and report writing;
- Ability to exercise complete confidentiality appropriate to job requirements;
- Ability to interpret and understand complex procedural and general administrative legislation, rules and policies and apply them to a wide variety of problems;
- Ability to tactfully exchange non-routine information;
- Ability to efficiently assign work and to supervise clerical staff;
- Ability to prepare complex reports on proposed or completed management endeavors;
- Ability to exercise resourcefulness in meeting new problems;
- Ability to develop harmonious relationships with employees, agency heads and the general public.
FACTOR II: SUPERVISORY CONTROLS
- Employee works under the supervision of a higher-level officer who assigns duties, describes scope of goals and objectives and furnishes guidance only on critical issues;
- Work is controlled by routine review and reporting to or in consultation with supervisors;
- Work is reviewed through conferences, reports and achievement of objectives;
- Instruction is provided in new situations, methods, and procedures that are not clearly related to existing tasks and duties.
ADMINISTRATIVE OFFICER I PAGE 2
FACTOR III: GUIDELINES
- Federal and departmental guidelines and procedures must be followed.
- Employee is expected to use knowledge acquired through training and experience to make independent decisions.
FACTOR IV: COMPLEXITY
- Work is of a demanding, confidential, and organizational nature that may involve a variety of duties requiring coordinating numerous processes/methods, careful interpretation and good judgment.
- Duties require a high degree of concentration since different factors must be considered and weighed before decisions can be reached.
FACTOR V: SCOPE and EFFECT
- The purpose of the work is to provide broad administrative support in order to promote the efficiency of daily operations of the office/agency.
FACTOR VI, VII: PERSONAL CONTACTS AND PURPOSE OF CONTACTS
- Contacts are with co-workers, supervisor and other administrative officials;
- The purpose of the contacts is to provide administrative staff support in the areas of fiscal management, personnel management, and other administrative functions and to function as a representative of the department/division/agency, explaining programs and procedures.
FACTOR VIII: PHYSICAL DEMANDS
This 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, use a keyboard and telephone receiver.
- 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.
- Graduation from an accredited college or university with Bachelor’s degree in Business Administration or related field; or
- Associates degree in Business Administration or closely related field and 2 years’ related work experience; or
- Completion of the twelfth school grade, including commercial subjects and four years’ experience as an Administrative Secretary.
“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:
Division of Human Resources
#2133 Hospital Street
Christiansted, VI 00820
Division of Human Resources
#44-46 Kongen’s Gade
St. Thomas, Virgin Islands 00802
FORM# AdmAsstDOEHR 3/00 (Rev. 8/7/07)