DEPUTY DIRECTOR ADMINISTRATIVE SERVICES (M33)

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under direction of the Division Director in a state department, plans, develops, and implements policies designed to provide fiscal and administrative services for the department; supervises staff and work activities; prepares and signs official performance evaluations for subordinate staff; does other related work as required.

Examples of work

• Develops and implements policies, procedures, and standards for general administrative services
• Conducts audits to ensure compliance with established policies and procedures.
• Develops operating budget for administrative services and monitors expenditures to ensure compliance with the department's overall resource utilization plan.
• Supervises the work operations and/or functional programs and has responsibility for effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees.
• Supervises the development of space utilization plans for the department including conducting space and layout design studies.
• Analyzes current and projected staffing requirements for the purpose of workspace allocation.
• Recommends and coordinates physical location changes.
• Organizes and coordinates space and site acquisition.
• Supervises the procurement and distribution of supplies and equipment and allocates workspace.
• Determines adequacy of space, lighting, heating, ventilation, air conditioning, and sanitary facilities; solves problems with the operation or maintenance of building or facilities.
• Coordinates the utilization, maintenance, and storage of the department's motor vehicle fleet; monitors reimbursement procedures and credit card usage for compliance with established regulations; analyzes or directs the analysis of vehicle accident reports.
• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Education

Graduation from an accredited college or university with a Master's Degree in Business Administration, Public Administration, Social Science, or other related field.

EXPERIENCE

Five (5) years of experience in the administration and/or coordination of activities directly related to ensuring appropriate support service to a large organization or government agency, two (2) years of which shall have been in a supervisory capacity.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

• Knowledge of management principles, concepts and techniques including organization and program analysis.
• Knowledge of workflow analysis techniques.
• Knowledge of administrative planning and scheduling techniques.
• Knowledge of office space planning methods.
• Knowledge of the principles of organizational development and design and their application.
• Knowledge of the principles and techniques of resource allocation.
• Knowledge of fiscal control methods.
• Knowledge of the state budget cycle and the state appropriation accounting system.
• Knowledge of purchase and procurement methods and their application to the development and maintenance of perpetual inventory and other control systems.
• Ability to solve problems in the work operations or maintenance of buildings or facilities.
• Ability to make appropriate inferences and deductions based on various types of source materials.
• Ability to develop long-range functional office space plans.
• Ability to design blueprints or floor plans from raw data.
• Ability to collect data through questioning.
• Ability to determine the adequacy of space, lighting, heating, ventilation, air conditioning, and sanitary facilities of a physical plant.
• Ability to develop financial projections or forecasts.
• Ability to interpret and apply pertinent laws, regulations, procedures, and policies applicable to the purchase of materials and supplies.
• Ability to schedule and organize work activities for others.
• Ability to identify problems in the administration or coordination of programs, plans or projects.
• Ability to apply accepted management principles, concepts and techniques.
• Ability to apply rules, regulations, and established procedures in the operation of a centralized or decentralized administrative office.
• Ability to supervise assigned staff and plan, organize, and implement projects within the unit.
• Ability to recognize, analyze and interpret management problems, and to develop appropriate policies and procedures to deal with those problems.
• Ability to plan and supervise the review of operating procedures and provide advice and assistance to managers.
• Ability to prepare correspondence.
• Ability to prepare reports.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.