Administrative Officer III; Departmental Promotion

Overview

Under the general supervision of a Unit Director, Supervisor, or designee, this position is technical administrative work at full performance level. Work in this class involves the performance of responsible administrative, management, and staff assignments for a director of a large agency or institution. An employee is expected to use his knowledge, experience, and judgment in the application and interpretation of rules and regulations.

Supervision is exercised over a moderately sized clerical staff. General direction is received from a higher-level officer or a department head to assure consistency with policies and procedures.

• Serves as a staff assistant to the director of a major department or institution, assisting in the planning, development, and execution of operating procedures and policies.
• Collects, sorts, and assembles department-wide information, preparing reports for assignments such as budget estimates, annual and periodic reports, including findings, conclusions, forecasts, and recommendations.
• Directs and conducts various studies and investigations of problems affecting agency operations, advising superiors of problems and proposing solutions.
• Acts as a departmental personnel officer to ensure compliance with laws, rules, fiscal management, and other administrative functions.
• Relays instructions to division and bureau officials, explaining policies, laws, and regulations to promote compliance.
• Serves as a liaison between agencies and representatives of other organizations, conferring with superiors and officials from other agencies in developing, interpreting, and implementing programs and procedures.
• Plans, coordinates, and supervises the work of subordinate staff.
• Recommends improved policies and procedures to superiors, ensuring new and revised policies are properly implemented.
• Performs other related duties as required.

• Bachelor’s degree from an accredited college or university in Business, Public Administration, or a related field and four (4) years of progressively responsible administrative work experience.
• Associates degree from an accredited college or university in Business or Public Administration or a related field and six (6) years of progressively responsible administrative work experience.
• High School Diploma or its equivalent and a minimum of eight (8) years related administrative support work experience.
• Two (2) years of work experience as an Administrative Officer II.

• 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.
• Knowledge of the general theory and principles of such aspects of public administration as budgeting, general procurement and supply, personnel administration, and decision making.
• 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 interpret and understand complex procedural and general administrative legislation, rules, and policies, and to apply them to a wide variety of problems.
• Ability to translate general administrative instructions into specific action for purposes of developing departmental management procedures and for coordinating general administration in the department.
• Ability to plan and administer agency programs.
• Ability to prepare and review complex activity reports of agency functions.

General supervision is received from a higher-level manager who outlines the scope of work, goals, and objectives. Work is performed independently. Work is reviewed through meetings, discussions, conferences, evaluations, and submitted reports.

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.

Work is demanding, confidential, and organizational in nature that involves multifaceted duties with changing situations and time pressures; duties require a high degree of concentration since different factors must be considered and weighed before decisions can be reached. Work involves complicated tasks requiring coordination of numerous processes/methods, careful interpretation, and excellent judgment. The employee is expected to use knowledge acquired through training and experience in making independent decisions.

Departmental guidelines and procedures must be followed.

The purpose of the work is to perform administrative staff assignments and office management work for a departmental division or institution,…