Administrative Officer (#MAHZ01)
$40,446.00 Yearly Min / $50,558.00 Yearly Mid / $60,670.00 Yearly Max

Summary Statement

This class provides administrative support to professional and technical personnel in a unit, section or division. The areas of responsibility include but are not limited to budget preparation and tracking, procurement, fiscal monitoring/accounting and support services.

Nature and Scope

The incumbents in this class function with general supervision from an administrative or technical superior. An incumbent is responsible for carrying out the day-to-day fiscal control and document processing, personnel, payroll, inventory and purchasing of supplies and equipment and related support functions.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
  • Compiles data for budgets, prepares budget with justification, makes adjustments in budget figures as a result of administrative reviews; provides information to administrative officials concerning budget requests, expenditures and accounting.
  • Maintains records of purchases, expenditures and account balances ensuring that expenditures are within budgetary allotments; prepares and justifies documents for transfer of funds between accounts as needed.
  • Prepares financial documents such as cash receipts, purchase orders and payment vouchers and counter signs, ascertains that funds are available, makes recommendations for approval and monitors contracts with vendors.
  • Analyzes operations such as workflow, recordkeeping and data processing, identifies problem areas, develops, revises, recommends and implements procedures/systems for improved operations.
  • Provides fiscal accounting, monitoring and reporting of grants that may include auditing of expenditures to assure compliance with applicable rules, regulations and guidelines.  One cannot be the accountant and the auditor.   
  • May provide personnel support services.
  • May supervise subordinate personnel providing support in a variety of functional areas.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
  • Knowledge of the principles of office management.
  • Knowledge of the principles and practices of administration with special reference to organization, fiscal management, budgetary control and general administrative services.
  • Ability to analyze and interpret data, identify problems and recommend/ implement courses of action.
  • Ability to communicate effectively orally and in writing.
  • Ability to establish and maintain effective working relationships with associates, employees, vendors and the public.

Job Requirements

JOB REQUIREMENTS for Administrative Officer
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

  • Possession of a Bachelors degree or higher in Accounting, Business Administration, Economics, Finance, Business Management, Computer Information Systems or related field.

  1. Six months  experience in accounting using Generally Accepted Accounting Principles (GAAP).
  2. Six months experience compiling, analyzing and interpreting financial data to ensure effective and efficient accounting of funds or to make projections for financial planning.
  3. Six months experience in using standard computer software programs for word processing, spreadsheets or databases.
  4. Six months experience in interpreting laws, rules, regulations, standards, policies, and procedures.
  5. Knowledge of budget management and control which includes managing a budget for the purpose of keeping expenditures within the limitations of available appropriations and available revenue and maintaining, monitoring, projecting and controlling a budget within set policies and procedures.