Administrative Officer II ( GS-9-1)

JOB

Under the general supervision of a Unit Director, Supervisor, or designee, this is complex administrative work in providing support and management services functions essential to the direction and operation of a principal organizational unit. Duties and responsibilities may vary depending upon the agency or department to which an employee is assigned. Work differs from that of an Administrative Officer I by the complexity of assignments and independent decision making. Work is reviewed by a higher-level officer for compliance with departmental rules and regulations.

EXAMPLE OF DUTIES

Provides staff support in fiscal management, personnel management, and other administrative functions. Composes routine correspondence for supervisor's signature and prepares rough drafts of monthly activity reports for supervisor approval. Participates in planning, developing, and executing operating procedures for the unit. Prepares notes, correspondence, and statistical reports using a word processor or computer terminal. Directs services such as personnel, maintenance, repairs, supplies, mail, and files. Coordinates the collection and preparation of operating reports, including time and attendance records, terminations, new hires, transfers, and statistical records. Works with the unit head to prepare budget needs and annual reports. Organizes, assigns, and oversees the work of clerical personnel, functioning as a lead worker in the supervisor's absence. Makes telephone calls and follows up on calls for the supervisor. Researches claims for refunds and processes pay documents when justified. Ensures compliance with laws, rules, and policies governing budgetary and fiscal matters, recommending when certain expenditures should be made, and informing proper authorities of available unexpended funds to avoid overspending. Prepares budget estimates for the organizational unit, suggesting needs for additional equipment, supplies, or personnel, and drafting appropriate justifications. Issues and interprets operating policies, rules, and regulations to subordinate personnel. Responds to queries by telephone, email, or in-person, and greets visitors. Schedules meetings and follow-ups required for unit activities or management. Provides entry-level administrative support and clerical assistance, including greeting customers, answering the switchboard, routing calls, and data entry, to facilitate operations as needed by management. Prepares NOPAs, correspondence, and statistical reports using computer systems, software applications, and databases. Performs other related work as required.

SUPPLEMENTAL INFORMATION

FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION Knowledge of the ERP, computers, and computer operations. Knowledge of modern office practices and processes. Knowledge of general principles and practices of government and business operations. Knowledge of departmental policies, rules, and regulations. Skill in customer service. Skill in interpersonal communication. Skill in time management. Skill in multi-tasking. Skill in computer operations including Microsoft Office Suite and government databases including ERP. Ability to work independently as well as on a team. Ability to communicate clearly and concisely, both orally and in writing. Ability to prepare complex reports on proposed or completed management endeavors and to develop harmonious relationships with employees, agency heads, and the general public. Ability to interpret and explain administrative procedures, rules, policies and apply them to resolve a wide variety of problems. Ability to prepare activity reports of the unit. FACTOR 2- SUPERVISORY CONTROLS Work is assigned and supervised by a higher-level officer. Work is performed independently. Completed work is reviewed through meetings, discussions, conferences, evaluations, and submitted reports. FACTOR 3- GUIDELINES Guidelines include the Virgin Islands Code, local and federal legislations, Acts, departmental rules and regulations, manuals, legal procedures as outlined for the USVI, GVI policies, and Standard Operating Procedures for the Agency, and Collective Bargaining Agreements. FACTOR 4- COMPLEXITY Work consists of a wide range of clerical and administrative support functions. Sound judgment and critical thinking are used to achieve desired outcomes. FACTOR 5- SCOPE AND EFFECT The purpose of the work is to provide administrative staff support to a higher-level officer allowing the supervisor more time to deal with the complex activities of the office, thereby contributing to the effective functioning of the unit. FACTOR 6- PERSONAL CONTACTS Contacts are co-workers, employees from outside agencies, vendors, and the general public. FACTOR 7- PURPOSE OF CONTACTS Contacts are made to provide, obtain, and exchange information relative to the activities of the office. FACTOR 8- PHYSICAL DEMANDS Work is primarily sedentary and involves light to moderate physical effort, standing, stooping, sitting, and bending. FACTOR 9- WORK ENVIRONMENT Work is performed in an office setting, but some travel to off-site locations may be required.