POSITION: CHIEF OF STAFF

DESCRIPTION

This is highly confidential, professional and administrative work in planning and directing governmental activities

for the Commissioner of Education. An employee in this class is responsible for supervising, coordinating and directing the day-to-day administrative operations of the Commissioner’s office. Responsibilities include directing office staff and ensuring the execution of goals and objectives as identified by the Commissioner, overseeing the preparation of the district's operating budget, coordinating the agenda with both state and district levels, reviewing district organizational and staffing plans to ensure that they are consistent with designated objectives, directing the preparation of news releases and media interviews on behalf of the Commissioner's Office, and recommending modifications to district office procedures, as necessary.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

• Plans, directs and supervises the day-to-day administrative operations of the Commissioner’s office;

• Identifies administrative policies and procedures for effective administrative operation;
• Prepares work plans and schedules, interprets and communicates regulations and policies;
• Oversees the preparation and subsequent review of specialized budget documents;
• Periodically analyzes budget status by monitoring expenditure reports;
• Collects, analyzes and compares data and trends; prepares reports including observations, conclusions and recommendations;
• Assigns, directs and supervises the implementation of designated special projects as directed by the Commissioner;
• Meets with staff to offer direction and to ensure adherence to stated project objectives;
• Directs and reviews the preparation of correspondence;
• Ensures appropriate staff members are assigned to calendared community events;
• Supervises the preparation of news releases on behalf of the Commissioner;
• Supervises, assigns and reviews the work of subordinate personnel for accuracy and completeness;
• Prepares talking points for the Commissioner;
• Assists with coordinating the State and District agenda process;
• Ensures agenda items are placed on calendar for hearing;
• Reviews the dissemination of agendas to various District departments;
• Coordinates Commissioner's calendar with secretarial staff;
• Oversees protocol functions, to include directing the writing of  governmental  proclamations, commendations, and certificates of appreciation, salutations, scrolls, sympathy resolutions and other government documents, as requested by the commissioner;
• Assists the Commissioner with initiating and coordinating territory wide special projects;
• Authorizes leave and overtime;
• Prepares employee performance evaluations;
• Utilizes a variety of computer programs / software to enhance efficiency and meet goals and objectives;
• Performs other duties as required or assigned.

FACTOR I: KNOWLEDGE AND ABILITIES

• Knowledge  of  the  principles  of  general  management,  public  and  business  administration  and  their application to governmental administration;
• Knowledge of public relations' principles and techniques;
• Knowledge of applicable state, federal and local laws, rules and regulations pertaining to departmental operations;
• Knowledge of the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments;
• Knowledge of the principles of public personnel administration and of DOE policies and procedures;
• Knowledge of supervisory principles and practices;

Chief of Staff

• Knowledge of the principles and practices of modern office administration;
• Knowledge of various software applications, such as Word, Excel, Power Point, Access and other computer programs and software;
• Knowledge  of  the  policies  and  procedures  used  in  budget  preparation,  justification,  monitoring  and reporting;
• Knowledge of research techniques and report writing;
• Ability to supervise a staff of subordinate employees in a manner conducive to full performance and high morale;
• Ability to exercise judgment and discretion in devising, installing and interpreting territory wide rules, regulations, policies or procedures;
• Ability to initiate and install administrative programs and procedures and to evaluate their effectiveness;
• Ability to evaluate administrative operations to determine if departmental goals and objectives have been met;
• Ability to delegate authority to subordinates necessary to complete responsibilities in various management functions;
• Ability to prepare accurate, clear, complete and concise reports;
• Ability to exchange non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills;
• Ability to discern and extract pertinent facts from oral and written guidelines, policies and procedures and apply them to a variety of problems;
• Ability to exercise resourcefulness in meeting new problems;
• Ability to analyze, interpret and report research findings;
• Ability to exercise of independent judgment or initiative regularly;
• Ability to solve problems by choosing solutions from among several alternatives that are not necessarily governed by established procedures;
• Ability  to  advise  and  provide  assistance  relevant  to  improvement  in  administrative  matters,  problem resolution and other changes;
• Ability to establish and maintain effective working relationships with all persons contacted during the course of work.

FACTOR II: SUPERVISORY CONTROLS

• Supervision is received from the commissioner, who holds the incumbent responsible for effectiveness in the preparation, administration and monitoring of complex administrative issues and for adherence to policies and procedures and for attainment of desired objectives;

• Incumbent exercises considerable independent judgment in directing numerous professional operational issues to ensure the goals as set forth by the assigned Commissioner are being met.

FACTOR III: GUIDELINES

• Compliance with HIPAA and other federal laws as well as the VI Code and Departmental policies and procedures;

FACTOR IV: COMPLEXITY

• Work is of a demanding, confidential, and organizational nature that may involve a variety of duties;
• Wide array of complicated tasks requiring coordinating numerous processes/methods;
• Analytical thought becomes more important at this level due to increased data and changing situations;
• Often coordinates or organizes the work of others;
• Alternatives may exist for methods to be used in solving problems;
• Duties require a high degree of concentration because of factors to be considered and weighed before decisions are made;
• Guidelines at this level may not be technical in nature, requiring careful interpretation;
• Regular multiple or conflicting demands, deadlines, emergencies, or time pressures;
• Regular sustained concentration is required.

• Attends to a variety of administrative details, which are necessary to ensure a smooth workflow and the realization of the many objectives of the Office of the Commissioner.

FACTOR VI, VII: PERSONAL CONTACTS AND PURPOSE OF CONTACTS

• Co-workers,  employees  from  other  government  agencies,  managerial  personnel  other  administrative officials;
• Offers or obtains specialized information and provides assistance on complex matters;
• Ongoing involvement outside the immediate unit.

FACTOR VIII: PHYSICAL DEMANDS

• Work is mostly sedentary. It is mentally and emotionally stressful.

FACTOR IX: WORK ENVIRONMENT

• Work environment involves normal everyday hazards or discomforts typical of offices, meeting and training rooms;
• Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work environment;
• Exposure to deviations from pleasant environmental conditions is only occasional;

MINIMUM QUALIFICATIONS

• Graduation from a four-year college or university with major course work in Political Science, Public or Business Administration or a related field plus a minimum of five (5) years managerial experience in personnel, procurement and budgetary matters.

“No person shall be discriminated against in employment or in any educational program or activity offered by the Virgin Islands Department of Education on account of race, color, creed, national origin, sex, handicap or age.”

Complainant may write to:              Director                                                                                            Director

Division of Human Resources                                          Division of Human Resources

#2133 Hospital Street                                                         #44-46 Kongens Gade

Christiansted, VI 00820                                                     St. Thomas, Virgin Islands 00802

FORM# Chief of Staff DOEHR 4/23/08