POSITION: ADMINISTRATIVE ASSISTANT
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.
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FACTOR VI: PERSONAL CONTACTS
- Co-workers, employees from other government agencies, managerial personnel other administrative officials;
- Offers or obtains specialized information and provides assistance on complex matters;
- Ongoing involvement outside the immediate unit.
FACTOR VII: PURPOSE OF CONTACTS
- The employee in this position will seek to resolve difficulties, answer questions and liaise with contacts to get work assignments and projects completed in timely fashion.
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, or libraries;
- 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 four-year college or university with major course work in Political Science, Public or Business Administration or a related field plus four (4)years managerial experience, dealing with personnel, procurement and budgetary matters; or
- Considerable experience dealing with personnel, procurement or budgeting, at least eight (8) years, which includes at least one year experience as an Administrative Officer III or a related capacity.
“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 Kongen’s Gade
Christiansted, VI 00820
St. Thomas, Virgin Islands 00802
FORM# AdmAsstDOEHR 3/00 (Rev.9/6/07