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HomeMy WebLinkAbout1.485 OPERATIONS PROGRAMS ASSISTANT 20260518PART I 1.485 Class Specifications for the Class: SR-15, BU-03 Duties Summary: Performs a variety of technical and administrative duties in support of the implementation and coordination of departmental programs and projects; maintains databases, records, and tracking systems for financial, program, project, inventory, personnel, and procurement activities; assists with fiscal recordkeeping and supports program, project, and operational functions; and performs other related duties as required. Distinguishing Characteristics: Positions in this class perform under general supervision and provide technical and administrative support for departmental programs and projects, including maintaining and reconciling financial and program records, supporting program and project activities, and applying established rules, regulations, policies, and procedures. Work includes fiscal and operational recordkeeping, database maintenance, procurement support, and general program and project assistance. 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 technical and administrative support for program, project, and operational activities; • Assists in the implementation, coordination, and maintenance of departmental programs and projects; • Conducts research and gathers information related to program, project, and operational issues, including cost estimates, requirements, and related matters; • Maintains and monitors records, databases, and tracking systems for program, project, and operational activities, including financial, inventory, personnel, and procurement-related information, as applicable; • Reviews and records transactions and maintains financial and program-related records, including accounts associated with program revenues and expenditures, as applicable; PART I OPERATIONS PROGRAMS ASSISTANT 2 1.485 • Assists in monitoring program budgets and expenditures and prepares budgetary, statistical, and operational reports; • Performs fiscal and records management functions, including monitoring accounts, reconciling records, and assisting with follow-up on outstanding balances or discrepancies, as required; • Performs computations related to program fees, charges, or other program-related revenues and assists with billing and reconciliation activities, as applicable; • Compiles data and prepares periodic reports to support program monitoring, budget review, and planning; • Assists in maintaining inventory, materials, and equipment records and supports related tracking and control activities, as applicable; • Assists with procurement activities, including preparing and processing documents for services, construction, equipment, and supplies; • Prepares correspondence, reports, notices, and public information materials; • Responds to and communicates with internal and external customers regarding program activities, including inquiries related to services, accounts, or other program matters; • Assists in resolving program-related issues and discrepancies and compiles supporting documentation for administrative or legal action, as required; • Serves as a resource to staff and stakeholders on program-related processes, records, and procedures; • May testify in administrative or legal proceedings related to program activities; and • Performs other related duties. Knowledge of: Office practices and procedures; ordinances, laws, and regulations applicable to assigned programs and operations, including procurement requirements; basic accounting systems ; policies, procedures, and methods used in maintaining and reviewing fiscal and program records; basic budget and expenditure tracking; inventory control methods and practices; research methods and techniques; and administrative services, including recordkeeping, filing methods and systems; grammar, spelling, and word usage; use of standard office machines.. PART I OPERATIONS PROGRAMS ASSISTANT 3 1.485 Ability to: Deal tactfully and effectively with the public; interpret and apply rules, regulations, policies, and procedures; interpret fiscal records and data; prepare fiscal reports and statements; search records to extract and summarize information; perform arithmetic computations; prepare correspondence and other materials; and maintain computerized accounting files. This is the first specification for the class, . PART II 1.485 Minimum Qualification Specifications for the Class: SR-15, BU-03 Training and Experience: A combination of education and experience substantially equivalent to graduation from high school; and • three (3) years of specialized work experience pertinent to that of the department’s financial and program/project recordkeeping. Substitutions Allowed: The following may be substituted for education: A. Four (4) years of full-time general work experience may be substituted for a high school diploma. B. Successful completion of semester credits leading towards a degree or diploma from an accredited community college, college or university, trades school, etc., may be substituted for up to four (4) years of the education requirement (15 semester credits = 6 months). C. An Associate’s, Bachelor’s, Master’s, or PhD degree from an accredited community college, college or university, trades school, etc., may be substituted for the education requirement. The following may be substituted for experience: A. Successful completion of semester credits leading towards a degree or diploma pertinent to that of the department’s programs and activities, or a related field from an accredited community college, trades school, may be substituted for up to four (4) years of the specialized work experience requirement (15 semester credits = 6 months). B. An Associate’s degree pertinent to that of the department’s programs and activities, or related field from an accredited community college, business, or technical school, may be substituted for two (2) years of the specialized work experience requirement. C. A Bachelor’s degree pertinent to that of the department’s programs and activities, or a related field from an accredited college or university may be substituted for up to four (4) years of the specialized work experience requirement. PART II OPERATIONS PROGRAMS ASSISTANT 2 1.485 D. A Master’s or PhD degree pertinent to that of the department’s programs and activities, or a related field from an accredited college or university may be substituted for up to one (1) year of the specialized 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 degree, 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. 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. 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. Department/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. License Requirement: Possession of the appropriate licenses or certificates as required of the position. Test: 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. PART II OPERATIONS PROGRAMS ASSISTANT 3 1.485 Physical Effort Grouping: Light This is the first specification for the class, .