Incumbents in this class are responsible for providing the management of all administrative support functions for an agency or major operating organization to include finance, budget, purchasing, personnel, data processing, and facilities, fleet and contract administration.
Nature and Scope
A class incumbent reports to a Cabinet Secretary or Agency Head; however, in limited instances, may report to a Director of a very large Division. Other positions reporting at this level are Division Directors or managers with overall responsibility for functional program operations. Principal contacts are with subordinate management and supervisory personnel, Division Directors, Cabinet Secretaries and top staff managers/directors in other agencies throughout the State. Incumbents are responsible for directing and coordinating all staff administrative activities in support of agency operations through subordinate managerial, professional and clerical personnel. A major portion of the assignments involve planning and organizing in order to manage diverse, yet interrelated functional support areas such as fiscal administration, personnel, budget, purchasing data processing, facilities, fleet, and contract administration.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Provides daily administrative and technical guidance to subordinate staff to insure the effective operation of the unit.
Insures compliance with all federal, state and agency rules, regulations, policies and procedures concerning fiscal activities, contracts administration, Personnel/Merit system policies and budgets.
Analyzes and evaluates all administrative functions and activities, develops new systems and procedures as deemed appropriate.
Provides top management with all required reports, briefings, projections, forecasts, fiscal analysis, and applicable recommendation for any remedial action necessary.
Coordinates short and long term planning for the administrative unit to ensure the ability to maintain cost effective, efficient operations.
Provides effective implementation of administrative/fiscal statewide systems, such as FSF, to insure compliance with State goals and priorities.
Represents the department on various statewide committees and task forces and with meetings/negotiations with contractors, vendors and members of the general public.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of federal, state and departmental procedures/fiscal policies.
Knowledge of principles of data processing: hardware, software or systems support.
Knowledge of facilities management: lease agreements, property values, cost of alterations, maintenance costs, engineering and construction specifications.
Knowledge of modern office methods, equipment and procedures.
Skill in planning, organizational analysis, department administration and personnel management.
Skill in negotiation and problem solving.
Skill in public speaking.
Skill in report presentation.
Ability to plan, coordinate and direct effectively the work of administrative units.
JOB REQUIREMENTS for Chief of Administration
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Possession of a Bachelors degree or higher in Accounting, Business Administration, Economics, Finance, Business Management, Computer Information Systems or related field.
Three years experience in financial administration such as comprehensive analysis of programs, budgets, projects, services, alternatives, and costs; financial planning, revenue generation, revenue forecasting, expenditure forecasting, cash flow management and establishing internal control.
Three years experience in budget administration which includes managing, developing, analyzing and implementing budgets; developing strategic plans and establishing internal control.
Three years experience in contract administration which includes overseeing the development and negotiation of contracts and bid specifications; managing bid openings; awarding and executing contracts.
Six months experience in operations management which includes planning, directing, coordinating, controlling and evaluating operations typically through subordinate supervisors.