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ADMINISTRATIVE OFFICER (HILLBROOK)
DISTINGUISHING FEATURES OF THE CLASS
The work involves responsibility for a variety of administrative and managerial functions in the operation of the Hillbrook Detention Home. Under general supervision of the Director of Juvenile Justice and Detention Services an employee in this class is responsible for the effective administration, management and planning of activities in the areas of personnel management, general office management, procedural system design and implementation, data processing and grants administration. This is an important administrative and managerial position which allows the Director to focus on the needs of the juveniles in the facility. Work also involves analyzing, designing and implementing management systems to improve work flow, record keeping procedures and other problems for the entire facility.
Work is performed with considerable leeway for independent action and judgment. Direct supervision is exercised over a number of professional and support staff. Does related work as required.
TYPICAL WORK ACTIVITIES
Provides personnel management by recruiting and interviewing candidates, selecting appropriate candidates, assigning and reassigning staff responsibilities, monitoring work progress and product, evaluating work performance, and handling personnel problems;
Reviews staffing patterns through duties assessments to discern problems, inefficiencies and gaps in production in order to assign and/or reassign responsibilities and implement a more efficient working situation;
Performs management studies to analyze work flow, file maintenance, record and data keeping systems, reporting procedures and related activities in order to develop and implement model systems which will improve the overall operation of the department;
Monitors department budget and purchasing status to review expenditures, maintains control over surpluses and shortages, recommends transfers to cover shortages and to discern potential budgeting problems in order to provide effective budget management for the office;
Manages contracts and budgets for medical services, educational supports and food service;
Analyzes the departments' current and future data processing needs and develops ideas and systems to effectively and economically eliminate problems and inefficiencies and to organize and routinize procedural, record keeping and information systems;
Assists in the preparation of the department's annual report and operating budget;
Researches, compiles and edits written reports and memoranda.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Thorough knowledge of the principles and practices of modern management, particularly in the areas of personnel and office management.
Thorough knowledge of the principles and practices of public administration inclusive of administrative, management and planning techniques.
Good knowledge of the NYS Office of Children and Family Services (OCFS) Juvenile Detention Regulations.
Good knowledge of principles and practices of budget management and budget preparation.
Good knowledge of the principles and practices of supervision.
Working knowledge of County and departmental organizations, policies and procedures.
Ability to analyze working situations, procedures and data processing systems and to recommend appropriate solutions and improvements.
Ability to identify and solve budgetary and staffing problems.
Ability to carry out compile assignments with minimum instructions, often under conditions where there is no available precedent.
Ability to express oneself clearly and concisely both verbally and in writing.
Ability deal effectively and communicate well with all levels of personnel.
Ability to delegate responsibilities and to plan, organize and coordinate the work of subordinates.
Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with a Baccalaureate Degree in Business, Organization Management, Public Administration, or closely related field and three (3) years of administrative work experience, or its part time equivalent, in a institutional setting or youth program.
7/2010 Date Written