POSITION: ADMINISTRATIVE ASSISTANT

DESCRIPTION

This is complex administrative work consisting of office services, such a budgetary requests, records control,

manuals, policies, procurement and simplification of reporting procedures. An employee in this class is responsible for assisting management by attending to a variety of administrative details which are necessary to ensure a smooth workflow. Work requires the use of considerable initiative and judgment. 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 reviewed through conferences, reports and achievement of objectives.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Organizes, manages and coordinates the administrative functions to ensure the smooth fiscal and operational efficiency of the office;
• Identifies,  analyzes  and  develops  administrative  policies  and  procedures  for  effective  administrative operation;
• Assists in all fiscal and operational processes;
• Coordinates collection and preparation of operating reports such as time and attendance records, budgetary expenditures and other statistical data;
• Utilizes a variety of computer programs / software to enhance efficiency and meet goals and objectives;
• Prepares correspondence and materials including administrative and public reports for reproduction and distribution: prepares worksheets and tables; makes various mathematical computations; types legal documents, and correspondence;
• Reviews, sorts and responds to correspondence relating to agency operation;
• Compiles data for and prepares periodic and special reports;
• Sets up and coordinates meetings and conferences;
• Supervises, assigns and reviews the work of subordinate personnel for accuracy and completeness;
• Prepares work plans and schedules, interprets and communicates regulations and policies;
• Serves  as  an  integral  member  of  the  office management  team  to  provide  substantive  technical  and administrative advice in decisions affecting activities supporting program efforts;
• Studies departmental operational methods and makes recommendations to supervisor in order to improve workflow and simplify reporting procedures or implement cost reduction;
• Conducts studies and collects information on administrative problems; analyzes findings and prepares reports of practical solutions and recommendations;
• Collects, analyzes and compares data and trends; prepares reports including observations, conclusions and recommendations;
• Performs other duties as required or assigned.

FACTOR I: KNOWLEDGE AND ABILITIES

• Knowledge of the principles and practices of government operational procedures and business administration and supervision;
• Knowledge of the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments;
• Knowledge of various software applications, such as Word, Excel, Power Point, Access and other computer programs and software;
• Knowledge of modern office procedures, practices and equipment;
• Knowledge of research techniques and report writing;
• Ability to exercise complete confidentiality appropriate to job requirements;
• Ability to efficiently supervise the work of others;

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FACTOR I: KNOWLEDGE AND ABILITIES (CONTINUED)

• Ability to exercise resourcefulness in meeting new problems;
• Ability to exchange non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills;
• Ability to prepare accurate, clear, complete and concise reports;
• Ability to analyze, interpret and report research findings;
• Ability to initiate and install administrative procedures and evaluate their effectiveness;
• Ability to exercise of independent judgment or initiative regularly;
• Ability to solve problems by choosing solutions from among several alternatives that are not necessarily governed by established procedures.
• Ability to make decisions in accordance with laws, regulations and policies;
• Ability to advise and provide assistance relevant to improvement in administrative matters, problem resolution and other changes;
• 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;
• Incumbent plans and schedules own work and/or work of others based on the understanding of broadly defined objectives and priorities, supervisor reviews work after completion;
• Instruction provided only in new situations, methods, procedures that are not clearly related to existing tasks and duties;

FACTOR III: GUIDELINES

• Compliance with HIPAA federal Law;
• 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;
• Wide variety of complicated job tasks requiring coordinating numerous processes/methods;
• Analytical thought becomes more important at this level due to increased data and changing situations;
• Often coordinates or organizes the work of others;
• Alternatives may exist for methods to be used in solving problems;
• Duties require a high degree of concentration because of factors to be considered and weighed before decisions are made;
• Guidelines at this level may not be technical in nature, requiring careful interpretation;
• Regular multiple or conflicting demands, deadlines, emergencies, or time pressures;
• Regular sustained concentration is required.

FACTOR V: SCOPE AND EFFECT

• Facilitates management by attending to a variety of administrative details, which are necessary to ensure a smooth workflow;
• This is staff work in coordinating office services, such as budgetary requests, records control, manuals, policies, procurement and simplification of reporting procedures;
• Work requires the use of considerable initiative and judgment;
• 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.

POSITION: ADMINISTRATIVE OFFICER I

DESCRIPTION

This is administrative work in assisting with the management of an agency. An employee in this class is

responsible for serving as an administrative assistant to a department or division director. Work is at the entry level and of limited complexity; duties are usually specialized in nature, relating to a limited number of management areas. Work is performed in accordance with established policies, but the use of good judgment is required in the application and interpretation of rules and regulations. Direct supervision is received from a higher-level officer.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Provides  staff  support  in  the  areas  of  fiscal  management,  personnel  management,  and  other administrative functions;
• Acts as personnel officer in a small agency in such matters as employee records, other related aspects of personnel administration, and collaborates with the central personnel agency;
• Informs department or division personnel of policy changes and ensures proper implementation;
• Prepares budget estimates of funds where necessary, suggesting needs for additional equipment and supplies or personnel including preparation of appropriate justification of need;
• Makes apportionment of budgetary funds where necessary suggesting when certain expenditures should be made;
• Initials for the certifying officer expenditure documents to be  processed and keeps that officer informed on unexpended funds to prevent overspending;
• Maintains files and records, supplies, and materials as required by the administrator;
• Plans, coordinates and supervises the work of clerical staff in the absence of the supervisor;
• Conducts investigations and studies of limited scope and complexity;
• Functions as a representative of the department, explaining agency’s programs and procedures;
• Performs other duties as required and assigned.

FACTOR I: KNOWLEDGE AND ABILITIES REQUIRED

• Knowledge of departmental rules, regulations, policies and procedures;
• Knowledge of various software applications, such as Word, Excel, Power Point, Access and other computer programs and software;
• Knowledge of modern office procedures, practices and equipment;
• Knowledge of research techniques and report writing;
• Ability to exercise complete confidentiality appropriate to job requirements;
• Ability to interpret and understand complex procedural and general administrative legislation, rules and policies and apply them to a wide variety of problems;
• Ability to tactfully exchange non-routine information;
• Ability to efficiently assign work and to supervise clerical staff;
• Ability to prepare complex reports on proposed or completed management endeavors;
• Ability to exercise resourcefulness in meeting new problems;
• Ability to develop harmonious relationships with employees, agency heads and the general public.

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 in consultation with supervisors;
• Work is reviewed through conferences, reports and achievement of objectives;

• Instruction is provided in new situations, methods, and procedures that are not clearly related to existing   tasks and duties.

POSITION:    ADMINISTRATIVE OFFICER II

DESCRIPTION

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;

DESCRIPTION

This is administrative and field work assisting in the coordinating of operations for one or more of the following Child Nutrition Programs: School Lunch, Child Care Feeding, Summer Feeding, Nutrition Education and Training, Temporary Emergency Food Assistance and Food Distribution. Work is performed under the administrative supervision of the Director, Child Nutrition Program. Technical guidance in completing assignments is given by the Nutrition Program Specialist, as required. Employee must be familiar with federal requirements associated with the operation of one or more Child Nutrition Programs.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Assists in preparation of State Plans of Operation to meet federal funding requirements;
• Conducts  reviews  of  program  operations,  preparing  reports,  assisting  in  training  for  program operators and recipients and assisting in program outreach efforts;
• Reviews program operations at any of the following district school lunch offices, schools, child care centers, summer feeding sponsors, charitable institutions and recipients of Federal donated foods;
• Assists in the preparation and delivery of training to program operators and recipients;
• Works with program operators regarding nutritional issues such as menu planning, portion control and food preparation techniques;
• Performs any other related work as required.

FACTOR I - KNOWLEDGE AND ABILITIES

• Knowledge of federal and Virgin Islands government requirements relative to nutrition programs, food assistance and food distribution;
• Knowledge of Caribbean/Virgin Islands dietary habits/customs;
• Knowledge and awareness of various community groups within the Virgin Islands;
• Ability to express oneself clearly and concisely;
• Ability to express oneself orally and in writing;
• Ability to relate well with people of varied backgrounds;
• Ability to communicate well with program participants and food service personnel;
• Ability to prepare simple written reports;
• Ability to work with figures.

FACTOR II - SUPERVISORY CONTROLS

• Work is performed under the direction of a higher level officer who assigns tasks;
• The employee is expected to perform with minimal supervision.

FACTOR III – GUIDELINES

• Federal and Department policies, guidelines and procedures must be followed, particularly as they relate to the School Lunch and Child Nutrition Programs.

FACTOR IV – COMPLEXITY

• Employee must be able to understand and follow simple instructions, use basic office equipment such a computer, copy machines, etc. The position requires few decisions as duties are usually very standardized.

FACTOR V - SCOPE AND EFFECT

• The purpose of this work is to assist in the management of the food distribution and nutrition programs. Errors at his level can be readily detected would result only in minor adverse consequences.