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
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 these
issues.
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.
MINIMUM QUALIFICATIONS:
Experience: 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).
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:
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.
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