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HomeMy WebLinkAbout15A2094 ADMINISTRATIVE SERVICES OFFICER II 20231108PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 15A2094 Class Specifications for the Class: ADMINISTRATIVE SERVICES OFFICER II EM-03, BU-13X Duties Summary: Oversees and coordinates the fiscal, human resources, and administrative controls and staff services of a department; advises and assists departmental managers in the areas of program analysis and evaluation, organizational planning, work methods and operational efficiency and compliance to regulatory and procedural program requirements; and performs other related duties as required. Distinguishing Characteristics: This class is distinguished by its responsibility to oversee and coordinate the fiscal, procurement, human resources and administrative controls and staff services for a department, and to advise and assist managers in program analysis and evaluation, organizational planning, work methods and operational efficiency, and compliance to regulatory and procedural program requirements. Positions in this class are located in departments that have a variety of major County programs requiring a large workforce employed in a wide variety of occupations providing county-wide services, or are located in central departments where policies and procedures implemented impact all County of Kaua‘i departments and agencies. This class differs from the Administrative Services Officer I in that it oversees and coordinates the administrative support functions and staff services of the department, and advises management in matters related to program evaluation and analysis, organizational planning, and work methods and operational efficiency; whereas, the Administrative Services Officer I serves in a staff capacity and provides administrative services with some delegated authority to act for the department head in administrative matters. Examples of Duties: (The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position). • Provides and oversees a variety of administrative services primarily relating to human resources management, budget administration and organization and management; • Identifies management needs and problems, analyzes and seeks solutions to such problems, and recommends or takes authorized action to resolve same; PART I ADMINISTRATIVE SERVICES OFFICER II 2 15A2094 • Develops and implements policies and procedures on all fiscal, employee relations and administrative matters; • Advises management on regulatory and procedural requirement regarding administrative, fiscal and human resources matters and develops, modifies and implements policies, practices and procedures to comply with requirements; • Collaborates with managers to develop and maintain a sound organizational structure by evaluating program policies, practices and internal procedures, to include the distribution and assignment of responsibilities, work methods and procedures, and management control systems; recommends and implements changes for a more effective and efficient operation; • Represents the department on collective bargaining matters; serves as a representative of management in dealing with employees and employee organizations; coordinates work with other County, State and Federal departments or agencies; • Recommends personnel actions including hiring, promotion, discipline and termination; prepares employee performance evaluations; provides and coordinates staff training; • Provides or obtains human resources management services in resolving problems relating to recruitment, selection, classification, pay, training, employee management relations, promotion, transfer, retirement and related activities; • Promotes an effective interchange of information and coordination of activities between the department and other centralized service agencies; • Participates in overall departmental planning and programming activities in order that management goals may be fully and effectively realized; implements and monitors programs and activities and recommends changes as necessary; • Assigns, supervises and reviews the work of accounting, human resources and clerical subordinates and directs office services activities; • Oversees departmental contracts ensuring compliance to procurement laws and procedures and monitoring funds, expenditures and payments; • Participates in public relations and information and education programs for the department; serves as department liaison with staff, other operating agencies and the public; • Supervises and participates in the preparation of financial statements and reports, budgetary estimates and other statistical reports; reviews, analyzes and compiles budget requests from divisions; reviews and approves expenditures to ensure that PART I ADMINISTRATIVE SERVICES OFFICER II 3 15A2094 expenses remain within program and budgetary limits; reviews and recommends for approval requests for personnel, reorganization, etc.; • Conducts studies, and makes estimates and projections of department’s requirements and assists in computation of allocation of funds to various programs and activities; • Conducts internal review to ensure that accounting systems, records management and internal control systems and procedures are effective, efficient and properly implemented and makes recommendations as appropriate; • Conducts special studies on matters pertaining to fiscal, human resources or other matters as requested and directs the compilation, analysis and evaluation of data; and • Performs other related duties as assigned. Knowledge of: Principles and practices of supervision, public administration, including human resources management, budget administration, organization and management analysis; pertinent rules and regulations, policies and procedures relating to administrative functions; research methods and techniques; report writing. Ability to: Obtain, analyze and evaluate facts; conduct research and studies; interpret pertinent laws, rules and regulations; prepare clear and concise correspondence and reports; develop and administer policies and procedures; maintain cooperative and effective relationships with public officers, departmental personnel and members of the general public. This is an amendment to the specification for the class, ADMINISTRATIVE SERVICES OFFICER II which was approved on October 17, 2017 effective January 1, 2017, amended on January 13, 2022, and is to be substituted for that specification effective October 1, 2023. Approved: November 8, 2023 (date) ANNETTE L. ANDERSON Director of Human Resources PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 15A2093 Minimum Qualification Specifications for the Class: ADMINISTRATIVE SERVICES OFFICER II EM-03, BU-13X Training & Experience: A combination of education and experience substantially equivalent to graduation from an accredited college or university with a baccalaureate degree in business or public administration or a related field, and four (4) years of professional administrative work experience in human resources management, budget analysis, organizational or management analysis or a related field; and one (1) year of supervisory work experience. Qualifying Work Experience: Professional work experience which demonstrated responsibility for planning and coordinating program activities and solving operational problems involving administrative processes and the relationships between programs. Such experience must have demonstrated administrative abilities by completion of assignments or projects which involved administrative problems (e.g., conducting studies and analyses of programs, projects and services to assess effectiveness, adherence to program directives and achievement of goals and objectives, resource needs, cost and benefit factors, and other essential management concerns and recommending alternative courses of action to resolve problems and increase the effectiveness of operations and other concerns). The experience must have demonstrated a high degree of analytical skill involving the ability to identify information needs, collect and analyze data, identify problems and alternative solutions and their advantage and disadvantages, and develop logical recommendations for a course of action, and ability to read, comprehend and interpret complex material and draft comprehensive reports of findings and conclusions. Qualifying Supervisory Work Experience: Professional work experience which include planning, directing, assigning and reviewing the work of others; advising subordinates on difficult program areas; timing and scheduling subordinate work; and training and developing new employees. Substitutions Allowed: General professional work experience or education credits can be substituted for up to two (2) years of the Bachelor’s degree such as: PART II ADMINISTRATIVE SERVICES OFFICER II 2 15A2094 A. Full time progressively responsible professional, technical or substantive work experience demonstrating the scope, level and quality of work comparable to a curriculum leading to an associate’s, bachelor's or master’s degree. B.Successful completion of semester credits in a curriculum leading to a degree or diploma at an accredited community college, trades school, college, or university. (15 semester credits = 6 months of experience). Specialized professional work experience in business or public administration or a related field or education credits in business or public administration or a related field can be substituted for up to four (4) years of the Bachelor’s degree such as: A. Full time progressively responsible professional, technical or substantive work experience demonstrating the scope, level and quality of work comparable to a curriculum leading to an associate’s, bachelor's or master’s degree. B.Successful completion of semester credits specific to business or public administration or a related field or a related field leading to a degree or diploma from an accredited community college, trades school, college, or university (15 semester credits = 6 months of experience). A master’s degree or PhD in business or public administration or a related field may be substituted for the education requirement. The following may be substituted for experience: A.Successful completion of semester credits specific to business or public administration or a related field leading towards a Bachelor’s/Master’s/PhD degree from an accredited college or university, may be substituted for up to one (1) year of the professional administrative work experience requirement. (15 semester credits = 6 months). B.A Master’s degree in business or public administration or a related field from an accredited college or university may be substituted for one (1) year of the professional administrative work experience requirement. C.A Doctorate’s degree in business or public administration or a related field from an accredited college or university may be substituted for one (1) year of the professional administrative work experience requirement. If a degree is used to substitute for the education requirement, it may not be used again towards the experience requirement. If work experience is used to substitute for education, it may not be used again to meet the experience requirement. If the applicant holds more than one degrees, transcripts must be provided and a thorough review will be conducted by the human resources staff in order for more than one degree to be credited towards the minimum qualification requirements. Additional degrees can be considered if obtained independently through mutually exclusive classes from another degree being considered. Substitutions will be used to the advantage of the applicant. PART II ADMINISTRATIVE SERVICES OFFICER II 3 15A2094 Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that they have the ability to perform the duties of the position for which they are being considered. License Requirement: Possession of the appropriate licenses or certificates as required of the position. Selective Certification: Specialized knowledge, skills and abilities may be required to perform the duties of some positions. For such positions, Selective Certification Requirements may be established and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position. Departments/Agencies requesting Selective Certification must show the connection between the kind of training and/or experience on which they wish to base selective certification and the duties of the position to be filled. Tests: Applicants may be required to qualify on an appropriate examination. Health and Physical Condition Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations. Physical Effort Grouping: Light This is an amendment to the specification for the class, ADMINISTRATIVE SERVICES OFFICER II which was approved on October 17, 2017 effective January 1, 2017, and is to be substituted for that specification. Approved:January 13, 2022 (date)ANNETTE L. ANDERSON Director of Human Resources