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The Administrative Services Function includes multiple
sub-functions. For illustrative purposes, the following are examples of these
sub-functions.


·
Develop
and oversee Administrative Services procedures and processes.


·
Supervise,
schedule, assign, train, orient, and review the work performance of
secretarial, janitorial, maintenance, receptionist, switchboard, and other
Administrative Services staff.


·
Oversee
SSI facilities and equipment,
including buildings, grounds, furniture, communication equipment, the SSI
computer network, office equipment, vehicles, specialized program equipment,
and so on.


·
Oversee
and coordinate information retention and retrieval, including filing systems,
voice mail systems, computer networks and storage devices, and other devices
and areas where records and other SSI documents are kept.


·
Oversee
and coordinate reception and scheduling, including waiting and other public
areas, appointment scheduling systems, client hospitality resources, and
whatever else is needed to assure clients and other SSI visitors receive
prompt, courteous attention.


·
Manage
and oversee procedures, including development and promulgation of procedures
for all aspects of agency operation. Procedures are step-by-step guides showing
how to implement SSI policies developed by the SSI Board and delegated through
the Executive Function. Procedures also show how other aspects of SSI
operations are to be conducted such as adherence to state or federal rules and
regulations, compliance with rules and requirements of authorizing entities,
and so forth.


When
developing a procedure, first reference the Board policy the procedure is
intended to implement. The purpose of this procedure is to implement the SSI
Board policy requiring SSI to …. This shows what the procedure is generally
expected to accomplish. Next, include any local guidance clarifying or
delimiting what this procedure is to specifically achieve. We refer to this
guidance as Procedural Directives. Finally, provide the step-by-step
instructions, showing staff members how they are to complete the task or
activity. The procedure includes instructions that may be quite specific or may
be more general; but either way, SSI staff members are expected to conform
their behavior and actions to the procedure, including any restrictions or
prohibitions included in the procedure. – Within the context of the procedure,
the SSI staff member uses any reasonable interpretation of the procedure.
Whether or not he is following the procedure is judged using a reasonable person standard. Might a
reasonable person with similar training and experience interpret the procedure
in approximately the same way?


·
Oversee
purchasing and supplies management, including everything SSI staff and clients
need to participate in the agency’s functioning, including facilities,
equipment, office and program supplies, and so on from coffee to computers,
from paper clips to vans.


I have only highlighted the literally dozens of Administrative
Services Sub-functions and activities necessary to assure the SSI eco system
functions effectively. When managed well, this secondary function transparently
supports the primary Service Function. SSI clients and visitors do not notice
or give any thought to it. The most they may have to say is the SSI environment
is clean and comfortable and the receptionist or person who answers the phone
is pleasant and helpful. SSI staff also give little to no thought to
Administrative Services. The facilities, equipment, supplies, and resources
they require are just there, as needed, when needed.