POSITION: ADMINISTRATIVE OFFICER I

DESCRIPTION

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.