Jurisdictional Class: Competitive
Adopted: 1/27/79
Issued: 12/21/90;
6/28/91; 12/12/91, 10/21/99, 8/25/00; 1/24/03; 9/27/04
DISTINGUISHING
FEATURES OF THE CLASS: This is
important, office management and liaison work involving the planning and
coordinating of the non-technical activities of a department or major
unit. The work involves handling the
details of the business office management procedures, collecting information
and data for administrative studies and making recommendations for methods of
handling a wide variety of administrative problems. Duties are performed in accordance with wide
latitude for the exercise of independent judgment. Supervision is exercised over subordinate
personnel. The incumbent assumes the
responsibilities of the Department Head in his/her absence. Does related work as
required.
TYPICAL
WORK ACTIVITIES:
Secures
budget estimate data, makes budget estimate studies, prepares
the budget and the maintenance of budget control;
Coordinates
and supervises the maintenance of departmental account-keeping records,
personnel records and preparation of payrolls;
Administers
and closes out State/Federal contracts/grants;
Supervises
the requisitions, purchase, receipt and inventory of departmental supplies and
equipment and the processing of related records;
Obtains
cost estimates, purchasing, management, and use of computers, printers, and
assorted software programs;
Maintains
contacts with units within a department and with other public and private
agencies to assist in solving mutual problems and developing improved services
and public relations;
Interviews,
trains and supervises clerical staff;
Collects
and compiles data and statistics, makes organizational work flow and procedures
and the solution of administrative problems;
Assists
administrative superiors in carrying out specialized services of a department
or major unit;
Reading incoming
mail, conducts general correspondence and routes balance to proper official or
unit;
Processes
and follows up various types of requests and claims;
Interviews
office callers, newspaper reporters, sales representatives, and others, and
furnishes general information about departmental functions and activities;
May train
staff and other departments in computer and software use;
May
maintain departmental leave accruals, payroll information, incident reports,
and workers compensation claims;
May
maintain and check a wide variety of financial records and reports and train
employees in the specialized details of the work;
May
classify a complex variety of receipts and expenditures and the distribution of
costs according to prescribed procedures;
May post
to journal or ledger accounts from appropriation, expense, receipts, voucher
record and other original entry material;
May
receive and account for large amounts of money in payment for a variety of
bills, taxes and related obligations;
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TYPICAL WORK ACTIVITIES: Con’t.
May revise
and supervise account-keeping methods and procedures, manually or by computer;
May
supervise, direct and participate in the compilation of preparation and
analysis of a variety of complex financial and statistical records and reports.
FULL
PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:
Thorough knowledge of office terminology, procedures and
methods;
Thorough knowledge of business arithmetic principles and
modern practices of office and personnel
management;
Good knowledge of the principles and modern practices of
account-keeping and budget control;
Good knowledge of the functions of local government and the
character of relationships between
departments and between public and private agencies;
Ability to organize, assign,
coordinate and review the work of clerical subordinates;
Ability to understand and carry out complex oral and written
directions;
Ability to prepare correspondence and reports;
Ability to present oral and written comments and opinions
clearly and concisely;
Ability to secure the cooperation of others;
Ability to deal effectively with the public;
Ability to readily acquire familiarity with departmental
organization functions, laws, policies and
regulations;
Good judgment in solving complex clerical and administrative
problems;
Initiative with resourcefulness;
Tact and courtesy, integrity;
Physical condition commensurate with demands of the
position.
MINIMUM
QUALIFICATIONS:
A.
Graduation from a regionally accredited or New York
State registered college or university with a bachelor’s degree including or
supplemented by 24 semester credit hours in accounting, business
administration, public administration or a closely related field and one year
of business administration experience which must include accounting and/or
budgeting duties; OR:
B.
Graduation from a regionally accredited or New York
State registered two year college or university with an associates degree in
business administration or a closely related field and three years of business
administration experience which must include accounting and/or budgeting
duties, OR:
C.
Graduation from high school or possession of a high
school equivalency diploma plus five years of business administration
experience which must include accounting and/or budgeting duties, OR:
D.
An equivalent combination or training and experience
as defined by the limits of (A), (B), and (C) above.