City Of Philadelphia Office Of Human Resources

2L08

ADMINISTRATIVE SERVICES SUPERVISOR /ASSISTANT - Confidential

General Definition

• This is administrative support work either supervising a large clerical/technical staff or serving as assistant to a senior level official. Supervisory positions typically work in a departmental division or a functional operations unit requiring a number of varied administrative office support services. Supervisory positions supervise a large specialized clerical/technical staff engaged in performing administrative support that includes a variety of limited scope and complexity office management functions that are comprised of budget/accounting, personnel, purchasing, and records maintenance, and other clerical support services, as required. Supervisory positions in this class are distinguished from lower level supervisory clerical classes by the wider scope and complexity of work, the extent of supervision received, and the level of staff supervised, which may include the responsibility for supervising through subordinate supervisors. Staff positions perform a variety of assignments in support of a Human Resources Manager, Department Director or Commissioner or Deputy Director or Commissioner. Staff positions are distinguished from related positions by their access to information subject to use in collective bargaining; or their close continuing relationship with a Department Director or Commissioner or a Deputy Director or Commissioner associated with collective bargaining. Interacting with vendors, departmental and divisional administrators and officials in other City departments and reviewing operating procedures and performance and making recommendation to improve efficiency are significant to the work. Work is performed under the supervision of an administrative or technical superior.

Allocating Factors:

1. 1. The position must supervise a large specialized clerical/technical staff engaged in performing administrative support that includes a variety of limited scope and complexity office management functions comprised of budget/accounting, personnel, purchasing, and records maintenance, and other clerical support services, as required. OR
   2. The position must perform a variety of assignments in support of a Departmental Human Resources Manager or a Department Director or Commissioner or Deputy Director or Commissioner. AND
2. Only one position each will be allocated to a small departmental division or a large functional operations unit or to a Human Resources Manager or a Department Director or Commissioner or Deputy Director or Commissioner.

Typical Examples Of Work (Illustrative Only)

Supervisory Positions

• Supervises a specialized administrative and technical support function as typified by the following examples for level and scope of responsibilities, difficulty and complexity of work, and degree of independent judgment for resolving problems (examples are not all inclusive):
• Plans, assigns, reviews and evaluates the activities of a large specialized clerical staff in the processing and examination of invoices and payment vouchers, the reconciliation of invoices and contracts, and recording of appropriate information; resolves extraordinary problems concerning discrepancies between invoices and contracts; trains and orients staff on policies and procedures; reviews operating procedures and performance; recommends changes to improve efficiency.
• Supervises the provision of a number of administrative services within a small City division or a functional operations unit; plans, assigns, reviews, and evaluates the activities of a specialized clerical or technical staff providing administrative services including budget, personnel, purchasing goods and services and maintenance of appropriate records; researches, reviews and assembles preliminary and final budget for all appropriate classes of expenditure; supervises preparation and processing of encumbrance documents, expense vouchers, and personal service contracts; expedites processing of personnel transaction requests; may supervise maintenance of personnel and/or payroll records.
• Performs within respective functional areas, assignments which are of limited scope and difficulty; analyzes a variety of reports, records and documents; interprets regulations and directives; explains procedures to appropriate officials and employees; prepares a variety of operational and activity reports as required; submits recommendations for review by superiors.

Staff Positions

• Assists managers in the fulfillment of their tasks; completes administrative details as assigned; may supervise clerical or administrative staff as required to perform administrative processes; conducts research on a variety of topics; gathers information for presentation to superior; prepares synopses of information; recommends course of action.
• Performs research, and prepares reports and recommendations on topics related to the collective bargaining process; has access to information subject to use in collective bargaining; presents recommendations associated with collective bargaining to a Human Resources Manager, Department Director or Commissioner, or a Deputy Director or Commissioner.
• Investigates specific administrative problems; reviews literature and obtains information on current practices related to job assignments; submits such information with possible solutions in either oral or written reports.
• Serves in a liaison capacity with other departmental managers, subordinate office staff and extra-agency contacts; responds to queries directed to superior; routes mail and superior's instructions to appropriate parties; prepares written correspondence under own or superior's signature; establishes cooperative working relationships with other departments, agencies, vendors as required.
• Performs related work as required.

Required Knowledge, Skills And Abilities

Knowledge Of:

• supervisory practices and techniques if required by assignment
• sources of information, methods, and techniques used in administrative research.
• interactive computer terminal entry and retrieval procedures.
• the uses and capacities of word processing and spreadsheet software programs such as Microsoft Word and Excel.
• organization and operations of City departments.
• business arithmetic
• business English and spelling
• administrative processes as they relate to administrative, technical or functional area assigned
• basic principles of municipal budgeting, , purchasing bookkeeping, and personnel procedures
• research methods and data analysis

Ability To:

• learn departmental functions, operations, and organization, especially as they apply to the functions assigned
• supervise the activities of a staff performing specialized clerical or administrative support functions if required by assignment
• 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 oral and written instructions
• present ideas effectively, both orally and in writing
• establish and maintain effective working relationships with associates, departmental and central agency officials and the general public

Minimum Acceptable Training And Experience

(The following statement represents the minimum training and experience standards that 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 9/11)

Education

• Education equivalent to completion of the twelfth school grade. AND

General Experience

• Three years of experience in clerical work. AND

Specific Experience

• Two years of clerical or administrative experience at the level of Pay Range 13 or EP9.

THE FOLLOWING ARE CLASSES THAT TYPICALLY MEET THE MINIMUM EXPERIENCE REQUIREMENTS:

1. Administrative Technician (EP 9)
2. Financial Technician (EP10)
3. Collection Customer Representative Supervisor (EP13)
4. Revenue Collection Enforcement Supervisor (EP12)
5. Hiring Services Assistant 2 (13)
6. Payroll Examiner II (13)
7. Stores Supervisor (13)
8. Clerical Supervisor II (13)
9. Departmental Payroll Supervisor II (14)
10. Payment Processing Supervisor (14)
11. Inventory Control Technician (15)
12. Instructor (16)
13. Contract Clerk (17)

Physical And Medical Requirements

1. Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

PAY RANGE:

• Class Established:

  • 12/79

• Spec. Revision:

  • CSC: 10/00, Ad Board: 12/00

• Consolidation with 2H30:

  • CSC: 11/07, Ad Board: 3/08

• Latest Spec. Revision:

  • CSC: 7/11, Ad Board: 9/11

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End Of Job Class Specification - 2L08