Administrative Officer II (Utilities)

NATURE OF WORK

This classification involves advanced administrative work coordinating the operational functions for the assigned City department.  An employee in this position performs various administrative duties assisting department management in carrying out operations; plans, develops, analyzes, evaluates, advises on, and improves various management control systems, programs, projects, policies, work methods, and procedures; performs duties such as cost analysis and control, budget preparation, expense control, purchasing and inventory work, methods and procedures studies, grant or report preparations, and/or payroll and personnel administration; conducts research; and files regulatory reports as assigned.  This position also oversees work of assigned employees and administers, and monitors assigned functions within department.

ESSENTIAL JOB FUNCTIONS

• Oversees and/or participates in the formulation, preparation, and control of the departmental budget through the following: analyzes and reviews financial data in order to develop budget projections; conducts cost analysis and budget impact studies; consults with department officials regarding funding requests, organizational changes, expenditure levels, budget justifications and narratives, and  fiscal ramifications of various proposals; suggests cost-cutting alternatives; obtains quotes or bids; and advises department personnel on budget problems, processes, and procedures.
• Analyzes budget status by monitoring monthly expenditure reports; reviews and approves reimbursements of expenditures by City affiliated projects.
• Supervises clerical personnel engaged in preparation of invoices and billings for equipment or services, issuance of purchase orders and requisitions, reconciliation of computer reports, verification of cash deposits, and related clerical activities. 
• Supervises personnel activities including employment, personnel records and payroll; serves as appointing authority as delegated; and supervises maintenance of inventory controls.
• Assists in the supervision of clerical personnel engaged in processing department personnel actions; discusses work related problems with employees; compiles, calculates, and maintains timecards; tracks performance evaluations; and coordinates department and personnel activities including personnel records and payroll.
• Provides training to employees in new procedures required with automated accounting and reporting systems.
• Audits departmental financial records to obtain data for management reports relative to budget control, purchasing standards, equipment inventory control, or improvements in operational efficiency.
• 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 the selection of bids for department equipment or supplies.
• Interviews applicants for employment to determine qualifications; provides information to applicants regarding City employment. 
• Prepares oral and written program evaluation reports and other sources of supplemental information in order to ensure that department and professional program standards have been adhered to; identifies problem areas, determines trends, evaluates performance, presents findings, and recommends solutions or alternatives.
• Coordinates grant projects ensuring that programs and procedures are consistent with federal, state, and local laws, rules, and regulations; prepares justifications for grant proposals and modifications; develops grant objectives based on analysis of existing and potential problems or needs; and tracks new hires and promotions.
• Conducts research. 
• Prepares and files reports on behalf of the City as assigned.
• Oversees assigned programs or projects.
• Updates department website.
• Approves office supply orders; maintains inventory records.
• Enters work orders.
• Works with other government agencies as liaison for the City on various matters of interest to the City; meets with departments and vendors.
• Plays a significant role in administrative procurement activities of the assigned department.
• Performs related work as required.

EDUCATION

• Bachelor’s degree from accredited school in public administration, business administration, or a closely related field.
• Master’s degree preferred.

EXPERIENCE

• Considerable experience in one or more of the following: the analysis, planning, and development of programs, policies, operations, methods, and/or procedures as well as the evaluation of program and operation effectiveness; the development of revised administrative practices in order to meet program, policy, organizational ,or legislative change as well as  to expedite work and to effect economies of time, money, personnel, and equipment; and/or assists in the solution of administrative and management problems.
• Certifications may be required which are specific to the area of assignment or department. 

PHYSICAL REQUIREMENTS

Physical:

• Light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to twenty (20) pounds. Descending and climbing stairways and extended periods of sitting and standing o may be required 

Work Environment:

• Work is performed primarily in a standard office environment. Tasks are regularly performed without exposure to adverse environmental conditions 

Sensory:

• The ability to perceive and differentiate visual cues or signals. Tasks require the ability to communicate orally and in writing

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of the principles of general management and their application to government administration.
• 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 and financial principles, practices, and procedures and their application to government computerized systems
• Knowledge of the use of data processing, cost accounting systems, inventory control, and City procurement procedures
• Knowledge of the principles, practices, and procedures of public personnel administration.
• Knowledge of supervisory principles, practices, and public personnel administration.
• Skill in using Office and department software.
• Ability to analyze administrative problems and make sound recommendations as to their solution.
• Ability to supervise the work of assigned employees in a manner conducive to acceptable performance and high morale.
• Ability to understand and carry out complex oral and written instructions.
• Ability to establish and maintain effective working relationships with City officials, other City departments, fellow employees, supervisors, outside agencies, and the general public.
• Ability to express ideas clearly and concisely, both verbally and in writing.
• Ability to supervise and prepare various accounting, budget and other required reports accurately and completely and on a timely basis
• Ability to prepare complete narrative and statistical reports.
• Ability to conduct appropriate interviews with prospective employees and obtain pertinent information.
• Ability to supervise and prepare various accounting, budget, and other required reports accurately and completely and on a timely basis.
• Ability to exercise judgment and discretion in devising, installing, and interpreting department rules, regulation, and procedures.
• Ability to analyze expenditures in relation to established budgets and furnish detailed information to management and supervisory personnel.
• Ability to deal with competing priorities and varied responsibilities.
• Ability to work efficiently and effectively to develop win-win solutions.

Salary : $87,997 - $124,336