Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing a variety tasks in the following areas: Enterprise Management Support; Program, Policy, and Procedure Review, Analysis, and Support; Document and Correspondence Preparation; Information Tracking and Reporting; Data and Statistical Analysis and Reporting; Public Information Services; Project Oversight and Management; and Supervisory/Administrative. This is the advanced journey, highly specialized and/or lead level within this series, responsible for the most complex assignments. Some positions may perform full supervisory duties but do not do so for a preponderance of time. Work mainly involves the gathering and interpretation of data dealing with complex problems and unexpected situations, including making recommendations.

Supervision

Supervision Received: This class works under direction, wherein the employee receives general instructions regarding the scope and approach to projects or assignments, but procedures and techniques are left to the discretion of the employee.

Supervision Exercised: This class may provide direct and/or indirect supervision to lower level personnel; however, this supervisory responsibility is not the primary purpose of the class.

Distinguishing Characteristics

N/A

Essential Functions

A. Enterprise Management Support (SAP)
Duties may include:
Assist department with SAP input, research, and troubleshooting. Provide technical and research assistance in training, mentoring, and coaching coworkers and other District staff. Assist in system configuration and modification for department. Other duties as assigned.

B. Program, Policy, and Procedure Review, Analysis, and Support
Duties may include:
Administer complex programs and policies for department. Review complex oral and written instructions related to interpretation of policies and procedures. Coordinate with other departments to ensure compliance. Prioritize workload effectively and meet critical deadlines. Develop, monitor, and generate monthly reporting for department. Consult with external agencies and private industry to obtain information and resolve issues relative to policies and programs. May assist in the preparation and monitoring of the departmental budget and other fiscal matters. Develop, prepare, and/or revise policies and procedures. Coordinate projects related to grants, equipment, supplies, personnel, and equipment purchasing. Other duties as assigned.

C. Information Tracking and Reporting
Duties may include:
Develop customized spreadsheets with mathematical formulas; analyze data. Create, review, and distribute departmental reports of various types. Review records and reports for trends and variances. Create various analytical reports and presentations. Present information to staff and management. Other duties as assigned.

D. Public Information Services
Duties may include:
Coordinate meetings; participate and notice all internal and external attendees of date, time, and location. Reserve facilities and equipment using scheduling software and District forms. Prepare public notices for advertisement and for posting on the District's website. Respond to questions from District employees, the public, and vendors. Access and download documents and information. Other duties as assigned.

E. Project Oversight and Management
Duties may include:
Establish project tracking and review systems for assigned projects. Delegate, monitor, and review project-related work. Update management and staff on project progress. Manage materials and resources for project, coordinating with other departments as required. Other duties as assigned.

F. Supervisory/Administrative
Duties may include:
Answer questions and provide information. Plan, prioritize, assign, supervise, and review work of staff. Participate in the selection of staff. Plan and coordinate staff training. Work with employees to correct deficiencies. Observe, train, and guide employees; write performance evaluations. Other duties as assigned.

Job Demands

Physical and Mental Requirements:

• Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.


• Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.


• Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.


• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.


• Hearing/Talking: frequent hearing and talking, in person and on the phone.


• Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.


• Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:

• Methods and techniques of tracking, recording, and analyzing and presenting statistical data.


• English grammar, punctuation, spelling, and usage.


• General methods of tactful public communication.


• Applicable federal, state, and local laws, rules, and regulations pertaining to the specialized work assignment.


• Research methodology and data analysis.


• Principles and methods of supervision, motivation, training, and performance evaluations.

• Review and evaluate administrative practices, policies, procedures, and problems.


• Read, interpret, and apply District rules, procedures, and provisions of contracts.


• Prioritize and deal with conflicting workload requirements.


• Handle all internal/external contacts with courtesy, diplomacy, and tact.


• Read, analyze, and interpret technical publications, and government regulations.


• Prepare reports, business correspondence, and procedure manuals.


• Effectively present information and respond to questions from groups, managers, customers, and the general public.


• Deal with difficult people and situations.


• Learn District and departmental operating policies and procedures.


• Learn departmental systems and methods.


• Learn department-specific tasks and procedures.


• Organize information clearly and precisely.

• Common word processing software.


• Common spreadsheet software.


• Common database applications.


• Accounting or operations software functionality.


• Email, contact management, and scheduling software.


• Project management software.


• Presentation software.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Required Prior Experience:
Four years of professional administrative experience; research, development, and implementation of policies, and programs.

Required Prior Education:
A Bachelor’s Degree in Business Administration, Accounting, or a related field. Six years of additional qualifying experience may substitute for the required education.