CITY OF PHILADELPHIA PERSONNEL DEPARTMENT
This is paraprofessional work performing a variety of administrative and technical activities of limited scope and difficulty. An employee in this class provides ancillary services to manager within the respective administrative, analytical, budgetary, or technical functions. Work includes compiling and evaluating information and data and preparing reports of findings and recommendations, and serving in a liaison capacity with City employees and officials, community or civic organizations, public officials and the general public. Supervision of a number of clerical employees may be performed. This class is distinguished from advanced level clerical classes by the scope of responsibilities, difficulty and complexity of functions and assignments performed, and degree of independent judgment for resolving functional problems. Work is performed under the supervision of the appropriate functional superior.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
- Employees in this class must perform a variety of technical and administrative functions of limited scope.
- Employees in this class must assist technical specialists by performing ancillary functions related to the role of the technical specialist.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
- Performs and provides a variety of ancillary services to the appropriate technical, administrative, personnel, analytical or budgetary officials within the assigned functional area; performs and provides a number of ancillary services typified by the following level and scope of responsibilities, and difficulty and complexity of assignments (examples are not all-inclusive):
- Utilizes computerized software packages to provide and evaluate statistical trends and narrative/informational reports; uses spreadsheets to enter and manipulate data in order to produce technical information; makes determinations and recommendations based on report findings.
- Contacts appropriate parties to elicit information for grant applications; extracts data from a variety of sources; compiles and evaluates data and information; advises applicants about guidelines, item pricing, and justifications; identifies items for matching funds; prepares budget sheets and preliminary drafts of grant applications; reviews invoices, evaluates adjustments, and performs cost studies; reviews necessary reports for adherence to standards and criteria; contacts appropriate parties to resolve any problems or discrepancies; prepares a variety of activity reports pertaining to the approved grants.
- Prepares a variety of statistical and narrative reports within functional area related to operational activity, survey results, and special projects; searches appropriate primary and secondary source material; elicits information from appropriate parties; evaluates data and prepares reports on findings; submits and discusses recommendations with appropriate superior.
- Monitors specific programmatic activity(s) within assigned functional area; reviews a variety of reports, records, and documents related to program for content, conformance, and required justifications; serves as supportive liaison with appropriate individuals, community groups, departmental officials, and civic organization; represents superior at meetings and conferences; meets with community and civic group representatives to relate problems, community attitudes, and present conditions; submits and discusses findings with immediate superior.
- Administers service contracts; researches service sources, their capabilities, and previous experience history; determines typical costs for service items; negotiates costs with prospective contractors; submits proposals to higher level technician or administrator; reviews fiscal, personnel, and administrative activities for adherence to contract terms and budget; reviews proposed amendments for justifications and adherence to terms; may develop procedures to administer and control the contract.
- May supervise a small clerical staff in performing activities within assigned functional area.
- Performs related work a required.
REQUIRED KNOWLEDGES, SKILLS AND ABILITIES
- business English and spelling.
- business arithmetic.
- administrative processes as they relate to functional area assigned.
- report writing.
- research methods and data analysis.
- organizational structure and functions of city government
- standard computer software packages used for word processing, spreadsheets, and database management
- learn departmental functions, operations, and organization, especially as they apply to the function assigned.
- learn the provisions and routine interpretations of City and departmental regulations and ordinances and in detail those provisions and interpretations that relate to the job assignment.
- learn the preparation and interpretation of a variety of narrative and statistical reports.
- make judgmental decisions where several courses of action are presented.
- understand and follow written and oral instructions.
- use a computer or word processor to create, edit, print, retrieve or manipulate files
- present ideas effectively, both orally and in writing.
- establish and maintain effective working relationships with representatives of community groups and civic organizations, departmental and central agency officials, and the general public.
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which 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 4/99.)
PHYSICAL AND MEDICAL REQUIREMENTS
- Completion of two years of study at an accredited college or university.
- Two years of experience in Clerk III or comparable city clerical class, at pay range ll.
- Any combination of the Education and Specific Experience requirements listed above which is equivalent to four years will be considered acceptable by the Personnel Department.
Note:Comparable city classes which meet the Specific Experience requirements are Clerk III, Trial Listing Clerk, Collection Customer Representative, Clerical Supervisor II, Clerk Stenographer III, and Executive Secretary.
- Ability to physically perform the duties and to work in the environmental conditions required of
a position in this class.
PAY RANGE: EP9
Class Established: 2/1972
Latest Spec. Revision:
CSC: 2/1999 ; Ad Board: 4/1999
END OF JOB CLASS SPECIFICATION - 2L01