5A54
HEALTH/HUMAN SERVICES EXECUTIVE ASSISTANT

This is operational analysis and management work for a Commissioner or Deputy Commissioner of a Health or Human Services Department. Employees in this class carry out a variety of analytical management and staff assignments in the area of specialization pertaining to the responsibilities of the executive. Work involves analyzing departmental operations for consistency with departmental goals and policies, monitoring organizational and administrative changes designed to achieve city-wide service objectives, and representing the executive at meetings and conferences. The employees may supervise a staff engaged in this work. This class differs from other administrative staff and analytical positions by (a) the degree of delegated authority to perform tasks such as the reviewing of operational and administrative programs, (b) the authority to recommend corrective administrative action, and (c) the authority to coordinate on behalf of the executive, the provision or alteration of program services. Work is performed under the direction of a Commissioner or Deputy Commissioner.

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

• A position in this class must report to a Health or Human Services Department Commissioner, or a Deputy Commissioner with responsibility for provision of services.
• A position must perform a wide variety of assignments involving major administrative and managerial issues pertaining to the responsibilities of the executive.
• Only one Executive or Administrative Assistant position will be allocated to each Commissioner or Deputy Commissioner.

ALL SPECIALTIES

• Participates in the development of program policy and standards; reviews proposals for new or modification to existing service programs in terms of meeting departmental goals and client needs; advises executive on the feasibility of implementing such proposals; reviews implementation procedures for conformance to departmental and city policies and procedures; develops planning systems to identify needs for department services.
• Develops, drafts, and writes annual plans; identifies proposed service priorities in conformance with operational outlines and guidelines; distributes written drafts of plans to elicit comments in the content of the plans; writes a description of the planning process, the program and goals, objectives, and proposals for service; submits plan for review; forwards final copy to the Commissioner for review; conducts ongoing revision of the plan.
• Assigns, directs and coordinates projects, programs, and specific work efforts of staff in accordance with directives and guidelines of the executive; meets with departmental executive staff to define and clarify program goals and objectives; follows through on the implementation of organizational and procedural changes; coordinates the activities of divisions and subdivisions of the department.
• Represents the executive in conferences and meetings with authority to make commitments of departmental resources in accordance with executive's instructions and guidelines; serves as a liaison for the executive to division heads and administrators; develops and discusses the Department's position on program legislation; represents executive on legislative matters at meetings with federal, state, other public agencies and private human service providers; collaborates with human service agencies to insure coordination and minimum overlap of services; assists in the development of grant proposals.
• Collects, processes, evaluates, and interprets data for statistical analysis, to support research and development purposes, to track and trend program and service measures, and to track the quality and results of programs; performs cost-benefit analyses, problem solving and decision analyses, and employs other techniques as appropriate to address needs; coordinates data collection with other units; uses data base to produce reports comparing stated goals with program activities; reviews federal registers and Pennsylvania bulletins to identify new and revised rules, regulations, proposal requests, and related information which have a potential effect on programs; distributes information to appropriate divisions; directs staff to review literature; incorporates information in writing annual plans.
• Answers correspondence addressed to the executive; meets with and interviews visitors of the executive; acts as liaison between executive and various interest groups; gives speeches to groups on various aspects of departmental operations and programs; directs activities intended to promote utilization of department services; schedules press conferences for the executive and may represent the executive at the press conferences.
• Performs related work as required.

CHILDREN AND YOUTH SPECIALTY

• Performs the duties indicated above in a program designed to provide a variety of social service counseling, referral, placement and/or adoptive functions for children and their families.

CORRECTIONS SPECIALTY

• Performs the duties indicated above in a program responsible for development of correctional management and inmate services plans, policies and programs.

JUVENILE JUSTICE SPECIALTY

• Performs the duties indicated above in a program designed to provide detention, placement, counseling and other functions related to juvenile justice administration.

PUBLIC HEALTH SPECIALTY

• Performs the duties indicated above in a program designed to provide a variety of public health services.

HOMELESS SERVICES

• Performs the duties indicated above in a department designed to provide emergency shelter, transitional housing and an array of social services (case management, life skills, drug/alcohol counseling, employment/training, relocation assistance and protective services) for the City's homeless families and single adults.

BILINGUAL SPECIALTY

• Performs the duties shown above with members of the English language speaking and designated non-English language speaking populations.

KNOWLEDGE OF:
• the principles and practices of health, human services or correctional administration in the area of specialization.
• the functions and resources of public and private health, human service or criminal justice agencies in the area of specialization.
• legal provisions and regulations applicable to the area of specialization.
• the principles and practices of administration, organization and management and their application in solving a variety of operational and administrative problems.
• analytical techniques used in the evaluation of public health and human service programs and operations.
• the principles, practices, methods, literature, and the new developments in the area of specialization.
• current research methodology and reporting methods in the area of specialization.
• current State guidelines, principles and priorities used in the planning of services.

SKILL IN:

• evaluating the effectiveness of administrative functions and service programs and implementing changes to provide for more effective and efficient operations.

ABILITY TO:

• evaluate programs, systems and activities through analyses of data, and to take actions necessary to implement desired change.
• evaluate quality and effectiveness, and effect sound management practices in the administration of human service programs.
• supervise a staff in the planning, development, and coordination of program services if required by job assignment.
• establish and maintain effective working relationships with associates.
• prepare comprehensive reports, charts, layouts, forms, handbooks, and other media of information and instruction.
• express ideas effectively, both orally and in writing.

EDUCATION

CHILDREN AND YOUTH SPECIALTY

• Completion of a master's degree program in social work administration.

CORRECTIONS SPECIALTY

• Completion of a master's degree program at an accredited college or university in the social or behavioral sciences, public administration or, criminal justice.

JUVENILE JUSTICE SPECIALTY

• Completion of a master's degree program in social work administration, public administration or criminal justice.

PUBLIC HEALTH SPECIALTY

• Completion of a master's degree program at an accredited college or university in the social or behavior sciences, education, nursing administration, public health or public administration.

HOMELESS SERVICES SPECIALTY

• Completion of a master's degree program in social work, public health or public administration.

AND

GENERAL EXPERIENCE

PUBLIC HEALTH SPECIALTY

• Two years of health service program analysis work or two years of administrative or technical experience in public or private health programs, which has included program planning, implementation, evaluation and/or monitoring.

CORRECTIONS SPECIALTY

• Two years of experience in a criminal justice program that has included program planning and policy development.

OTHER SPECIALTIES

• Two years of human service program analysis work.

AND

ALL SPECIALTIES
SPECIFIC EXPERIENCE

• Two years of program analysis work at the full performance level in the area of specialization.

Or any equivalent combination of education and experience determined to be acceptable by the Personnel Department which has included the specific experience and a master's degree as an educational minimum.

ADDITIONAL REQUIREMENT FOR THE BILINGUAL SPECIALTY

• Sufficient training and/or experience to be able to converse effectively in English and the designated non-English language.

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

PAY RANGE: EP23
Class Established: 5/88

Spec. Revision:6/95

Latest Spec. Revision:
CSC: 9/99, Ad Board: 12/99

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