CLASS SPECIFICATION

A D M I N I S T R A T I V E S P E C I A L I S T I I I

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 County Council.
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.

MINIMUM QUALIFICATIONS:

Experience: 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).
Education: Graduation from an accredited college or university with a Bachelor's Degree.
Equivalency: 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.

PROBATIONARY PERIOD:

Individuals appointed or 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
September 1974
May 1977
January 1988
July 1989
September 1990
September 1995(M)
October 2007