POSITION: ADMINISTRATIVE OFFICER II
This is administrative work in coordinating and assisting a higher-level administrator with the management of an agency. An employee in this class is responsible for performing administrative staff assignments and office management work for a division or organizational unit. Work differs from that of Administrative Officer I by the complexity of assignments and independent decision-making, but an employee is allowed to use his own judgment where necessary. General supervision is received from a higher level officer through conferences, and review of work for compliance with departmental rules and regulations. Supervision is exercised over a small clerical staff.
DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)
- Assists in planning, developing, and executing operating procedures for an agency or division;
- Participates in the planning and programming of agency activities and assists in formulating work schedules;
- Provides administrative staff support in the areas of fiscal management, personnel management, and other administrative functions;
- Supervises the maintenance of files and records, supplies and materials, and the preparation of reports;
- Prepares budget estimates of funds needed by the organizational unit suggesting needs for additional equipment, supplies, or personnel;
- Drafts appropriate justifications ensuring proper duplication and assembly of the departmental budget estimates;
- Ensures compliance with the laws, rules and policies governing budgetary and fiscal matters;
- Recommends when certain expenditures should be made, and informs proper authorities on the availability of unexpended funds to avoid overspending;
- Acts as personnel officer in a small or non-technical department in such matters as employee records, pay administration, training, and other related aspects of personnel administration and collaborates with the central personnel agency;
- Functions as a representative of the department or division; discusses and interprets agency programs and procedures;
- Ensures that personnel are informed of new or revised operating policies and that they are properly implemented;
- Performs liaison work on behalf of superior with other officials and groups;
- Prepares reports on the operation of a unit group of small units for use by higher-level departmental officials;
- Utilizes computer systems to provide appropriate support including preparing NOPAs and drafting reports and routine correspondence for the supervisor’s signature;
- Performs other duties as required or assigned.
FACTOR I: KNOWLEDGE AND ABILITIES
- Considerable knowledge of the general theory and principles of budgeting, general procurement and supply, personnel administration, and decision making in public administration;
- Knowledge of the principles and practices of public and business administration;
- Knowledge of research techniques and report writing;
- Ability to prepare accurate, clear, complete and concise reports;
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- Ability to work with various software applications, such as Word, Power Point, Excel, Access and other computer programs and software;
- Ability to prepare comprehensive activity reports of agency functions;
- Ability to interpret and understand complex procedural and general administrative legislation, rules and policies and apply them to a wide variety of problems for recommending courses of action;
- Ability to solve problems by choosing solutions from among several alternatives that are not necessarily governed by established procedures;
- Ability to advise and provide assistance relevant to improvement in administrative matters, problem resolution and other changes;
- Ability to assist in the formulation and execution of agency policies and programs;
- Ability to initiate and install administrative procedures and evaluate their effectiveness;
- Ability to exercise resourcefulness in meeting new problems;
- Ability to assign work and to supervise staff of clerical and supervisory personnel;
- Ability to establish and maintain effective working relationships with all persons contacted during the course of work.
FACTOR II: SUPERVISORY CONTROLS
- Employee works under the supervision of a higher-level officer who assigns duties, describes scope of goals and objectives and furnishes guidance only on critical issues;
- Work is controlled by routine review and reporting to or consultation with supervisors;
- Work is reviewed through conferences, reports and achievement of objectives;
- Instruction is provided in new situations, methods, procedures that are not clearly related to existing tasks and duties.
FACTOR III: GUIDELINES
- Federal and departmental guidelines and procedures must be followed.
- Employee is expected to use knowledge acquired through training and experience in making independent decisions.
FACTOR IV: COMPLEXITY
- Work is of a demanding, confidential, and organizational nature that may involve a variety of duties.
- Duties require a high degree of concentration and superior organizational skills to manage a variety of complicated tasks;
- Duties require sound judgment and critical thinking skills to achieve desired outcomes.
FACTOR VI, VII: PERSONAL CONTACTS AND PURPOSE OF CONTACTS
- Contacts are with co-workers, supervisors and other administrative officials;
- The purpose of the contacts is to provide administrative staff support in the areas of fiscal management, personnel management, and other administrative functions in the capacity of department/agency representative.
FACTOR VIII: PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to:
- Sit, and talk or hear within normal range;
- Reach with hands and arms;
- Read fine print, and review information on a PC monitor, as well as, hard copy output;
- Manipulate objects with fingers. For example, using a keyboard;
- Use the spoken word;
- Move about and exert some physical dexterity.
FACTOR IX: WORK ENVIRONMENT
- Work environment involves normal everyday hazards or discomforts typical of offices, meeting and training rooms;
- 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.
- Graduation from a recognized college or university with major work in Business Administration or a closely related field and two years of administrative experience, or
- Associated degree in Business Administration or related field and four years’ administrative expeience;
- Completion of the twelfth school grade, including commercial subjects and six years experience as an Administrative Secretary; or two years experience as an Administrative Officer I.
“No person shall be discriminated against in employment or in any educational program or activity offered by the Virgin Islands Department of Education on account of race, color, creed, national origin, sex, handicap or age.”
Complainant may write to:
Division of Human Resources
Division of Human Resources
#2133 Hospital Street
#44-46 Kongens Gade
Christiansted, VI 00820
St. Thomas, Virgin Islands 00802
FORM# AdmAsstDOEHR 3/00 (Rev. 1/12/07)