Administrative Operations Spec - Workforce Development

Duties/Responsibilities:

Percentage of Time:

1.           Manages a variety of complex operational functions. Examples may include accounting, budget, contracts, records, planning/management analysis or other areas (Performed by all incumbents)

              1.           Establishes and properly prioritizes appropriate goals and objectives for assigned functional areas.

              2.           Develops and maintains effective internal control structures for assigned functions.

              3.           Regularly reviews operations for compliance with applicable regulations and standards.

              4.           Makes appropriate procedural changes as needed to improve effectiveness, efficiency and compliance.

10%

Manages the recording of financial activity in accounting systems and sub-systems and the reconciliation of accounting data and transactions. Prepares or directs the preparation of accounting and financial reports. (Performed by all incumbents)

1.           Applies generally accepted accounting principles in the design of accounting systems and the recording of financial activity.

2.           Correctly analyzes accounting data and transactions for application of appropriate theory and judgment and conformity with specified principles, measurement focus, policies and regulations.

              3.           Determines appropriate corrective action to take when faced with discrepancies.

              4.           Prepares or directs the preparation of accurate and timely reports of accounting and financial activity.

10%

Develops, monitors, and maintains budget and/or financial records for administrative operations. (Performed by all incumbents)

              1.           Ensures budgets are developed on time according to specified guidelines.

2.           Develops fiscal impact projections for future growth and needs of the department or unit.

3.           Maintains financial records according to established guidelines.

4.           Monitors expenditures to ensure conformity with budget category limits. Identifies potential cost variances requiring reallocation of resources or identification of additional resources.

Monitors individual budgets after implementation and identifies significant budget variances; notifies responsible managers and works with them to resolve any significant budgetary variances. (Performed by all incumbents)

              1.           Monitors the use of allocated resources/funds to assure conformity to the approved budget.

              2.           Promptly notifies supervisor of significant budget variances according to established guidelines.

3.           Recommends realistic and effective solutions to budget variances in accordance with state and federal guidelines.

4.           Shifts funds and prepares budget revisions in a timely manner and in accordance with established guidelines.

              5.           Works cooperatively with other units to approve expenditures.

10%

Manages complex operational functions. Examples may include inventory control, audits, records, and planning/management analysis. (Performed by all incumbents)

              1.           Establishes and properly prioritizes appropriate goals and objectives for assigned functional areas.

              2.           Develops and maintains effective internal control structures for assigned functions.

              3.           Regularly reviews operations for compliance with applicable regulations and standards.

              4.           Makes appropriate procedural changes as needed to improve effectiveness, efficiency, and compliance.

10%

Prepares and analyzes operational statistics, reports, or other data. (Performed by all incumbents)

1.           Properly determines reporting needs for assigned operational functions and devises reporting methods. Regularly reviews reporting mechanisms for effectiveness and efficiency.

              2.           Correctly analyzes data. Seeks appropriate additional data on potential issues as needed.

              3.           Draws accurate and logical conclusions from data. Reports data and conclusions as needed.

10%

Participates in special projects and development of analyses as directed by the supervisor. Participation typically involves projections, statistical analyses, and compilation of data. (Performed by all incumbents)

              1.           Produces accurate work, consistent with prescribed format, in a timely manner.

2.           Considers appropriate information and potentially intervening variables in performing analyses before presenting final results.

3.           Demonstrates a thorough knowledge of the agency's programs and spending patterns and priorities.

10%

Functions as a liaison with other parties, such as vendors, external auditors, management staff of other governmental agencies (Performed by all incumbents)

              1.           Interacts cooperatively with officials and staff of other organizations.

2.           Thoroughly analyzes issues under review and develops feasible proposals for resolution.

3.           Conducts competent negotiations with external parties to obtain the most favorable terms possible in the resolution of problems or issues.

4.           Appropriately prepares and presents briefings and presentations to other agency staff, legislative committees, boards, or other entities.

10%

Provides technical assistance to others on administrative issues. May participate as a member of internal and external committees and task forces to assess policies, procedures, and programs. (Performed by all incumbents)

1.           Fulfills assignments, such as gathering data, writing reports, and making presentations in a competent and timely manner.

2.           Ensures appropriate representation, either personally or through subordinates, on pertinent committees or other groups.

              3.           Provides appropriate and effective technical assistance to others on administrative issues.

4.           Effectively fosters a spirit of cooperation and free exchange of information and ideas among group members. Respects the views and opinions of others.

10%

Displays a high level of effort and commitment to performing work; operates effectively within the organizational structure; demonstrates trustworthiness and responsible behavior. (Performed by all incumbents)

1.           Demonstrates eagerness to learn and assume responsibility; seeks out and accepts increased responsibility; displays a "can do" approach to work.

2.           Shows persistence and seeks alternatives when obstacles arise; seeks alternative solutions; does things before being asked or forced to by events.

3.           Works within the system in a resourceful manner to accomplish reasonable work goals; shows flexibility in response to process change and adapts to and accommodates new methods and procedures.

4.           Accepts direction and feedback from supervisor and follows through appropriately.

5.           Works when scheduled; begins and ends work as expected; calls in according to policy when arriving late for work or when absent; observes provisions of Fair Labor Standards Act; observes policies on break and lunch periods; uses work time appropriately.

6.           Perform all other duties as may be assigned by the supervising personnel.

7.           Cooperate and maintain a good relationship with other employees of the office to which assigned.

20%

Physical Demands:

 Frequency

(N)Never, (O)Occasionally or (C)Constantly

Requires operation, access, or control of financial resources.

C

Requires having a P-Card.

C

Driving is a responsibility of this position.

O

This position will have direct interaction or care of children under the age of 18 or direct patient care. 

O

This position will have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications).

N

This position is a stationary position, often standing or sitting for prolonged periods with or without reasonable accommodation.

C

This position requires moving about to accomplish tasks or moving from one worksite to another with or without reasonable accommodation.

C

This position requires the ability to adjust or move objects up to 15 pounds in all directions with or without reasonable accommodation.

O

This position requires the ability to repeat motions that may include the wrists, hands and/or fingers with or without reasonable accommodation.

O

This position requires the ability to operate machinery and/or power tools with or without reasonable accommodation.

N

Operating motor vehicles or heavy equipment with or without reasonable accommodation.

N

Noisy environments.

N

Medium work that includes moving objects up to 50 pounds with or without reasonable accommodation.

N

Light work that includes moving objects up to 20 pounds with or without reasonable accommodation.

O

Heavy work that includes moving objects up to 100 pounds or more with or without reasonable accommodation.

N

Work in outdoor elements such as precipitation and wind.

N

Assessing the accuracy, neatness and thoroughness of the work assigned.

O