This class provides administrative support to professional and technical personnel in a section(s) or division(s). The areas of responsibility include but are not limited to fiscal planning and analysis, budget preparation and control, accounting, procurement and support services.
Nature and Scope
The incumbents in this class function under the direction of an administrative superior. Work includes supervising and/or administering a variety of administrative support functions for a section(s) or division(s). An incumbent is responsible for performing fiscal planning, evaluation and analysis of programs/projects that have a direct impact on the mission/goals of the Division/Department or on the operational activities of programs. In addition, an incumbent is responsible for the administration of contracts and grants.
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 fiscal planning, evaluation and analysis of programs and projects to superiors and others regarding the effective use of funds, acquisition of funds, effects on implementation of new or modified programs and projects, ensuring compliance with applicable rules, regulations, standards and guidelines and the goals and objectives of the Department/Division.
Reviews operating and capital budget requests and make recommendations for modification for conformance with budget policy, economy of operation and needs of the organizational unit; explains needs, and justification of budget requests before fiscal management and planning agencies; provides information to superior at budget hearings.
Monitors all budgetary accounts and records and reviews reports and financial statements to determine the financial status of the organizational unit and to assure that funds are properly spent.
Provides grant administration which includes preparing grant requests or advising program/project administrators or managers on the preparation of grant requests and reviewing and making recommended changes to requests prior to submission, monitoring expenditures and completing/distributing of required financial reports/statements.
Reviews and approves purchase orders prepared by operating personnel, ascertains that funds are available and recommends approval or disapproval of major cost items to superior; initiates requests for purchase of major services and materials.
Provides contract administration which includes preparing specifications and requests for bids, meeting with vendors/contractors, evaluating and recommending awarding of contracts, monitoring expenditures and recommending/implementing modifications to original contracts to ensure compliance with contract terms.
Prepares financial reports for superiors and other program staff, other state agencies, the federal government, and other funding agencies.
Initiates and may participate in analysis and planning studies of operations, reviews recommendations for resolution of problems and arranges for implementation of solutions.
May supervise personnel services such as preparing/processing documents and records maintenance. Advises agency managers on personnel rules, regulations, policies and procedures.
May supervise support services which include fleet management, facilities management, equipment maintenance/repair, inventory and grounds maintenance.
May supervise support services which include the effective operation of a laundry, mailroom and commissary.
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 applicable state and federal laws, rules, regulations, policies and procedures.
Knowledge of state and federal accounting procedures.
Knowledge of the techniques used in analyzing financial data.
Knowledge of the principles, practices and procedures of administrative analysis and office management.
Knowledge of the principles and practices of administrative organization and their application in solving operational and administrative problems.
Knowledge of the methods and techniques used to compile, analyze and interpret financial/accounting data and prepare reports.
Ability to analyze and interpret a variety of facts and data.
Ability to communicate effectively, both orally and in writing.
Ability to establish and maintain effective working relationships with individuals in state and federal agencies, associates, employees, vendors and the public.
JOB REQUIREMENTS for Support Services Administrator Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Three years experience in compiling, analyzing and interpreting financial data to ensure effective and efficient accounting of funds or to make projections for financial planning.
Three years experience in accounting using Generally Accepted Accounting Principles (GAAP).
Three years experience in interpreting and analyzing financial reports.
Six months experience in budget development which includes analyzing financial data and making long and short range plans and projections.
Three years experience in interpreting laws, rules, regulations, standards, policies, and procedures.
Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.