MONTGOMERY COUNTY GOVERNMENT Code No. 0150
ROCKVILLE, MARYLAND Grade 23
ADMINISTRATIVE SPECIALIST III
DEFINITION OF CLASS:
This is complex administrative support work in a
diversity of functions in support of a department/agency/division or other
comparable organization level. Contacts include primarily managers and
employees both within and outside the department/agency to which an employee
is assigned for the purpose of resolving administrative problems, providing
recommendations and agreeing on courses of action. These contacts are
generally of a cooperative nature requiring collaboration of effort. Employees
in this class provide limited direct assistance to the public.
An employee in this class normally works under the
general direction of a department/agency head or division chief and is
responsible for providing sole administrative support in one or more of
the following functional areas: budget preparation; contract monitoring
and administration; personnel administration (e.g., recruitment/placement,
classification studies, grievances, promotions/terminations, RIFs and
training); liaison with other departments/agencies; research on special
projects including analysis of complex data and report writing; accounting
controls; and possibly planning/coordination of office automation needs.
This work requires a wide range of knowledge encompassing both administrative
processes of the County Government and the knowledge of the program areas
that are the responsibility of the department/agency to which assigned.
While the supervisor provides assignments, an employee in this class has
wide latitude to plan and carry out work independently. Work is reviewed
upon completion for effectiveness in meeting the administrative needs
of the organization. Guidelines are available in the form of Personnel
Regulations, Administrative Procedures, departmental operating procedures,
and the County Code; however, many assignments undertaken are not adequately
addressed by existing guides, requiring the employee to deviate from or
modify them as necessary. The complexity of this class of work is characterized
by the variety of assignments with which an employee is tasked, often
requiring analysis and assessment of unique situations. Depending upon
the position's location in organization's structure, employees may have
supervisory responsibilities; however, this is atypical of the class.
The impact of work performed by an incumbent in this class is realized
throughout the department/agency to which assigned as duties are aimed
at optimizing the effective and efficient operation of the organization
through administrative support. The work is sedentary in nature, performed
in an office environment and involves no significant exposure to hazards..
This class is differentiated from the next lower level in the series by
the diversity and complexity of assignments, greater independence of action
and greater scope of work.
EXAMPLES OF DUTIES: (Illustrative Only)
Administers and prepares the annual budget under
direction of the department/agency head by compiling data for inclusion
and writing narrative. May defend the department's submission before the
Maintains liaison with the Office of Human Resources in order to administer personnel matters including: recruitment/selection, classification studies, grievances, training opportunities, ETAP funds, position creations, promotions, disciplinary actions, affirmative action, reductions-in-force, reorganizations, awards, benefits issues, etc.
Conducts research studies and prepares reports requiring the compilation and analysis of data, providing recommendations concerning same.
Advises department/agency head and other principal managers and employees on administrative policy matters.
Develops, initiates and implements new policies, procedures, and forms for office activities, keeping department/division or agency head apprised of changes.
Serves as staff liaison with agencies in the County Government, other government agencies, private groups and community organizations.
Establishes work priorities and coordinates activities of other administrative personnel to meet work deadlines and ensure timely provision of administrative support to department/agency personnel.Devises fiscal control of expenditures, reviewing and authorizing processing of all purchase requisitions.
Develops, coordinates and monitors contracts for the Department/Agency to which assigned, including writing Requests for Proposals and related correspondence, designing departmental forms, and serving as contact person for the administration of contracts; may authorize contract payments.
Represents department/agency head at meetings, hearings and conferences as required.
May research and make recommendations concerning computer hardware and software options to satisfy office automation needs.
Reviews incoming correspondence and prepares appropriate replies to a variety of inquiries; receives, investigates and resolves complaints as necessary.
Organizes and maintains personnel, statistical, inventory, purchasing and other important records.
May supervise a small staff of administrative support personnel.
Performs related duties as required.
Three (3) years of professional administrative experience related to the needs of the department/agency to which the position is assigned (e.g., budget preparation, purchasing, equipment and material control, work project control, personnel administration, research and development or other related areas).
Graduation from an accredited college or university with a Bachelor's Degree.
An equivalent combination of education and experience may be substituted.
Knowledge, Skills and Abilities:
Considerable knowledge of generally accepted accounting practices and procedures and the procedures and practices of preparing and controlling operating and capital budgets.
Considerable knowledge of the methods, principles, techniques and practices associated with research, data collection and report writing.
Knowledge of contract development, administration, and monitoring, as required.
Ability to rapidly acquire knowledge of County government organization and structure, County Procurement and Personnel Regulations, Administrative Procedures, collective bargaining agreements, contracting/procurement procedures, budget procedures and processes, and federal, state and local laws and regulations applicable to the programs of the department/agency where the position is located, and the ability to correctly interpret and apply them.
Ability to plan and coordinate the administrative activities of a large organization, evaluating the effectiveness of administrative functions and instituting procedural changes as required.
Ability to use personal computers and applications necessary to collect and analyze data and to access and produce budget and procurement documents and changes.
Ability to analyze and interpret data and write comprehensive reports.
Ability to deal tactfully and equitably with people and to effectively communicate.
Ability to attend meetings or perform other assignments at locations outside the office as necessary.
Individuals appointed to a position in this class will be required to serve a probationary period of twelve months and, if promoted to a position in this class, will be required to serve a probationary period of six months. Performance will be carefully evaluated during the probationary period. Continuation in this class will be contingent upon successful completion of the probationary period.
MEDICAL PROTOCOL: Medical History Review
Class Established: February, 1966
Revised: January, 1970
Formerly titled: Administrative Assistant III