PAY RANGE: EP19
ADMINISTRATIVE SPECIALIST 2 – Non-Confidential
This is administrative analysis and support work of a non-confidential nature at the full performance level, performing professional functions determined by the needs of the department and the assignment. Employees focus on such administrative functions as analyzing forms management systems; analyzing records management systems and procedures; 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, and making recommendations for changing operating systems, procedures and organizational structures and implementing process improvements. The employees are supervised by an administrative or technical superior.
(The following conditions must be met for a position to be approved for this class.)
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
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 relevant to the utilization of forms; 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; determines if new equipment should be purchased; interviews departmental representatives; recommends use of existing forms as an alternative to designing new forms when appropriate; 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; maintains listing of all official city forms.
Examines and analyzes records management systems and procedures; analyzes work flow, compliance with records retention and disposition schedules, retention value of records, consolidation of records, office space utilization, organization and function of filing systems and equipment, records retrieval requirements of department, overall relation of the utility of the records to the functions of the department and the relationship with the entire city records management program; designs or improves records management systems and procedures based on problems discovered through records retention audits and records management surveys; prepares and submits reports of recommendations concerning the establishment of new or revision of existing record retention schedules, disposition schedules, and record management procedures and techniques.
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.
Consults with departmental officials to determine the needs, use and requirements for analytical studies and projects; acts as project manager on variety of administrative and operational issues; determines scope of project; develops schedules and timelines for project completions; explains newly developed or revised systems to departmental personnel and instructs them in initial implementation; ensures achievement of departmental objectives; evaluates project upon completion and makes recommendations for future projects.
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.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
(Determined by the department in which the position is allocated and the duties of the position):
· 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 techniques of forms control, design and management
· physical characteristics of various types and grades of paper, inks, type, and related materials
· office practices, procedures and equipment
· current principles and practices of records management as related to a large organization, including the application and function of records keeping equipment and accessories commonly used in large scale records keeping operations
· 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
· evaluate the effectiveness of processes within assigned functional area and make procedural changes to improve those processes
· interpret and implement a variety of policies and guidelines
· coordinate functional activities with multiple participants
· analyze complex records systems and to revise existing or design new systems, prepare drafts of new and revised forms
· learn departmental organization and functions especially a they relate to the assignment
· learn the City's procurement practices and procedures
· write clear and concise reports, procedures and specifications
· establish and 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 12/15.)
Completion of a bachelor's degree program at an accredited college or university.
Two years of experience in one of the recognized administrative occupations in a large public jurisdiction, one year of which shall have been above the trainee level.
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: This note does not apply to career advancement or in-position promotion. 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:
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.
Class Established 9/53
Spec. Revision 9/82
Spec. Revision: CSC - 7/11; Ad. Board - 9/11
Latest Spec. Revision: CSC – 11/15; Ad. Board – 12/15