MONTGOMERY COUNTY GOVERNMENT Code No. 0151
ROCKVILLE, MARYLAND Grade 21
ADMINISTRATIVE SPECIALIST II
DEFINITION OF CLASS:
This is administrative work at the full-performance
level providing administrative support in a diversity of functional areas
at the department/agency/division or other comparable organization level.
Personal contacts include primarily managers and employees both within
and outside the department/agency to which an employee is assigned for
the purposes of resolving administrative problems, providing recommendations
and agreeing on courses of action. These contacts are generally of a cooperative
nature and require coordinating information and actions with others in
order to resolve administrative problems. Employees in this class provide
limited direct assistance to the public.
An employee in this class works under the general
direction of a higher-level administrative supervisor and is responsible
for providing administrative support in one or more of the following areas
as assigned: budget preparation; research on special projects including
analysis of data and report writing; resolution of complaints and inquiries
received from employees and the public; personnel administration (e.g.,
recruitment/placement, classification studies, grievances, promotions,
terminations, reductions-in-force, and training); contract monitoring;
and liaison to other departments/agencies. This work requires a wide range
of knowledge encompassing both administrative processes of the County
Government and knowledge of the program areas that are the responsibility
and concern of the department/agency or organization to which assigned.
An employee independently plans and carries out work assignments provided
by the supervisor in accordance with established policies, but consults
the supervisor when unusual situations arise to both seek guidance and
to alert supervisor to the situation. Work is reviewed upon completion
for technical soundness and conformance to policy. While guidelines are
available in the form of Personnel and Procurement Regulations, Administrative
Procedures, and departmental operating procedures; many assignments of
an employee in this class are unique and may require deviation from and/or
modification of existing guides. The employee is expected to understand
and perform a variety of administrative functions for which no one method
for accomplishment exists and analysis is required to determine the most
effective course of action. Depending on the position's location in an
organization's structure, an employee in this class may have supervisory
responsibilities; however, this is atypical of the class. The work performed
by an incumbent in this class has an impact on the operation of the department/agency
to which assigned as the employee carries out duties necessary for the
effective and efficient provision of administrative services. Work is
sedentary in nature, performed in an office environment and does not involve
significant exposure to hazards. This class differs from the next higher
level in the series in that employees in this class do not have as much
autonomy in performing tasks and making decisions. This class is differentiated
from the next lower level in the series in that an employee in this class
has more latitude to perform a variety of administrative tasks of greater
scope independently under the direction of a higher level supervisor,
and analyzes more complex issues and provides recommendations concerning
EXAMPLES OF DUTIES: (Illustrative Only)
Participates in the preparation of the annual budget
by preparing sections for inclusion and/or providing information.
Conducts research and prepares reports, usually requiring compilation and analysis of data.
Receives, investigates and resolves complaints or inquiries from employees and the general public concerning departmental operations.
Reviews incoming correspondence and prepares appropriate replies.
Organizes and maintains personnel, statistical, inventory, purchasing and/or other important records.
Maintains liaison with the Office of Human Resources in order to assist managers in administering 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.
Develops forms and office procedures.
Establishes work priorities and coordinates them to meet deadlines in order to assure an efficient workflow throughout the agency.
Serves as staff liaison with agencies in the County Government, other government agencies, private groups and community organizations.
Represents the department/agency at meetings, hearings and conferences as required.
Monitors procurement actions and/or contracts to ensure they are written correctly, that terms are met, to recommend payment be made, and ensure renewal so that service is not interrupted.
May investigate and make recommendations concerning office automation needs of the organization.
Performs related duties as required.
Two (2) 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:
Knowledge of organizational procedures and operations and the ability to analyze and make recommendations concerning same.
Knowledge of the methods, principles and techniques associated with research, data collection and report writing.
Knowledge of generally accepted accounting practices and procedures and the procedures and practices of preparing and controlling operating and capital budgets.
Knowledge of contract development, administration, and monitoring, as required.
Ability to rapidly acquire knowledge of County Procurement and/or Personnel Regulations and Collective Bargaining agreements, as required, and the ability to correctly interpret them.
Ability to analyze and interpret data and write reports.
Ability to deal tactfully and equitably with people and to effectively communicate.
Ability to use personal computers and applications necessary to collect and analyze data and access and produce budget and procurement documents and changes.
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 II