Attachment_A_-_Job_Classifications.pdf

ATTACHMENT A

JOB CLASSIFICATIONS

ACCOUNT CLERK

Minimum Qualifications:

High school diploma or GED. One year of bookkeeping experience; completion of one-year business school program of instruction in computer accounting and bookkeeping; or completion of six semester credits in Accounting is required.

Nature of Work:

This is specialized clerical work in the application of elementary bookkeeping principles to the maintenance of accounting or fiscal records. Employees in this class maintain accounting records involving varied but routine bookkeeping operations in posting and balancing journals, ledgers and other records. Work may involve the operation of standard office equipment such as calculators and computer terminals for which no previous training is required. Incumbents may provide guidance and assistance to subordinate clerical personnel. Supervision is received from a superior through verification of financial records and statements, and review through audit by internal or external auditors.

Illustrative Tasks:

Maintains cash, invoice, disbursement or control accounts; balances accounts and prepares routine reports; takes trial balances. Checks and codes invoices; prepares vouchers for payment and maintains voucher register. Compiles figures for use in preparation of preliminary budgets. Charges cost items to cost journals; extends, proves and assembles cost records; posts monthly cost records to ledgers. Counts, proves, records, and prepares reports on daily cash receipts; posts to cash ledgers; prepares daily bank deposit;

reimburses concession managers for cash disbursements; prepares reports on daily cash disbursements and posts to disbursement journal. Pre-audits fiscal documents for completeness, accuracy and compliance with well-defined departmental accounting procedures. Classifies receipts and expenditures according to standard accounting classifications. Maintains time, material, and equipment rental cost account records for capital improvement and maintenance projects. Schedules preparation of warrants in order to take advantage of discounts for prompt payment. Operates calculators, computer terminals, and other standard office equipment. Performs related work as required.

Knowledge, Abilities, and Skills:

Knowledge of bookkeeping principles and practices. Some knowledge of standard office practices, methods, and equipment. Some knowledge of fiscal policies and procedures applicable to the area of assignment. Ability to make arithmetic computations rapidly and accurately. Ability to apply bookkeeping principles to the maintenance of routine fiscal and accounting records. Ability to maintain detailed records of inventory and accounting transactions. Ability to understand and follow verbal and written instructions. Ability to learn the operation of calculators, computer terminals, and other standard office and accounting machines for which no significant previous training is needed.

ACCOUNTANT 1

Bachelor’s degree in Accounting; Bachelor’s degree to include 21 semester credits in Accounting; or Completion of 21 semester credits in Accounting and four years of accounting or bookkeeping experience are required. Data Processing coursework may substitute for Accounting coursework to a maximum of six semester credits.

Nature of Work:

This is professional accounting work in the application of established accounting principles and methods in the preparation, maintenance, analysis and control of financial records. Employees in this class are responsible for preparation, maintenance, analysis and control of fiscal records and statements in a departmental or central fiscal operation, or for assisting superiors with more complex accounting activities and the resolution of problems, applying professional accounting principles and methods to a variety of accounting procedures and problems. Emphasis of the work is on the maintenance of controls and balances of fiscal records through standard relationships of subsidiary ledgers to general ledgers or other accounting control methods. Duties require independent judgment in resolving technical accounting problems. Account classifications and operational standards are determined by established county and departmental regulations or statutory requirements. Supervision may be exercised over subordinate clerical personnel who assist in accounting, collection and related activities. Supervision is received from an administrative or professional superior who reviews progress and completed work for adherence to professional accounting standards and program guidelines, and completed work is also subject to periodic internal or external audit.

Illustrative Tasks:

Participates in the maintenance of accounting records in a departmental fiscal operation according to established account classifications, subsidiary journals, general ledgers and departmental or statutory accounting procedures; advises on or makes adjusting entries. Supervises subordinate Account Clerks, Cashiers, and other clerical personnel engaged in routine bookkeeping operations in posting and balancing of journals, ledgers and working papers. Prepares various financial statements and schedules, income and expenditure reports, statistical summaries and special reports from accounting records; assists superiors in the preparation of complete periodic financial statements of departmental or program operations. Assists superiors in budget preparation and modification as assigned; monitors budget expenditures and advises on potential problems such as accelerating expense categories; initiates requests for transfers of funds and budgetary amendments. Provides direct assistance to agencies funded under federal grants by assisting in the establishment of accounting records, preparation of accruals, and reimbursement packages, submission of periodic reports, and preparation of budgets; assures that accounting records and documentation are in accordance with departmental requirements; conducts pre-audit tests, analyses and evaluations of agency accounting records such as payrolls, accounts payable, and inventories to assure conformance with established guidelines; prepares reports of findings for superior. Reviews and approves expenditures for reimbursement by verifying propriety of expense, assuring proper documentation, verifying availability of funds and compliance with local, State and Federal laws, rules and regulations. Analyzes statistical and fiscal records and reports to determine projected expenditures, deficits or surpluses, budget modifications and costs of operations of various activities; examines cost codes for expenditures, encumbrances and balances to determine if codes have been properly charged and encumbered. Prepares monthly cost statements and working papers; distributes overhead expenses according to established formulae; compiles costs for incorporation into operating and special reports; prepares journal entries for the general ledger and subsidiary ledgers. Prepares analysis of sales; calculates gross profits and gross profit percentages from sales and cost of sales figures; prepares profit and loss statements for revenue producing organizations. Reconciles bank statements, and reconciles departmental reports with computer generated reports. Performs related work as required.

Knowledge, Abilities, and Skills:

Knowledge of professional accounting principles and procedures. Knowledge of the general principles of public financial administration including the budgetary process, reporting requirements and cost accounting techniques. Knowledge of computerized accounting systems, operating activities and fiscal programs of the department or agency of assignment. Knowledge of sources of information and accounting techniques used in the preparation of fiscal reports, statements, schedules and summaries. Knowledge of federal, state, and local laws, rules, regulations and guidelines relating to financial records of county departments and agencies funded by federal grants. Some knowledge of management principles and supervisory practices and procedures. Knowledge of office methods and procedures and familiarity with the use of standard office equipment. Ability to prepare complete and accurate accounting reports and statements. Ability to perform detailed work involving written and numerical data. Ability to make arithmetic calculations rapidly and accurately. Ability to interpret and apply accounting procedures and guidelines to a variety of accounting operations and problems. Ability to supervise a small group of clerical subordinates in a manner conducive to full performance and high morale. Ability to communicate effectively, both verbally and in writing.

ACCOUNTANT 2

Bachelor's degree in Accounting and one year of professional accounting experience; Bachelor's degree to include 21 semester credits in Accounting and one year of professional accounting experience; or one year of satisfactory performance as an Accountant 1 in the County service are required. Data Processing coursework may substitute for Accounting coursework to a maximum of six semester credits.

Nature of Work:

This is advanced professional or supervisory accounting work in the application of established accounting principles and methods in the preparation, maintenance, analysis and control of financial records. Employees in this class are responsible for planning, assigning and reviewing the work of subordinate accountants and clerical employees engaged in the preparation and analysis of financial statements and reports, classifying, balancing and maintaining journals and ledgers and performance of related accounting duties. Some incumbents in the class exercise significant responsibility as the reviewing authority for reimbursement by State and Federal agencies for locally expended funds. Work differs from that found in the Accountant 1 class in that these positions require more advanced knowledge of accounting theories, principles and practices as well as governmental accounting procedures, and involve supervisory responsibility of a more advanced nature. Incumbents exercise considerable independent professional judgment in solving problems that arise within their assigned areas, and are called on to develop and design new and revised accounting procedures or systems as the need demands. Supervision is typically exercised over a group of subordinate accountants and clerical employees who assist in various accounting, collection and related activities. Supervision is received from a professional or administrative superior who reviews accounting records, statements and reports for attainment of desired quality of results and adherence to professional accounting standards and program guidelines. Completed work is also subject to periodic internal or external audit.

Illustrative Tasks:

Plans, assigns and supervises the work of subordinate professional and clerical employees engaged in recording and classifying accounting transactions, maintaining and reconciling journals, ledgers and other fiscal records, preparing and analyzing periodic financial statements, reports, summaries, schedules and tabulations. Analyzes out-of-balance conditions, financial reports, budget documents and related accounting papers, and identifies causes or problems; advises superiors on adequacy of financial controls and solutions to complex accounting problems. Studies, develops, refines and recommends new or revised accounting procedures; examines accounting problems and recommends revisions in forms, account classifications and statements to improve productivity and clarity. Assists internal and external auditors in the periodic examination of fiscal records by providing reports and information; initiates corrective action as the result of audit to improve financial operations and controls. Assists in the preparation of budget estimates and writes narrative justifications; provides budgetary information to departmental officials; compiles individual operating budgets into complete department documents; approves proposed encumbrances as to availability of funds; assists in the preparation of monthly allotments of appropriations and operating revenues; initiates budget amendments and changes in allocations between expense categories. Prepares or supervises the preparation of a variety of complex financial statements, budgetary or cost studies, and special studies which relate to computerized accounting systems and departmental operations. Coordinates accounting activities with other departmental financial operations; advises and trains subordinates in new and revised accounting procedures; attends conferences and meetings and provides information for making decisions on the development and implementation of new policies and procedures. Reviews and approves expenditures for reimbursement by federal and state agencies by verifying propriety of expense, assuring proper documentation, verifying availability of funds and compliance with local, state and federal laws, rules and regulations; acts as reviewing authority for expenditures under federal or state reimbursement contracts where consequence of error would result in county liability for substantial amounts of funds expended by these government agencies; prepares final requisition requests to local, State and Federal agencies for reimbursement according to established procedures. Makes recommendations regarding hiring, discipline and promotion of subordinates;

authorizes leave and overtime; counsels subordinates on job related problems; evaluates and rates employee performance. Performs related work as required.

Knowledge, Abilities and Skills:

Considerable knowledge of professional accounting principles and practices and the development, installation and maintenance of government accounting systems. Considerable knowledge of the sources of information, accounting techniques and organization of information used in the preparation of fiscal reports, statements, schedules and summaries. Considerable knowledge of Federal, State and local laws, rules, regulations and guidelines relating to financial records of county departments and agencies funded by federal grants. Considerable knowledge of computer accounting systems, operating activities and fiscal programs of the department or agency of assignment. Considerable knowledge of the general principles of public financial administration including the budgetary process, reporting requirements and cost accounting techniques. Knowledge of management principles and supervisory practices and procedures.

Knowledge of office methods and procedures and familiarity with the use of standard office equipment. Ability to supervise a staff of professional and clerical employees in a manner conducive to full performance and high morale. Ability to analyze complex accounting processes and problems and make effective recommendations for their resolution. Ability to design, develop and implement revised and new accounting procedures and techniques. Ability to analyze and interpret complex accounting data, statements and tabulations. Ability to prepare and supervise preparation of complete and accurate accounting reports and statements. Ability to understand and interpret complex governmental procedures and regulations related to accounting requirements applicable to the organization to which assigned.

Ability to communicate effectively, both verbally and in writing. Ability to perform detailed work involving written and numerical data. Ability to make arithmetic calculations rapidly and accurately.

ACCOUNTANT 3

Bachelor’s degree in Accounting or Bachelor’s degree to include 21 semester credits in Accounting. Two years of professional accounting experience to include the preparation of complex financial reports are required. Additional professional accounting experience to include the preparation of complex financial reports may substitute for the required education on a year-for-year basis. Data Processing coursework may substitute for Accounting coursework to a maximum of six semester credits.

Nature of Work:

This is advanced professional accounting and supervisory work in the application of accounting principles and methods in the preparation, maintenance, analysis and control of financial records. Employees in this class are responsible for supervising a large staff of subordinate professional accountants and clerical employees engaged in accounting work for complex fiscal activities. Emphasis of the work is on supervision of major fiscal operations for a department including developing procedures and techniques necessary to carry out financial activities, preparation of budgets, accounting for revenues and disbursements, and preparation of complex fiscal reports. Responsibilities include coordinating accounting activities with other governmental accounting units and implementation of specialized accounting systems and reports. Incumbents exercise considerable independent judgment and professional knowledge of accounting principles, theories and practices as well as knowledge of governmental accounting procedures. Supervision is exercised over professional and clerical personnel through review of records and reports for adherence to established accounting principles, practices and procedures. General supervision is received from an administrative or professional superior who reviews work for attainment of desired results, adherence to professional accounting standards and program effectiveness. Completed work is also subject to periodic internal and external audit.

Illustrative Tasks:

Plans, assigns and reviews the work of subordinate professional and clerical employees in a large accounting operation engaged in recording and classifying accounting transactions, maintaining and reconciling journals, ledgers and other fiscal records, preparing and analyzing periodic financial statements, reports, summaries, schedules and tabulations, revenue and expenditure reporting, budgetary calculations, recording accounts receivable and accounts payable, and bank account reconciliations. Develops and supervises the installation of new and revised accounting systems and procedures in order to improve efficiency in financial reporting; coordinates efforts with other departmental officials. Assists internal auditors and outside auditors in the examination of departmental accounting activities and preparation of audit working papers; initiates corrective action as the result of audit findings to improve financial operations, statements and controls. Assists agencies funded under Federal grants with preparation of audit responses to reports generated by internal and external auditors; visits agencies and reviews exceptions noted by auditors and reviews agency responses for completeness and advises on additional required information. Prepares and coordinates department budget requests; reviews preparation of specialized budget documents; supervises the preparation of a variety of complex financial statements requiring considerable knowledge of computerized accounting systems and departmental operations; assists subordinates with difficult or unusual problems. Assigns and supervises pre-audits of all invoices submitted as direct payment bills in order to determine validity, purpose of expenditure and proper appropriation coding. Provides for and supervises the maintenance of the general ledger including the posting of journal entries from subsidiary ledger accounts and preparation of the balance sheet. Coordinates accounting activities with other departmental operations and other county departments; trains subordinates; assists in making decisions on the development and implementation of new policies and procedures. Makes recommendations regarding hiring, discipline and promotion of subordinates; authorizes leave and overtime;

evaluates and rates employee performance. Performs related work as required.

Knowledge, Abilities, and Skills:

Thorough knowledge of professional accounting principles and practices, office management, and the development, installation and maintenance of government accounting systems. Thorough knowledge of the sources of information, accounting techniques and organization of information used in the preparation of fiscal reports, statements, schedules and summaries. Thorough knowledge of the procedures and techniques used in the preparation of detailed and complex accounting statements and documents. Thorough knowledge of Federal, state and local laws, rules and regulations relating to financial records of county departments and agencies funded by Federal grants. Thorough knowledge of the financial and operating activities of the department or agency of assignment. Considerable knowledge of the general principles of public financial administration including budgetary processes and reporting requirements. Considerable knowledge of supervisory principles and practices. Knowledge of office methods and procedures and familiarity with the use of standard office equipment. Ability to supervise a large staff of professional and clerical employees in a manner conducive to full performance and high morale. Ability to analyze complex accounting processes and problems and make changes to improve operations and resolve problems. Ability to supervise preparation of complete and accurate accounting reports and statements of considerable complexity. Ability to design, develop and supervise the implementation of revised and new accounting procedures, techniques and systems. Ability to understand and interpret complex governmental procedures and regulations related to accounting requirements applicable to the organization of assignment. Ability to participate effectively in the formulation of departmental policies and procedures.

ADMINISTRATIVE OFFICER 1

Minimum Qualifications:

Bachelor’s degree

Nature of Work:

This is administrative work in performing various administrative activities in a central administrative division or special program in a county department or agency. Employees in this class are responsible for performing various administrative duties in assisting departmental management in carrying out required administrative operations. Duties or combination of duties performed vary, depending on the department to which assigned. Some incumbents in the class perform specialized duties of a staff nature relating to a specific program. Employees are assigned duties such as cost analysis and control, budget preparation and expenditure control, purchasing and inventory work, methods and procedure studies, report or grant proposal preparation and personnel administration. Incumbents exercise some independent judgment in devising and installing new work methods, interpreting rules, regulations and procedures and in making recommendations to superiors. Supervision may be exercised over clerical and technical employees who assist in various phases of administrative operations. Supervision is received from an administrative superior who reviews work for attainment of desired management objectives and conformity with established administrative and departmental policies and procedures through conferences, personal inspections and review of reports.

Illustrative Tasks:

Assists in planning and preparing divisional or project budgets; insures adherence to budget procedures and guidelines; reviews completed budget documents for format, accuracy of budget codes and computations; monitors budget forecasts and expenditures for departmental projects and activities; prepares periodic budget reports. Supervises clerical subordinates engaged in preparation of invoices and billings for equipment or services, issuance of purchase orders and requisitions, reconciliation of computer reports and related clerical activities; provides training to employees in new procedures required with automated accounting and reporting systems. Coordinates the maintenance of various accounting records such as cash and surety bonds; audits departmental financial records to obtain data for management reports relative to budget control, purchasing standards, stores, and equipment inventory control or improvements in operational efficiency; recommends procedures for collection and reporting of data on departmental programs in cost analysis and revenue producing activities; accounts for costs and reviews revenue summaries to assure revenues are properly collected. Analyzes financial, procurement and administrative procedures for simplification and improvement in efficiency; analyzes purchase orders to determine requirements; checks requisitions for completeness and accuracy; writes specifications and requisitions and assists in selection of bids for departmental equipment or supplies. Interviews applicants for employment to determine qualifications;

provides information to applicants regarding career county employment; requests eligible lists and coordinates panel interviews for departmental positions; processes affirmative action complaints from employees through appropriate channels. Assists in the supervision of clerical subordinates engaged in processing departmental personnel actions; discusses work related problems with employees;

coordinates departmental personnel activities with federal funded employment programs as necessary. Conducts assigned research, procedural or administrative studies, and prepares narrative and statistical reports, proposing courses of action; reviews workload reports from operating segments for conformance with department instructions; audits program records reflecting client or patron workloads for conformance with departmental instructions and accuracy of computations. Makes recommendations regarding hiring, discipline, and promotion of subordinates; authorizes leave and overtime; evaluates and rates employee performance. Performs related work as required.

Knowledge, Abilities and Skills:

Considerable knowledge of the principles of general management and their application to governmental administration. Considerable knowledge of research techniques and the sources and availability of current information applicable to the area of assignment. Knowledge of budget preparation procedures and reporting requirements. Knowledge of departmental, legal, administrative, and procedural regulations. Knowledge of the principles and procedures of modern office administration. Knowledge of basic accounting principles, practices, and procedures. Knowledge of the use of data processing and cost accounting systems. Knowledge of the principles, practices, and procedures of public personnel administration. Knowledge of supervisory principles and practices. Ability to analyze administrative problems and make sound recommendations as to their solution. Ability to supervise the work of subordinates in a manner conducive to full performance and high morale. Ability to understand and carry out complex oral and written instructions. Ability to establish and maintain effective working relationships with other employees, supervisors, departmental officials, and the general public. Ability to express ideas clearly, concisely, verbally, and in writing. Ability to supervise preparation of records and reports on a timely and complete basis. Ability to prepare complete narrative and statistical reports. Ability to conduct appropriate interviews with prospective employees and obtain pertinent information. Ability to prepare accurate accounting and budgetary reports.

ADMINISTRATIVE OFFICER 2

Minimum Qualifications:

Bachelor’s degree

Nature of Work:

This is administrative work in performing various administrative activities in a central administrative division or special program in a county department or agency. Employees in this class are responsible for performing various administrative duties in assisting departmental management in carrying out required administrative operations. Duties or combination of duties performed vary, depending on the department to which assigned. Some incumbents in the class perform specialized duties of a staff nature relating to a specific program. Employees are assigned duties such as cost analysis and control, budget preparation and expenditure control, purchasing and inventory work, methods and procedure studies, report or grant proposal preparation and personnel administration. Incumbents exercise some independent judgment in devising and installing new work methods, interpreting rules, regulations and procedures and in making recommendations to superiors. Supervision may be exercised over clerical and technical employees who assist in various phases of administrative operations. Supervision is received from an administrative superior who reviews work for attainment of desired management objectives and conformity with established administrative and departmental policies and procedures through conferences, personal inspections and review of reports.

Illustrative Tasks:

Assists in planning and preparing divisional or project budgets; insures adherence to budget procedures and guidelines; reviews completed budget documents for format, accuracy of budget codes and computations; monitors budget forecasts and expenditures for departmental projects and activities; prepares periodic budget reports. Supervises clerical subordinates engaged in preparation of invoices and billings for equipment or services, issuance of purchase orders and requisitions, reconciliation of computer reports and related clerical activities; provides training to employees in new procedures required with automated accounting and reporting systems. Coordinates the maintenance of various accounting records such as cash and surety bonds; audits departmental financial records to obtain data for management reports relative to budget control, purchasing standards, stores, and equipment inventory control or improvements in operational efficiency; recommends procedures for collection and reporting of data on departmental programs in cost analysis and revenue producing activities; accounts for costs and reviews revenue summaries to assure revenues are properly collected. Analyzes financial, procurement and administrative procedures for simplification and improvement in efficiency; analyzes purchase orders to determine requirements; checks requisitions for completeness and accuracy; writes specifications and requisitions and assists in selection of bids for departmental equipment or supplies. Interviews applicants for employment to determine qualifications;

provides information to applicants regarding career county employment; requests eligible lists and coordinates panel interviews for departmental positions; processes affirmative action complaints from employees through appropriate channels. Assists in the supervision of clerical subordinates engaged in processing departmental personnel actions; discusses work related problems with employees;

coordinates departmental personnel activities with federal funded employment programs as necessary. Conducts assigned research, procedural or administrative studies, and prepares narrative and statistical reports, proposing courses of action; reviews workload reports from operating segments for conformance with department instructions; audits program records reflecting client or patron workloads for conformance with departmental instructions and accuracy of computations. Makes recommendations regarding hiring, discipline, and promotion of subordinates; authorizes leave and overtime; evaluates and rates employee performance. Performs related work as required.

Knowledge, Abilities and Skills:

Considerable knowledge of the principles of general management and their application to governmental administration. Considerable knowledge of research techniques and the sources and availability of current information applicable to the area of assignment. Knowledge of budget preparation procedures and reporting requirements. Knowledge of departmental, legal, administrative, and procedural regulations. Knowledge of the principles and procedures of modern office administration. Knowledge of basic accounting principles, practices, and procedures. Knowledge of the use of data processing and cost accounting systems. Knowledge of the principles, practices, and procedures of public personnel administration. Knowledge of supervisory principles and practices. Ability to analyze administrative problems and make sound recommendations as to their solution. Ability to supervise the work of subordinates in a manner conducive to full performance and high morale. Ability to understand and carry out complex oral and written instructions. Ability to establish and maintain effective working relationships with other employees, supervisors, departmental officials, and the general public. Ability to express ideas clearly, concisely, verbally, and in writing. Ability to supervise preparation of records and reports on a timely and complete basis. Ability to prepare complete narrative and statistical reports. Ability to conduct appropriate interviews with prospective employees and obtain pertinent information. Ability to prepare accurate accounting and budgetary reports.

ADMINISTRATIVE OFFICER 3

Minimum Qualifications:

Bachelor’s degree

Nature of Work:

This is advanced and responsible administrative and supervisory work in supervising, planning, organizing and implementing various administrative activities in a central administrative division, or performing responsible administrative and supervisory work in directing a major function in a county department or agency. Employees in this class are responsible for supervising, planning, organizing and implementing diversified administrative activities in the central administrative division of a major operating department or supervising, planning, and implementing activities in a major departmental activity. Some incumbents in the class perform advanced and responsible administrative work of comparable scope in a specialized staff capacity. Incumbents are typically located at the division head level or as assistants to administrative or operating division heads in large departments. Employees engaged in central administrative activities typically supervise cost analysis and control, revenue management, budget preparation, expenditure controls, procurement and inventory controls, personnel administration, grant proposals, information system analysis and special investigations. Assignments are broad in nature with considerable opportunity for the exercise of independent judgment, application of management knowledge and skills, analysis of administrative and clerical employees through intermediate supervisors by assignment of duties and responsibilities and review of results for conformity to departmental policies and procedures and for attainment of quality results. General direction is received from an administrative superior who evaluates work for adherence to departmental policies and attainment of desired goals and objectives through personal conferences and review of reports of operations.

Illustrative Tasks:

Plans, assigns, and reviews the work of subordinate professional, administrative, specialized, and clerical employees engaged in performing varied activities such as financial management of departmental operations, specialized investigations, preparation and monitoring of expense and revenue budgets in connection with the reimbursement of state and federal funds under grant provisions, and Administers, reviews and analyzes departmental and divisional budgets including general fund accounts, proprietary funds, special tax district accounts, capital improvement bond funds, departmental revenues and a variety of federally funded programs; develops narrative information required for proposed departmental and divisional budgets; prepares and obtains approval of final budget documents; attends departmental and county budget hearings to assist in justifying and defending budget requests; approves budget charges generated in accordance with approved or revised budgets; exercises responsibility for keeping various divisions within budget allocations. Plans, directs, and coordinates comprehensive cost accounting programs providing management data concerning divisional operations;

supervises business management in expenditure control, equipment purchase, distribution and supply; recommends, designs, and implements departmental procedures relating to audit ability and control of fiscal matters; established departmental administrative orders and procedures. Examines management information systems within a large operating department, including automated and manual systems for implementation, combination or termination; analyzes management information systems of other departments, and agencies which impact on systems of assigned department; develops management information systems and report formats for submitting information to the department director to assist in making informed management decisions. Manages personnel administration in a large operating department with a large variety of classes, complex salary supplements, and a substantial payroll operation; supervises administrative, specialized and clerical personnel engaged in providing comprehensive departmental personnel services; supervises departmental safety management in heavy industrial operations, comprehensive department training programs and affirmative action programs, provides assistance as a member of management bargaining teams in labor relations negotiations and other similar activities. Designs inventory control procedures for the receipt and distribution of materials and supplies; reviews and prepares specifications for the acquisition of a large variety of goods and services; reviews and approves fiscal transactions to assure proper funding and compliance with Federal, State and county laws, rules, regulations, and departmental goals and objectives; coordinates fiscal matters with administrative and supervisory personnel of the department, other government agencies and departments. Reviews and analyzes proposed contracts, federal and state grants, professional service agreements, and leases prepared by departmental staff for compliance with federal, state, and county rules and regulations; provides technical advice and assistance to department personnel on appropriate contract and grant preparation methods and procedures; prepares grant approval resolutions for action by the County Commission; examines sources of fiscal support, generates applications for grant funds and administers grants upon award to the department. Provides assistance to agencies and subcontractors in complying with State and Federal grant guidelines and procedures related to fiscal management, budgets, and contracts; develops and maintains administrative policies and procedures to provide for information flow from subcontractors and programs to division and funding sources; negotiates and prepares drafts of leases, permits and agreements with vendors or potential vendors, their attorneys or representatives; obtains final agreements with vendors and prepares resolutions for approval of county commission. Makes recommendations and decisions regarding hiring, discipline, and promotion of subordinates, authorizes leave and overtime; reviews employee performance reports prepared by subordinates, and rates employee performance. Performs related work as required.

Knowledge, Abilities, and Skills:

Thorough knowledge of the principles of general management, public, and business administration and their application to governmental administration. Thorough knowledge of the policies and procedures used in large scale budget preparation, justification, monitoring, and reporting. Thorough knowledge of applicable state, federal, and county laws, rules and regulations pertaining to departmental operations. Thorough knowledge of the principles of public personnel administration and of county personnel policies and procedures. Thorough knowledge of state, federal, and county laws, rules and regulations relating to financial records of county departments and agencies funded by grants. Considerable knowledge of basic accounting principles, practices, and procedures and their application to governmental computerized accounting systems. Considerable knowledge of supervisory principles and practices. Considerable knowledge of research techniques and the sources and availability of current information in the area of assignment. Considerable knowledge of the principles and practices of modern office administration. Considerable knowledge of the use of data processing and cost accounting systems. Knowledge of public relations principles and techniques. Knowledge of inventory control and county procurement and requisitioning procedures. Ability to supervise a large staff of subordinate employees in a manner conducive to full performance and high morale. Ability to exercise judgment and discretion in devising, installing, and interpreting department or county-wide rules, regulations, policies or procedures. Ability to initiate and install administrative programs and procedures and to evaluate their effectiveness. Ability to delegate authority to subordinates necessary to complete responsibilities in various management functions. Ability to establish and maintain effective working relationships with other employees, supervisors, departmental officials, officials of other agencies, and the general public. Ability to express ideas and information clearly, concisely, verbally, and in writing. Ability to train employees and subordinates in the area of assignment. Ability to discern and extract pertinent facts from oral and written guidelines, policies, and procedures and apply them to a variety of problems. Ability to evaluate administrative operations to determine if departmental goals and objectives have been met.

ADMINISTRATIVE SECRETARY

Minimum Qualifications:

High school diploma of GED. Three years of secretarial or related word processing experience are required. Must take and pass a typing skills test with a score of 40 net WPM. Photo identification is required to take the typing skills test.

Nature of Work:

This is advanced responsible secretarial and related clerical work for a division head or an exempt executive official in the County service. Employees in this class perform a variety of complex secretarial and clerical duties for division directors or other comparable executive officials within the County organization. Emphasis of the work is on the performance of advanced secretarial duties requiring considerable knowledge of the executive’s responsibilities and an understanding of the policies, programs, procedures and regulations in effect in the area of assignment. Duties typically include arranging for and attending conferences, independently answering inquiries where there is established policy or precedent action, taking and transcribing dictation, composing and typing correspondence and performing research to compile data for special reports and other purposes. Incumbents utilize a variety of office skills and considerable judgment in relieving the executive of administrative details. Supervision may be exercised over subordinate clerical employees through assignment of tasks and review of completed work for accomplishment of desired objectives. General supervision is received from a division director or an executive official who reviews work for satisfactory performance of executive secretarial duties and for attainment of desired goals and objectives.

Illustrative Tasks:

Performs secretarial and clerical duties for a division director or other comparable executive official; commits supervisors time in making appointments and maintains calendar; maintains supervisor’s itinerary and makes travel and hotel arrangements as required. Arranges for and attends various conferences and meetings; informs participants and provides background information; serves as recording secretary at conferences, board meetings and staff consultations; takes official minutes and prepares reports of proceedings; follows through on actions required as a result of conferences. Takes and transcribes dictation which may vary by subject matter including legal, technical, financial or other specialized terminology; takes verbatim transcript from telephone calls or in conferences as requested. Opens, screens and distributes mail; marks important parts of instructions, orders and regulations for executive, and organizes mail according to priorities; maintains control of correspondence flow through office; insures that report deadlines are met and that all information distributed is complete. Composes correspondence from verbal instructions of superior, and independently drafts replies to inquiries; reviews correspondence prepared by others for superior’s signature to ensure correct grammar, format and completeness. Receives and screens telephone calls and visitors; responds to requests for information by answering questions where there are established policies or regulations, or precedent actions taken by supervisor. Plans, assigns and reviews the work of subordinate clerical employees engaged in typing reports, correspondence and other documents, filing, and performing a variety of other clerical duties; provides training in procedures and methods in the organization of assignment. Researches and compiles data from a variety of sources in connection with special reports, budget preparation and other matters; assembles material for supervisors reply to correspondence demanding superiors personal attention. Keeps various activity and production records; types various activity reports, requisitions, work orders and personnel forms; composes reports on caseloads, workloads or other subjects as delegated; authorizes expenditures from petty cash; requisitions office supplies; performs arithmetic calculations for budget requests and other matters. Establishes and maintains office filing systems;

reorganizes files as required; establishes subject matter files for superior; purges files of unnecessary items according to established policies and procedures. Makes recommendations regarding hiring, discipline and promotion of subordinates; authorizes leave and overtime; evaluates and rates employee performance. Performs related work as required.

Knowledge, Abilities and Skills:

Thorough knowledge of executive secretarial methods, techniques and procedures. Thorough knowledge of general office procedures, practices and equipment. Considerable knowledge of the operation to which assigned including its policies, procedures, regulations, organization and workflow. Considerable knowledge of executive protocol and the proper order of etiquette in conducting secretarial activities with responsible county and other officials. Considerable knowledge of business English, spelling and arithmetic. Considerable knowledge of the structure and function of various county departments. Knowledge of supervisory principles and practices. Ability to establish and maintain an effective working secretarial relationships with an executive official. Ability to take and transcribe dictation at a high rate of speed. Ability to operate typewriters, personal computers and other office machines with accuracy and speed. Ability to develop and maintain effective working relationships with subordinates, superiors and a variety of County and other officials. Ability to express ideas clearly and concisely, verbally and in writing. Ability to establish and revise office policies and procedures. Ability to research and develop information from a variety of sources. Ability to supervise subordinates in a manner conducive to full performance and high morale.

ADMINISTRATIVE SOCIAL MEDIA SECRETARY

Minimum Qualifications:

Bachelor’s Degree in a creative field. Three years of secretarial or related word processing experience are required. Must take and pass a typing skills test with a score of 40 net WPM. Photo identification is required to take the typing skills test. Experience w/ creating graphical work and maintaining social media handles.

Nature of Work:

This is advanced, responsible secretarial, minor graphic creation and social media handling, and related clerical work for a division head or an exempt executive official in the County service. Employees in this class perform a variety of complex secretarial and clerical duties for division directors or other comparable executive officials within the County organization. Emphasis of the work is on the performance of advanced secretarial duties requiring considerable knowledge of the executive’s responsibilities and an understanding of the policies, programs, procedures and regulations in effect in the area of assignment. Duties typically include arranging for and attending conferences, independently answering inquiries where there is established policy or precedent action, taking and transcribing dictation, creating graphics under the direction of supervisor, establishing a social media presence, composing and typing correspondence and performing research to compile data for special reports and other purposes. Incumbents utilize a variety of office skills and considerable judgment in relieving the executive of administrative details. Supervision may be exercised over subordinate clerical employees through assignment of tasks and review of completed work for accomplishment of desired objectives. General supervision is received from a division director or an executive official who reviews work for satisfactory performance of executive secretarial duties and for attainment of desired goals and objectives.

Illustrative Tasks:

Performs secretarial and clerical duties for a division director or other comparable executive official; commits supervisors time in making appointments and maintains calendar;…