ADMINISTRATIVE SPECIALIST 2 - Confidential

General Definition

This is full-performance level administrative work, providing analytical services to improve, develop, and maintain operating efficiencies for a City department. Employees in this class conduct analyses, develop planning strategies, and prepare comprehensive reports for review by department managers. Positions in this class are distinguished from related positions by their close continuing relationship with a Department Director or Commissioner or a Deputy Director or Deputy Commissioner associated with collective bargaining. Work includes making recommendations for changing operating systems, procedures and organizational structures and implementing process improvements. Representing higher level administrators at meetings and ensuring that assignments are performed in accordance with organizational objectives are important aspects of the work. Work is performed under the direction of a Department Director or Commissioner or Deputy Director or Deputy Commissioner.

Allocating Factors:

(The following conditions must be met for a position to be allocated to this class.)

Employees in this class must perform analytical work of a confidential nature at the full-performance level.
Employees in this class must report to a Department Director or Commissioner or Deputy Director or Deputy Commissioner Only one position will be allocated to report to a Department Director or Commissioner or Deputy Director or Deputy Commissioner.

Typical Examples Of Work (Illustrative Only)

Prepares comprehensive reports and correspondence, outlining recommendations for improvements; presents recommendations for change to executive staff.
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 Department Director or Commissioner, or a Deputy Director or Deputy Commissioner; may participate in negotiations with representatives of unions; may represent the Department Head or Deputy during meetings and negotiations with unions.
Performs research and makes presentations to interested groups on various administrative or operating aspects of department; facilitates meetings of internal and external groups; participates in committees and task forces established to analyze and remediate systemic problems; develops and implements corrective actions.
Acts as project manager on variety of administrative and operational issues; determines scope of project; develops schedules and timelines for project completions; ensures achievement of departmental objectives; evaluates project upon completion and makes recommendations for future projects.
Analyzes federal and state proposals and legislation which affect the programs or operations of assigned department; recommends actions to ensure compliance with state and federal laws; prepares a variety of manuals, policy statements and procedures to facilitate understanding of departmental and city regulations and requirements.
Reviews and evaluates preliminary capital and operating budgets submitted by division managers; formulates revisions to budget proposals; provides direction to managers regarding preparation of schedules and justifications.
Prepares and presents periodic reports on budget and other financial transactions; prepares reports required by funding and monitoring agencies; assesses feasibility of proposed budget strategies and makes recommendations for change; determines priorities and prepares estimates.
Prepares revenue projections; estimates increased operating expenses to be incurred by new programs; anticipates and prepares for financial exigencies.
Performs related work as required.

Required Knowledge, Skills And Abilities

(Determined by the department in which the position is allocated and the duties of the position):

Knowledge Of:

organizational structure and functions of City government
regulations, contracts, laws, ordinances and procedures governing decision making within assigned functional area
principles and techniques of report writing
proprietary software used within assigned department
common computer software, such as spreadsheets, databases, and word processing
labor relations and collective bargaining principles and practices
current trends and best practices in management and administration
principles of statistical analysis
organizational analysis
principles of policy and procedure development
principles and practices of budget preparation and administration
principles and techniques required to develop and maintain cost and performance statistics
fiscal reporting requirements and conventions
accounting principles and practices

Ability To:

evaluate the effectiveness of processes within assigned functional area and make procedural changes to improve those processes
prepare comprehensive reports detailing findings, recommendations progress in meeting program objectives
coordinate functional activities with multiple participants
establish effective working relationships with associates, higher level managers, and other governmental officials
interpret and implement a variety of policies and guidelines
present ideas effectively, both orally and in writing

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 9/11.)

Education

Completion of a Bachelor's degree program at an accredited college or university. AND

General Experience

One year of post-bachelor's degree experience at the Management Trainee, Administrative Trainee 2 or Administrative Technician level, which has involved gathering and analyzing data, recommending courses of action, and preparing reports and other materials. AND

Specific Experience

One year of post bachelor’s degree experience above the trainee level, which has involved evaluating and analyzing administrative practices, procedures and organizational structures and recommending changes in existing systems.

OR

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources, which includes a Bachelor's degree as an educational minimum and one year of post-bachelor's degree administrative experience at the EP 13 level or above.

NOTE:

Possession of a Master's degree in Business Administration, Industrial Management, Government Administration, Political Science, Public Administration or a related field may be substituted for the general experience described above.

NOTE:

Selective Factor Certification may be utilized, as needed, to fill specific positions.

Physical And Medical Requirements

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

PAY RANGE:

EP19

Class Established:
- 1/53
Spec. Revision:
- CSC: 4/01, Ad Board: 9/01
Consolidation with 2C03:
- 1/02
Latest Spec. Revision:
- CSC: 7/11, Ad Board: 9/11

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City Of Philadelphia Office Of Human Resources

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