Administrative Services Assistant - SR

Provides administrative support services to the director, deputy, and managers of a department relative to the overall administrative services function for the department; conducts special studies on administrative and operational concerns; provides management advisory services on matters related to budget and fiscal management, grant and contract administration, human resources management, organization, and application of laws, regulations, and procedures to different program areas;

participates in program planning and evaluation; and performs other related duties as assigned.

• Coordinates the preparation of the departmental budget and program plans; reviews and compiles budget-related requests from programs; prepares supporting justification.
• Conducts cost analyses and prepares estimates and projections of department's requirements; assists in determining the allocation of funds.
• Provides testimony before administration's review committee and Council on budget related matters.
• Oversees the maintenance of fiscal records; monitors the budget; reviews and approves expenditures to ensure that expenses are within budgetary limits; takes trial balances, makes adjusting and closing entries, verifies and analyzes financial data, and prepares financial statements and reports.
• Develops, implements, and updates departmental fiscal policies, procedures, and guidelines; provides management advisory services on fiscal matters including administrative procedures, procurement requirements, and grant administration.
• Reviews and supports the coordination and the preparation of grant proposals and funding requests; administers grant monies awarded; maintains accounting records; reviews expenditures to ensure if allowable; prepares reports; and monitors compliance of grant requirements.
• Oversees the management of departmental contacts; reviews contacts for conformance with state procurement laws, federal regulations, and county general requirements; reviews for standard contract execution procedures and compliance in general report requirements.
• Prepares status reports of grants and contracts; analyzes findings for discussion with management staff.
• Oversees the human resources management function; drafts policies and procedures related to human resources matters or as directed by the central human resources department.
• Provides management advisory services on matters concerning civil service laws, provisions of bargaining unit agreements, organization and management, and other personnel laws and regulations.
• Supervises the preparation and processing of human resources forms and records; participates in union-management meetings to resolve personnel issues.
• Completes special studies by conducting background research and other fact finding; analyzes information and prepares a report of findings with alternative recommendations.
• Serves as departmental liaison and participates in meetings with other departments, governmental agencies, community organizations, and individual contractors.
• Provides training and technical assistance to contractors.
• Drafts proposed legislation.
• Provides staff services to an advisory or policy making board.
• May supervise subordinate clerical personnel in the performance of administrative services work.
• May operate a County vehicle to travel to various job sites, attends trainings or meetings, and pick up supplies.
• Performs other related duties as assigned.

• Graduation from an accredited college or university with a baccalaureate degree.
• Three (3) years of professional work experience in budget administration, human resources management, or management analysis.
• Possession of a valid State of Hawai‘i driver’s license (Class
  3) or any other valid comparable driver’s license at time of filing as applicable to the position.

Principles and practices of public administration and management including budget and fiscal administration, organization, human resources management, and program analysis; local government organization, functions, and operations; contractual provisions governing public employment; research and analytical methods and techniques; applicable…