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State of Georgia Job Description

Job Title: TS:Office Admin Generlist (SP)
Job Code: 60163
Last Update: 9/1/2010
Salary Plan: Statewide Salary Plan (SWD)


(SWD)

Job Description, Responsibilities, Standards, and Qualifications

Job Description:


Provides supervision of support and office administration to assigned functions or program areas (examples include proposed legislation, eligibility, division or department administration, etc.). Represents program, division or agency, provides information and assistance to internal and external customers, resolves issues and prepares research data. Supervises and plans work of assigned staff.


Job Responsibilities & Performance Standards:

1.
Supervises and plans work of assigned staff
1. Assigns and prioritizes work in keeping with employee skill levels, workloads, and completion timeframes.
2. Monitors progress and productivity of assigned staff.
3. Communicates organization's goals and objectives to staff.
4. Establishes unit goals and objectives consistent with the organization's mission.
5. Assists staff in resolving problems encountered in work assignments.
6. Evaluates unit policies, procedures, and processes and recommends/ implements changes to ensure assigned unit is functioning efficiently.
7. Prepares thorough and accurate reports, reviews as necessary and submits by established deadlines.
2.
Conducts extensive research to compile information needed to generate reports, complete projects and accurately respond to questions and concerns
1. Follows established state and department rules, policies and procedures in the hiring and discharging of personnel.
2. Evaluates employees at scheduled intervals. Documents and considers all relevant information to support employee evaluations and supports staff members by giving praise and constructive criticism on an ongoing basis.
3. Recommends employee promotion, salary increases, discipline and discharge based on careful, and well-documented performance evaluations.
4. Provides employees with ongoing constructive feedback, in a timely manner, based on their ongoing job performance with employee input, provides plans for improvements and enhancement to individual performance.
3.
Acts as liaison with outside organizations (IRS, banks, vendors, creditors, and other agencies) to gather or report program-related information
1. Develops monitoring standards by reviewing the contract and establishing what criteria needs to be met.
2. Reviews and analyzes data such as computer output audit trail reports, SDX and Month-End status change reports in order to detect discrepancies.
3. Initiates appropriate corrective action of any verified problems in accordance with departmental and unit policies. Reports detected system problems to supervisor within one working day of detection of problem.
4.
Analyzes problems, questions, issues, etc and develops and reports recommendations for resolving them
1. Collects and complies source documents, statistical information, analytical reports, etc. as well as gather information from individuals for review and analyze in determining compliance/ non-compliance with contractual agreement.
2. Performs time series analysis and error-correction analysis of audit adjustments and cost data in order to determine budgetary impact and check for discrepancies in spending.
5.
Assists the manager in organizing and executing routine activities and special projects
1. Acts as information source for the department on available data contained in the Recipient Management and Reporting System. Ensures accuracy and completeness.
2. Maintains documentation to measure compliance with contractual and federal production and delivery timeliness requirements. Reports problems and discrepancies and tracks and approves final problem resolutions.
6.
Documents (eg logs, posts, records, etc) data/information such as organizational unit or program area work activity, purchasing, budget expenditures, program changes, and resource utilization Prepares reports and communications
1. Uses sound judgement to appropriately address matters and obtain information not requiring the personal and/or immediate attention of management.
2. Clearly and accurately communicates and conveys directives, assignments, instructions, messages, and information from the director to appropriate outside individuals as required.
3. Provides guidance, consultation, and/or evaluation to staff, acting in the interests of the organization.
7.
Organizes and coordinates the efficient function of the program or agency
1. Trains staff on new processes and procedures, as necessary.
2. Provides accurate and timely information to staff in response to questions.
3. Trains staff on department policies, procedures, and other appropriate rules or laws in a timely manner, providing necessary supporting documentation.
4. Updates training materials as necessary and clearly communicates changes to staff in a timely manner.
8.
Plans and coordinates meetings, conferences, seminars, and travel calendars
1. Attends staff and unit meetings and supervisory conferences as scheduled to stay up-to-date with changes in policies and procedures.
2. Attends internal and external education programs for continuing professional education.
3. Reads and remains current on any changes to agency policies and procedures and applicable laws and rules.
9.
Provides program, administrative, and/or technical assistance and interpretation Researches and resolves detailed program or client issues/questions and prepares documents
1. Develops and maintains record-keeping systems and procedures based on changing needs.
2. Maintains appropriate documentation to ensure staff ability to track information.
3. Reviews staff work to ensure proper coding and origination of files and records on a regular basis.
4. Establishes appropriate record retention standards when necessary and purges files according to approved standards.
10.
Provides program, administrative, and/or technical assistance to customers and staff
1. Prepares budget according to established formats, guidelines, and time frames.
2. Ensures budget is developed within allowed tolerances in budget categories.
3. Monitors expenditures to ensure conformity to budget category allowances. Identifies potential cost overruns.
11.
Researches and/or resolves program or client issues or questions
1. Defines goals and/or required results at beginning of performance period and gains acceptance of ideas by creating a shared vision.
2. Communicates regularly with staff on progress toward defined goals and/or required results, providing specific feedback and initiating corrective action when defined goals and/or required results are met.
3. Confers regularly with staff to review employee relations climate, specific problems areas and actions necessary for improvement.
4. Evaluates employees at scheduled intervals, obtains and considers all relevant information in evaluations and supports staff by giving praise and constructive criticism.
5. Recognizes contributions and celebrates accomplishments.
12.
Reviews, processes, or issues licenses, applications, bylaws, reports, fees, intelligence data, etc


Sample Technical Competencies:

1.
Knowledge of agency rules, policies and procedures
2.
Ability to use computer programs, calendar functions, and electronic research sources
3.
Ability to handle multiple tasks at once and prioritize workload
4.
Ability to provide support services to both internal and external customers
5.
Ability to use proper judgment in selecting which issues to handle or re-direct
6.
Ability to identify customerís issues and provide satisfactory resolution
7.
Ability to supervise others

Entry Qualifications:

Bachelor's degree and two years of work related experience Or Five years of work related experience


Preferred Qualifications:

No preferred qualifications information is available.



Career Development Levels:

1.
GSP061 - PS:Business Operation Spec(WL)
2.
GSP062 - PS:Business Operation Spec(AL)
3.
GSP063 - PS:Business Operation Spec(SP)
NOTE:
Job description information is extracted daily from the official Phoenix HRMS Job Code database. Problems in conversion may cause formatting errors in some job descriptions.

The information presented, while not an exact or exhaustive listing, describes the work, performance standards, and qualifications typically required of positions or employees in this job. A specific position description or employee performance plan may differ as long as it is consistent with the core Responsibilities, Standards and Qualifications of that job.
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