CHIEF ADMINISTRATIVE SUPPORT SERVICES (M32)

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 Assistant Commissioner, or other administrative official, in a State department or agency, supervises and directs all operations in the areas of administrative services; facilities management, personnel, contracts management, grants management, accounting, purchasing and internal communications: does other related duties as required.

Examples of work

Prepares plans and activities related to administrative support services; collaborates with the fiscal officers of the department in the preparation and revision of budgets and grant applications. Develops grant/contract applications for demonstration projects and other special projects funded by various agencies; negotiates grant/contract terms with the appropriate Federal funding agencies. Organizes and coordinates administrative support review of all applications for State and Federal funding. Evaluates plans and short and long-term priorities and objectives in regard to administrative support services and activities to determine their effectiveness and to identify needs, problems and achievements. Designs and manages special studies concerned with programs related to financing; develops study/project designs and procedures, collection and analysis of data, preparation of findings and recommendations, and directs assigned staff, as well as contracted consultants, in the implementation of Administrative Support Services. Plans, organizes, and directs the administrative support system, procedures and resources needed to promote activities; directs and supervises the established Administrative Support policies and procedures; develops procedures for administrative follow-up and control. Recommends organizational arrangements, performance criteria, and administrative support policies designed to help achieve the goals of the organization and the purpose of its programs. Manages the work operations and/or functional programs and has responsibility for effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees. Provides administrative support and managerial guidance to Chiefs, Regional Supervisors, and other employees through the interpretation of rules, regulations, standards, and procedures pertaining to fiscal, personnel and other administrative policies. Maintains liaison with Federal agencies in order to develop, implement, modify and achieve proper and effective program plans, objectives and evaluations. Supervises the purchase and inventory control of all supplies and equipment and prepares reports as required. Establishes procedures and methods necessary for the supervision of assigned personnel to accomplish maximum efficiency and effectiveness in providing the required administrative operations and controls. Maintains liaison with other divisions and programs of the other departments concerning administrative support policies, procedures, funds, human resources, data processing services, facilities management, training, printing, and other related services. As directed, reviews, and analyzes new Federal and State laws and regulations for relevance to existing or prospective agency programs, service delivery policies and operating procedures; reports findings and recommends changes in administrative support procedures. As directed, serves as a personal representative of the department's Assistant Commissioner at meetings, conferences, and hearings. Prepares and supervises the preparation of clear, technically sound, accurate and informative reports containing findings, conclusions, and formal recommendations. Supervises the establishment and maintenance of required records and files. May be required to learn how 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 aims, standards, policies and procedures of the department or agency. Knowledge of the programs, responsibilities, functions, organization, budget, policies, procedures, and operating problems, of the agency or organizational units. Knowledge of the approved principles of administration and their practical application. Knowledge of the department or agency's problems involved in coordinating the activities for administrative support services and other problems encountered in establishing and maintaining cooperative working relationships with superior officers and subordinates. Knowledge of the problems encountered in collecting, compiling, and interpreting data to be used in the annual budget, annual plan, and annual report of the operating department or agency. Knowledge of the methods of allocating tasks to the professional, technical, and clerical personnel of an operating agency and of methods of checking work to insure the observance of proper standards. Knowledge of the objectives, responsibilities, work program organizations, laws, rules, regulations, administrative policies and procedures of the department or agency and their application to specific situations. Knowledge of the appropriation, accounting and fiscal procedures of the department or agency. Knowledge of the regulations of the Civil Service Commission, the Department of Treasury, and the Federal Department of Health and Human Services pertaining to the processing of personnel, budget, and financial transactions of varied types. Ability to interpret and-apply rules for grant proposals and funding for State programs. Ability to comprehend, interpret and analyze the standards, policies and procedures of the department or agency. Ability to delegate tasks to personnel and to ascertain that they carry on their work in accordance with established procedures and proper standards. Ability to comprehend and utilize the theory and techniques of public administration and to keep current with trends. Ability to assess and evaluate periodically, programs and attainments of immediate and long- range goals, and to prepare and submit reports regarding activities and program recommendations. Ability to formulate administrative procedures and to develop suitable work programs and effective work procedures. Ability to prepare clear, sound, accurate and informative reports containing findings, conclusions, and recommendations. Ability to coordinate administrative support activities with those of other divisions. Ability to conduct critical studies and evaluations. Ability to direct the maintenance of essential records and files. Ability to learn how 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, and 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 if they can perform the 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

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. Nine (9) years of professional experience in a large government or administrative private agency involving fiscal and budget preparation, personnel and grants management at the policy making level, two (2) years of which shall have been in a supervisory capacity, including or supplemented by twenty-four (24) semester hour credits in a combination of the following: accounting, finance, personnel, administration, or closely related field. OR Possession of a bachelor's degree from an accredited college or university, including or supplemented by twenty-four (24) semester hour credits in a combination of the following: accounting, finance, personnel, administration, or closely related field; and five (5) years of the above-mentioned professional experience, two (2) years of which shall have been in a supervisory capacity. "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.