ADMINISTRATIVE SPECIALIST 1 - Non-Confidential

General Definition

This is non-confidential administrative analysis and support work of limited scope and difficulty performing functions determined by the needs of the department and the assignment. Employees focus on such administrative functions as analyzing forms management or records management systems; reviewing, developing and revising operational procedures; analyzing and maintaining departmental financial and budgetary data; analyzing grant applications and requirements of proposed grant-funded programs or providing a variety of administrative support services to managers in positions below the level of a deputy director or commissioner. Included in the work is the consultation with departmental officials to implement recommendations. The work at this level is distinguished from that of the next higher class by the generally less complex nature of the work, and by the relatively greater degree of supervision received as part of the continuing training for the next higher class. The employees are supervised by an administrative or technical superior.

Allocating Factors:

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

Must perform administrative work of a non-confidential nature of limited scope and difficulty

Typical Examples Of Work (Illustrative Only)

All Positions

Analyzes federal, state and local regulation and legislation which affect the programs or operations of assigned department; recommends actions to ensure compliance with regulations and laws; prepares a variety of manuals, policy statements and procedures to facilitate understanding of departmental and city regulations and requirements.
Performs related work as required.
Positions Performing Forms and Records Management Work
- Reviews requests for design or revision of existing forms; reviews operations and flow of work of requesting department; examines existing and proposed forms to determine need for design, redesign, elimination, or consolidation; examines equipment of requesting department to determine if the equipment can accommodate proposed form; interviews departmental representatives;. designs forms and designates proper weight and size of paper stock, methods of duplication or printing, type of ink, size and style of type to be used in the reproduction of forms, and construction of specialty forms; consults with departmental officials to determine the needs, use and requirements for the form and to get departmental approval of final design.
- Examines and analyzes record management procedures; analyzes compliance with records retention and disposition schedules, organization and function of filing systems and equipment, office space utilization, and overall relation of the utility of the records to the functions of a city agency; designs or improves records management procedures based on problems discovered in records retention audits and records management survey; confers with departmental officials on unit functions as they relate to records management; performs special studies in specific areas of records management; prepares and submits reports of recommendations concerning the establishment of new or revision of existing records retention schedules, record disposition schedules, and record management procedures and techniques; explains newly developed or revised records management and forms management procedures to departmental personnel and instructs them in initial implementation.
Positions Performing Administrative Analysis Work
- Performs research and makes presentations 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 resolve systemic problems; develops and implements corrective actions.
Positions Performing Financial Work
- 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 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.
- Analyzes grant applications and parameters of proposed grant-funded programs; prepares cost schedules for inclusion in grant applications; develops grant applications; reviews grant applications for accuracy and completeness; prepares revenue projections; estimates increased operating expenses to be incurred by new programs; anticipates and prepares for financial exigencies.

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
current principles and practices of records management
current principles and techniques of forms control and design and their management
standard office practices, procedures, equipment and supplies administrative and organizational analysis pertaining to administrative functions current trends and best practices in management and administration
principles of statistical analysis
principles of policy and procedure development
budget preparation and administration
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
learn departmental organization and functions, especially as they relate to the assignment
write clear and concise reports and specifications
maintain effective working relationships with associates , higher level managers and personnel of various departments
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

Experience

One year of experience at the trainee level in one of the recognized administrative occupations in a large public jurisdiction. AND

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.

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 one year of experience at the trainee level.

NOTE:

Selective Factor Certification may be utilized, as needed, to fill specific positions. In accordance with Civil Service Regulation 11.032 - Selective Factor Certification - the appointing authority may request certification of eligible candidates with:

Experience in one of the following occupations:

Forms Management
Records Management
Grants Management
Budget Preparation
Administrative Analysis

OR

A bachelor’s degree in Finance, Economics or Accounting to fill positions working in financial assignments.

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:

EP13

Class Established:
- 9/53
Spec. Revision:
- 9/82
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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