Department of Administrative Services

Chief Of Fiscal/Administrative Services 1 (0131MP)

$52.61-$71.73 Hourly / $4,208.66-$5,738.31 BiWeekly /
$109,846.00-$149,770.00 Yearly


PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, central business operation, this class is accountable for administering the programs and operations of a major fiscal division or fiscal/administrative services division.

GUIDELINES FOR JOB CLASS USE

This is an administrative level class having accountability for one or more fiscal functions (e.g., accounting, accounts examining, budget management) and may include additional administrative functions.

This class is used in a very large agency, and meets a minimum of TWO (2) of the following criteria:

  1. Administers ten (10) or more fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grant administration, personnel, purchasing) at least two (2) of which must be an accounting and budgeting function.*
  2. Fiscal responsibility of $100 million or more. This is defined as monitoring, control and decision making over dollar amounts. In evaluating this criteria, reporting relationships will be examined for duplication of fiscal responsibility.
  3. Directly supervises professional full-time staff of twenty-five (25) or more and/or total full-time staff of fifty (50) or more.

SUPERVISION RECEIVED

Receives administrative direction from a Commissioner, Deputy Commissioner, appointed executive, or other administrative official of higher grade.

SUPERVISION EXERCISED

Administers the programs and operations of a major fiscal or fiscal/ administrative services division; directs all staff.

EXAMPLES OF DUTIES

Administers the staff and operations of the fiscal management functions including budget preparation and management, accounting, and financial reporting and analysis; develops, implements and evaluates policies, goals and objectives; designs and develops programs and activities; implements new procedures and procedural revisions; acts as liaison both internally within the State and externally; determines appropriate staffing levels and directs the management and coordination of staff; designs and implements performance review standards for division staff; maintains contacts with individuals within and outside of the division who might impact on policy or program activities; directs financial planning activities including long and short-term forecasting; assists EDP experts in the planning and implementation of financial aspects of EDP systems; utilizes EDP systems for financial analyses; prepares programmatic fiscal/administrative analysis and impact statements on proposed regulations and legislation; may direct a program of internal and/or external audit. In addition to directing fiscal/administrative functions, may direct support services such as maintenance, duplicating services, switchboard, mailroom, food services, security, and housekeeping; in a facility or institution, in addition to the above, may ensure conformance with related standards of JCAHO, OSHA, Environmental Protection, and other regulatory agencies; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of and ability to apply management principles and techniques; considerable knowledge of and ability to apply relevant State and Federal laws, statutes and regulations; considerable knowledge of and ability to apply principles and practices of public administration with special references to governmental budget management and governmental accounting; considerable knowledge of the principles and procedures of personnel, payroll, purchasing, grant administration and contract administration; considerable interpersonal skills; considerable oral and written communication skills; considerable ability in the preparation and analysis of financial and statistical reports; ability to utilize EDP systems for financial management.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Ten (10) years of experience in a combination of fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grants administration, personnel, payroll, purchasing at least one (1) of which must be an accounting function.*

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year experience must be at a managerial level. For State employees, this is the level of Assistant Chief of Fiscal/Administrative Services, Fiscal/Administrative Manager or above.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

  1. College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of four (4) years for a Bachelor's degree.
  2. A Master's degree in Public Administration, Business Administration, or Accounting may be substituted for one (1) additional year of the General Experience.

*Descriptions of these fiscal/administrative functions are attached.

JOB CLASS DESIGNATION

Classified/Competitive

OCCUPATIONAL GROUP

(04)-Business Management

BARGAINING UNIT

(02)-MANAGERIAL

EEO

(1)-Officials And Administrators

SALARY INFORMATION

MP 71

CANCELLATION CLAUSE

This replaces the existing specification for the class of Chief of Fiscal/Administrative Services 1 in Salary Group MP 71 approved effective February 11, 2011. (Revised to modify Special Experience)

EFFECTIVE DATE

8/9/2018

ADDENDUM

FISCAL AND ADMINISTRATIVE FUNCTIONS

Distinction will be made between accountability for and participation in these functions. Fiscal/administrative supervisors, managers and chiefs must be accountable for (or supervise) the function if it is to be considered under the Guidelines for Class Use. The descriptions of each functional heading are not meant to be all inclusive. Their purpose is to provide a sampling of tasks in each functional area.

Those areas with an asterisk [*] must consume a significant amount of professional staff hours to be considered additional functions under the Guidelines. As a rule of thumb a significant amount of time will be considered a minimum of ten percent of total professional staff time or supervision of one full time professional position, whichever is smaller.

1. BUDGETING

Accountability or budget preparation and management for agency or facility; at higher levels includes participation in planning and policy decisions.

2. GENERAL FUND APPROPRIATION ACCOUNTING

Supervision of the agency's or facility's general fund accounting. Includes: maintenance of accounts (EDP or manual); Comptroller reconciliations; internal reconciliations; subsidiary accounts; payment lists; financial statements and reports; petty cash.

3. GRANT ADMINISTRATION (a & b are separate functions)

a. GRANT ACCOUNTING*

Supervision of the maintenance of accounting records, reconciliations, financial statements for grant funds, etc.

b. GRANT MONITORING* (non-programmatic)

Accountable for monitoring (or supervising monitoring) of grantees to ensure that funds are accounted for and expended properly. This can include pre- or post-audit of payments, review and analysis of budgets and financial statements, review of accounting procedures. It may include field work such as assistance with setting up financial records and may include (or consist mainly of) auditing grantees.

4. OTHER ACCOUNTING FUNCTIONS*

Accountability for or supervision of any additional professional accounting or accounts examining work which may be unique to an agency.

5. PURCHASING/STORES/INVENTORY

Accountability for and/or supervision of these areas combined will generally be considered one (1) function. The exception is a warehouse operation employing at least three (3) full-time (or part-time equivalent) positions, which may be considered one (1) additional function.

6. CONTRACT ADMINISTRATION

Accountability for and /or supervision of contract preparation and monitoring.

7. PERSONNEL

Accountability for and/or supervision of the agency or facility personnel function. This includes recruitment, personnel records, classification issues, grievances and other labor relations issues, worker's compensation, career and benefits counseling.

8. AFFIRMATIVE ACTION*

Accountability for supervision of preparation of agency or facility goals, affirmative action recruitment, reporting, counseling, and other aspects of implementation of affirmative action goals.

9. PAYROLL

Supervision of the payroll function.

10. SUPPORT SERVICES

Each additional support service supervised (e.g., laundry, security, maintenance, switchboard, food service) having a minimum of three (3) full-time positions or part-time equivalent) or taking a minimum of 10% of total fiscal/administrative staff time can be considered one (1) additional function.

11. DATA PROCESSING*

Supervision of a data processing operation including professional data processing staff (i.e., Computer Programmer 1 or above).


CLASS: 0131MP; EST: 10/1/1987; REV: 8/8/2018;