ADMINISTRATIVE OFFICER

4268K1

Pay Grade: 23

DEFINITION OF WORK

Summary

This is administrative work assisting a high level executive/administrator in planning, organizing, and implementing a program or function with agency-wide or statewide impact. Work involves freeing the superior to focus on critical demands by performing a variety of administrative support functions under minimal direction. An employee in this class is responsible for liaison and public relations assignments which include contact with the public, officials and top-level management. Incumbents may supervise an administrative support staff or serve as team leader on special projects. The work requires the operation of personal computers, specialized data entry equipment and office equipment.

Standard Classification Factors

Supervision Received - LEVEL C: "Under direction..." Employees at this level usually receive a general outline of the work to be performed and are generally free to develop their own sequences and methods within the scope of established policies. New, unusual or complex work situations are almost always referred to a superior for advice. Work is periodically checked for progress and conformance to established policies and requirements.

Difficulty – LEVEL C: Considerable… Duties which require a high degree of concentration because of the many factors which must be considered and weighed before a decision can be reached. Usually positions that require planning, developing, and coordinating programs and directing fairly large groups of people fall into this category.

Complexity - LEVEL D: Work is of a diversified nature that usually involves multiple, unrelated steps. Analytical thought is necessary for dealing with complex data and situations. Work often involves a variety of unrelated processes and may require planning or carrying out a sequence of actions or both. Several alternatives exist at this level for approaching problems or situations. Workers at this level exercise a considerable amount of independent judgment. Work is controlled by occasional review and by reporting to or consultation with supervisors or superiors. When guidelines exist at this level, they are usually broadly defined or technical requiring careful analysis and interpretation.

Consequences of Actions and Decisions - LEVEL D: Consequences of actions or decisions at this level are significant as the work may be rarely if ever reviewed, making errors difficult to detect. Errors may cause major program failure or a high degree of confusion. Injuries to others due to errors are serious or incapacitating or both and costs due to errors are substantial.

Contacts - LEVEL C: The purpose of the contact is to influence, motivate, conduct interviews, make formal presentations or counsel to achieve common understanding or solutions to problems when the information is sensitive in nature or the individuals or groups are skeptical or uncooperative. Communication techniques and well developed communication skills become an important requirement at this level.

Physical Demands - LEVEL A: The work is predominantly sedentary and requires minimal or negligible physical exertion. The employee is normally seated; however, the nature of the work allows for periods of standing or walking at will.

Environmental Conditions - LEVEL A: The work environment involves normal everyday hazards or discomforts typical of offices, meeting or training rooms, or libraries. Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work environment. Exposure to deviations from pleasant environmental conditions is only occasional. The likelihood of injury is remote.

Supervision/Leadership – LEVEL C: Typically involves limited supervisory responsibility which entails performing as a "first line supervisor" for a small number of employees. Supervision is not the primary responsibility of the job. Responsibility includes training, instructing, scheduling, and reviewing work and recommending hiring and disciplinary actions to a higher level of authority.

Distinguishing Features:

Differs from the Administrative Specialist which involves specialized diverse administrative support work for a department or program with the discretion to design and implement general office operations to accomplish established goals. An employee in this class may supervise a staff that performs various duties and has contact with the public, officials and top-level management.

Differs from the Senior Administrative Specialist which involves highly specialized diverse administrative support work with a broad latitude to establish and accomplish the goals of a unit/program.

Differs from the Public Service Administrator I class which involves administrative work directing limited activities necessary to implement the objectives of an agency, program or organizational unit. Work involves revising and implementing procedures through application of established policy; directing and performing staff support activities in the areas of physical and human resource management; administering fiscal operations; and/or providing daily program administration.

EXAMPLES OF WORK PERFORMED:

Coordinates daily activities for a unit. Determines which information requires immediate attention of the executive, and delegates or refers other matters to various staff and departments. Attends meetings in the executive's absence.

Coordinates office services, such as personnel, budget, and records management control.

Supervises, recruits and trains specialized and administrative support personnel; and assigns, reviews and evaluates their work.

Performs office management duties; oversees the maintainence of personnel and fiscal records. Manages grant proposals and submissions. Prepares financial reports, reviews purchases, vouchers and other financial documents.

Responsible for the procurement of supplies; maintenance of inventory records; including supervision of staff performing these functions.

Interprets statutes, regulations, policies and procedures and communicates the interpretation to the general public and high level officials, such as judges, attorneys and law enforcement personnel.

Reviews and recommends technological and procedural changes to ensure compliance with policy and improve work processes.

Advises other department heads and executes administrative policies at the direction of the executive.

Represents the agency by planning, coordinating and/or participating in meetings, seminars, workshops, conferences, and in-service training sessions or related activities in the agency executive's absence.

Completes technical tasks in human resource area(s) such as EEO, new employee orientation, position management, recruitment, and/or benefits.

Enters and manipulates data and information in word processing, spreadsheet, and database applications by creating word processing templates and form letters, macros and functions, or tables. May maintain web pages.

Serves as a lead worker on special projects.

Prepares correspondence for executive review and signature.

REQUIRED KNOWLEDGE, ABILITIES AND SKILLS

Knowledge

*Knowledge of English, spelling, grammar, and arithmetic.

*Knowledge of rules, regulations, policies and procedures.

Knowledge of the operation and minor maintenance of various office and communications systems.

*Knowledge of specialized formats for letters, memos and reports.

Knowledge of budget preparation procedures.

*Knowledge of the principles of office management and supervision.

Abilities

*Ability to exercise independent judgment in evaluating situations and making decisions.

*Ability to plan, organize supervise and review the work of subordinates performing a variety of functions.

Ability to apply and explain rules, regulations, policies and procedures.

*Ability to understand and follow verbal and written instructions; read and comprehend written materials.

*Ability to operate personal computers and various office equipment.

*Ability to use word processing, spreadsheet and database applications; including the ability to create simple functions and macros, tables and forms.

*Ability to establish and maintain effective working relationships.

*Ability to design and enter information in a variety of formats (such as narrative, manuscripts, business correspondence, statistical tables, etc.)

*Ability to proofread and edit for grammar, spelling, syntax and style; compute, verify and compare figures; detect discrepancies in information or records.

*Ability to calculate solutions to arithmetic problems involving addition, subtraction, multiplication, division and percentages.

Ability to record, file and transmit information.

*Ability to communicate effectively both verbally and in writing.

Ability to plan and project future operating needs in terms of fiscal needs and staff changes.

*Necessary at Entry

MINIMUM REQUIREMENTS:

Four years of experience in general office, clerical or administrative support work.  Education may be substituted for experience as determined relevant by the agency

NC:   12/94
REV: 12/95
REV: 10/98
REV: 09/99
REV: 02/00
REV: 11/01
REV: 08/05
REV: 06/08
REV: 06/10