12/21/1992 73270

DIRECTOR OF ADMINISTRATIVE SERVICES, REVENUE

DEFINITION: This is highly responsible administrative work in planning, coordinating and directing the administrative services programs in the Department of Revenue.

The employee in this class is responsible for directing, through subordinate managers, important management functions in the areas of building leases and maintenance, procurement, warehousing, tax records management, automotive, cigarette tax stamps, and word processing and secretarial services. Work also involves coordinating the Tax Season Task Force and functioning as the liaison between representatives of Revenue and the Internal Revenue Service. The employee advises the Deputy Secretary for Administration on policies affecting these programs and serves as a consultant to top level department management on the technical administrative needs and requirements of the department. Supervision is exercised over a professional, technical and clerical staff. Work is assigned in the form of broad program goals and objectives. The employee exercises considerable freedom in determining specific goals, objectives and program priorities. Work is reviewed by the Deputy Secretary through reports and conferences for attainment of program goals and objectives and evaluation of overall program quality.

EXAMPLES OF WORK: Plans, coordinates and directs, through subordinate managers, the management functions in the areas of building leases and maintenance, procurement, warehousing, tax
records management, automotive, cigarette tax stamps, and word processing and secretarial services.

Serves as consultant to top department management concerning the technical administrative needs and requirements of the department.

Directs the provision of services to all departmental functions in the operation of a centralized warehouse facility.

Directs the operation of a centralized mass mailing activity which provides bulk and mass mailing facilities for the department.

Coordinates, assigns and directs the movement of official record materials to destruction locations or permanent storage facilities for the department.

Directs the automotive program for the department including the assignment and use of automotive equipment, monitoring vehicle expenditures and positive action to rectify abusive situations.

Coordinates the Tax Season Task Force by developing agendas, scheduling and conducting meetings, preparing reports and ensuring work units resolve administrative and operational problems to process tax returns and related documents.

Directs the tax records maintenance program for the department, including the retention or disposition of all tax documents, the conversion of departmental records to microfilm or microfiche,
the retrieval on request of records from central headquarters files or off site storage, and the shredding of records at the completion of the retention period.

Plans, organizes and assigns work, determines work priorities, sets goals and objectives, evaluates and reviews work performance, and evaluates training needs of subordinates.

Receives grievances and complaints, conducts initial investigation into causes and conditions, discusses with employee, and resolves or recommends solutions to grievances and complaints.

Interviews prospective employees and recommends employee selection or rates applicants in terms of preferability for employment.

Interprets rules, regulations, policies, procedures, standards, and objectives of the organization or program for subordinates.

Interprets contractual and administrative rights and obligations for subordinates and modifies work environment or process to conform to changing conditions.

Approves leave requests, and reviews sick leave usage of subordinates to determine if pattern of abuse exists.

Assigns or authorizes overtime work to insure priority work is performed.

Initiates corrective disciplinary action for minor misconduct by subordinates and recommends major corrective disciplinary action or dismissals.

Coordinates work of assigned divisions, and coordinates work of Assigned divisions with other organizational units.

Demonstrates proper methods and techniques for performing work to subordinates; discusses new methods and techniques for performing work with subordinates.

Resolves work conflicts between divisions.

Meets with subordinate supervisors to inform them of changes to rules, regulations, policies and procedures; meets with subordinate supervisors to discuss common problems and ensure they are working toward their resolution.

Reviews and analyzes monthly activity reports to determine work being performed, program trends, and program effectiveness.

Reviews reports, correspondence, and memorandums to determine work being performed and adherence to established goals and objectives.

Reviews administrative forms completed by subordinates for adherence to appropriate administrative rules, regulations, policies, and procedures.

Provides advice to subordinates and co-workers on unusual or difficult problems.

Prepares budget and re-budget requests for organizational units.

Reviews proposed legislation for possible impact on the program and recommends whether management should support or oppose the legislation.

Prepares and delivers formal preparations to specific interest groups.

Prepares letters, reports and correspondence to exchange information with vendors, co-workers, subordinates, legal staff and supervisors.

Performs related duties as required.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES: Knowledge of the Department of Revenue's rules, regulations, policies and procedures.

Knowledge of the Commonwealth's and departmental rules, regulations, policies and procedures governing travel, lodging, expense vouchers, and reporting requirements.

Knowledge of the procedures and techniques utilized in evaluating the effectiveness of the Administrative Services program.

Knowledge of collective bargaining unit contracts applicable to work performed by those units.

Knowledge of the principles and practices of public administration.

Knowledge of the principles of effective supervision.

Ability to communicate effectively, both orally and in writing.

Ability to plan and organize work and assign work to subordinates.

Ability to evaluate employee performance and prepare employee Performance Evaluation Reports.

Ability to read and interpret collective bargaining unit contracts applicable to the work performed by that unit.

Ability to evaluate employee training needs and request further education and training for subordinates.

Ability to supervise work activities of subordinates effectively.

Ability to train subordinates in the interpretations and application of rules, regulations, policies and procedures.

Ability to prepare and deliver formal presentations to special interest groups.

Ability to evaluate the effectiveness of the administrative services program.

Ability to develop rules, regulations, policies and procedures for the administrative services program.

Ability to review and comment on proposed rules and regulations.

Ability to review and comment on proposed rules and regulations.

Ability to plan and develop methods, policies and procedures for evaluating the administrative services program.

Ability to establish and maintain effective working relationships with subordinates, co-workers, supervisors and vendors.

MINIMUM EXPERIENCE AND TRAINING: Five years of experience in progressively responsible and varied administrative work and a bachelor's degree, including or supplemented by courses in law, accounting, business administration or public administration.

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Any equivalent combination of experience and training.