Management Assistant – Program Support Operations

Job Description
Under general supervision, the Management Assistant performs professional-level administrative and/or management duties in a variety of functional areas, such as:
office/operations management;
budget development, administration and fiscal reporting;
development and administration of contractual agreements and grants;
and evaluation and development of management policies and procedures, including evaluation of impact of existing and proposed legislation.
ESSENTIAL DUTIES AND FUNCTIONS
According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job class and are not intended to be an inclusive list;
may include additional duties as assigned.
Assists in management of the resources and staffing of the assigned operation;
recommends changes in staffing and/or acquisition of equipment/materials;
manages various staffing and personnel-related functions;
coordinates building maintenance and utilization of space.
Assists in management of the functions of the assigned operation;
plans, prioritizes and schedules workload, delegating specific tasks as necessary to subordinate staff;
coordinates and oversees clerical and technical support activities;
monitors productivity and evaluates outcomes;
compiles and produces avariety of status reports for management;
ensures compliance withestablished policies, procedures and goals as well as legal requirements and regulatory mandates.
Supervises the work of assigned staff;
plans, assigns, directsand reviews work;
monitors and evaluates performance of subordinate personnel;
completes performance appraisals and counsels employees;
fosters cooperation andteamwork amongst staff;
provides training and aids in staff development.
Assists in coordinating work and/or planning functions with other programs to meet established goals and objectives;
acts as liaison and promotes good working relationships with other programs;
assists in addressing issues relevant to assigned operation with departmental personnel, representatives of other departments and outside agencies, and members of the public;
arranges meetings and assists in development of agenda;
participates in department meetings, including making presentations;
may represent department at meetings on issues relevant to assigned operation.
Performs a variety of research and reporting functions;
identifies issues;
consults with departmental personnel and other individuals/experts;
evaluates proposals, information and documentation from a wide variety of sources;
conducts surveys and needs assessment;
gathers, compiles and analyzes statistical and other data;
writes reports and prepares documentation for evaluation by management and/or administrative staff;
presents reports and data, including formal presentations to groups.
Assists in development of policies, procedures and work practices of the assigned operation;
assists in reviewing and evaluating existing policies, procedures and work practices;
consults with managers,administrators and other staff;
assists in reviewing and evaluating the effect of proposed and existing legislation, regulations and law on assigned operation;
assists in development and implementation of changes to policies and procedures.
Assists in budget development, resource planning, and fiscal reporting;
assesses staff and resource needs of assigned operation based on research and consultation with managers and administrative staff;
monitors expenditures and reconciles accounts;
gathers information andassists in writing reports related to budget, fiscal, resource and staffing issues.