1039K2
Pay Grade: 18
DEFINITION OF WORK
Summary
This is specialized supervisory work of considerable difficulty under direction. An employee in this class is responsible for supervision of a staff that performs diverse duties. The work may require technical expertise in the operation and maintenance of advanced electronic equipment and software systems.
Standard Classification Factors
Supervision Received - LEVEL C: "Under direction…" Employees at this level usually receive a general outline of the work to be performed and are generally free to develop their own sequences and methods within the scope of established policies. New, unusual, or complex work situations are almost always referred to a superior for advice. Work is periodically checked for progress and conformance to established policies and requirements.
Difficulty - LEVEL C: Considerable… Duties which require a high degree of concentration because of the many factors which must be considered and weighed before a decision can be reached. Usually positions that require planning, developing, and coordinating programs and directing fairly large groups of people fall into this category.
Complexity - LEVEL D: Work is of a diversified nature that usually involves multiple unrelated steps. Analytical thought is necessary for dealing with complex data and situations. Work often involves a variety of unrelated processes and may require planning or carrying out a sequence of actions or both. Several alternatives usually exist at this level for approaching problems or situations. Workers at this level exercise a considerable amount of independent judgment. Work is controlled by occasional review and by reporting to or consultation with supervisors or superiors. When guidelines exist at this level, they are usually broadly defined or technical requiring careful analysis and interpretation.
Consequence of Actions or Decisions - LEVEL D: Consequences of actions or decisions at this level are significant as the work may be rarely if ever reviewed, making errors difficult to detect. Errors may cause major program failure or a high degree of confusion. Injuries to others due to errors are serious or incapacitating or both and costs due to errors are substantial.
Contacts - LEVEL B: The purpose of the contact is to plan, coordinate and advise on work efforts, interpret guidelines or instructions, elicit opinions or give guidance on the basis of facts to resolve common issues or problems when the information is not sensitive in nature or the individuals or groups are working toward mutual goals and have basically cooperative attitudes. Well developed communication skills are required.
Physical Demands - LEVEL A: The work is predominantly sedentary and requires minimal or negligible physical exertion. The employee is normally seated; however, the nature of the work allows for periods of standing or walking at will.
Environmental Conditions - LEVEL A: The 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.
Supervision/Leadership - LEVEL D: Involves administrative supervision responsibility. As a "first line supervisor", the primary responsibility involves scheduling, supervising and evaluating employees who perform the same or similar work. Responsible for recommending hiring and disciplinary actions to a higher level of authority. As a "project manager" may direct the activities of project leaders to develop plans and criteria and to evaluate progress and results for one or more projects.
Distinguishing Factors
Differs from the Office Assistant IV where work of a non-supervisory nature is of average difficulty with limited consequence of actions and decisions. Work of the Office Assistant IV may involve functional leader ship responsibility as a lead worker of other Office Assistant IV's or subordinate positions.
Differs from the Office Specialist where work is primarily of a non-supervisory, specialized nature. Work of Office Specialist may involve functional leadership responsibility as a lead worker of subordinate positions and may involve limited administrative supervision.
EXAMPLES OF WORK PERFORMED
Plans, coordinates, and evaluates the activities of a major office or unit; participates in preparing unit budget; exercises delegated authority in interviewing, selecting, training, coordinating and evaluating employees.
Supervises and coordinates the activities of various units comprising the assigned responsibility; insures the smooth flow of work in and between each unit and compliance with the departmental policies and procedures applicable to each unit.
Recommends changes in policies and procedures for approval by an administrative superior; insures the proper implementation of new or modified policies and procedures.
Analyzes production statistics and reports, develops standards for the evaluation of employees, and initiates and implements procedural modifications that will ensure high levels of productivity and efficiency.
Prepares or directs the preparation of assigned records and reports.
Distributes daily assignments to subordinate workers and provides information as to new or revised policies or procedures; determines priorities and ensures meeting of deadlines.
Performs office management duties such as initiating personnel actions, keeping personnel and fiscal records of grant and general budget expenditures, compiling information for reports and ordering or purchasing supplies and equipment.
Responds to questions from other offices and the public.
REQUIRED KNOWLEDGE, ABILITIES, AND SKILLS
Knowledge
*Knowledge of English usage, spelling and written communications.
*Knowledge of the principles of office management and the ability to apply these principles to office operations.
Knowledge of the principles and practices of supervision.
Knowledge of departmental rules, regulations, policies and procedures.
Knowledge of budget preparation procedures.
Abilities
Ability to analyze, make recommendations for improvements and implement office policies and procedures.
Ability to plan, organize, supervise and evaluate the work of other employees.
*Ability to carry out administrative and supervisory details independently and conduct correspondence without review.
*Ability to effectively communicate both orally and in writing.
*Ability to extract, analyze and transmit complex technical information from a variety of sources.
*Ability to establish and maintain effective supervisory relationships and effective working relationships with employees, professionals and the general public.
*Necessary at Entry
MINIMUM REQUIREMENTS:
Independent work experience in office support/clerical work.
REV: 12/95
REV: 11/96
REV: 10/98
REV: 02/00