ADMINISTRATOR FISCAL AND MANAGEMENT OPERATIONS YOUTH AND FAMILY SERVICES

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 the direction of the Director, Division of Youth and Family Services, Department of Human Services is responsible for planning, developing and implementing managerial policies and practices of the Division of Youth and Family Services, including the following functions: Personnel Management, Budget and Accounting, District Office Management, Grants Management, Systems Development, Purchasing, Office Services; does related work as required.

Examples of work

Plans, organizes, and directs all activities related to personnel, including recruitment, training, employee relations, classification, wage administration, placement, safety, records, payrolls, grievance handling, performance standards, and employee development. Plans, organizes, and directs all budget and accounting activities, including budget preparation, fiscal reports, budget interpretation, fund accounting, administrative accounting, analysis of operating financial data, and fiscal advice and consultation to the Director and other administrative staff. Plans, directs, and organizes a program of hearings designed to insure that both employees and clients of the Division may exercise their rights of appeal under grievance procedures, union contracts, federal and state regulations in a timely, fair and impartial manner, including acting as Hearing Officer when necessary. Represents the Director in negotiation with federal officials for funds for new or innovative programs designed to meet and enhance Divisional objectives; advises the Director of available resources and presents alternatives for his consideration and approval. Acts to coordinate all activities related to management research and planning, systems development, including, full range management, planning, research, statistics, cost-benefits analysis, and management information. Directs all management activities related to the District Offices, including personnel, fiscal, management systems development, office services, and supervision of clerical staffs. Directs the grants and contracts for services management of the Division to insure that adequate budgeting and management controls are maintained by recipients of contracts and grants made by the Division. Supervises the preparation of analyses of operating financial statements in order to ascertain the condition of funds and suggests possible changes in program emphasis; develops the financial data required in connection with proposed classifications, re-allocations and new positions. Establishes policies and procedures necessary for the effective utilization of grant funds. Gives appropriate assignments and instructions to professional, technical, and clerical staff and supervises the performance of their work. Supervises the planning of space and layout studies. Supervises the maintenance of property, rental and insurance records, and directs the purchasing activities of the Division. Serves as the Division request and approval officer. Maintains continuous liaison with the Department of Personnel, the Department of Treasury and other state and federal agencies and offices. Supervises the preparation of clear, technically sound and accurate statistical, financial, and other reports containing findings, conclusions, and recommendations. Directs the establishment and maintenance of essential records and files. May 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.

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 the rules, regulations , policies and procedures of the Division of Youth and Family Services, and the functions, responsibilities, organization and operation of the units therein. Knowledge of management principles, concepts and techniques and their practical application. Knowledge of the rules, regulations, policies and procedures of the New Jersey Department of Personnel and the Treasury. Knowledge of, and familiarity with, modern government budgeting practices, procedures, problems and analyses. Knowledge of the laws of New Jersey and pertinent regulations of the Federal Government and rules, regulations, and policies of the Department of the Treasury concerning budgets and budget control and fiscal procedures. Knowledge of the theories, principles and practices of modern public administration, government accounting and systems development. Knowledge of modern personnel administration, including the recruitment and placement of employees, position classification, the formulation of efficiency ratings, and the preparation and use of personnel and fiscal records. Ability to analyze, comprehend, interpret, and apply to specific situations the rules, regulations, and procedures of the Division of Youth and Family Services. Ability to assign and instruct professional, technical, clerical and other employees, and supervise the performance of their work. Ability to recognize, analyze and interpret important personnel, budget and accounting and grants management problems in a State Division administering a number of technical programs and to develop appropriate personnel and fiscal policies and procedures. Ability to use basic information to develop standards to be applied to administrative practices and procedures and to budgets, and to review budget requests critically, using basic data. Ability to plan and supervise the review of operating procedures and provide advice and assistance to Departmental officers on matters pertaining to operating requirements, fiscal procedures and budget requests. Ability to supervise the maintenance of required budget controls and detailed records of State and Federal funds and to see that expenditures do not exceed appropriations. Ability to plan, carry out, and supervise assigned investigations, surveys, studies, and research activities and report thereon. Ability to direct the preparation of payrolls and to utilize fiscal account records in developing budget data useful in program planning. Ability to prepare official correspondence. Ability to prepare clear, sound, accurate, and informative reports containing findings, analyses, conclusions, and recommendations. Ability to supervise the maintenance of essential records, reports and files. 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 the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience. Ten (10) years of administrative experience in a large business or goverment organization. OR Possession of a bachelor's degree from an accredited college or university; and six (6) years of the above-mentioned professional experience. "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.