CHIEF OF ADMINISTRATIVE SERVICES DEFINITION:
Under direction, plans, supervises, coordinates, and directs the provision or procurement of a variety of administrative services that are essential to and support the primary functions and objectives of an organization, jurisdiction, or independent appointing authority; does other related duties.
NOTE: The definition and 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.
EXAMPLES OF WORK:
Supervises work pertaining to the operation of the business, personnel, and supportive units of the jurisdiction, and develops suitable work programs and working procedures.
Makes and executes plans for effective utilization of available funds, personnel, equipment, materials, and supplies.
Gives assignments and instructions to individuals and the heads of several units within the administrative and supportive unit of the jurisdiction.
Provides them with needed equipment, materials, and supplies, and supervises the performance of their work.
Supervises the jurisdiction's business operations including financial and personnel records, the purchase, receipt, storing, and issuing of equipment, material, and supplies, and the collection, analysis, and interpretation of data as to collections, expenditures, budgets, stores, and other operational procedures.
Reviews programs and activities, and evaluates administration, objectives, efficiency, effectiveness, and suitability to current conditions, costs, and accomplishments.
May plan policy.
May prepare the budget.
Appraises the adequacy and efficiency of operating systems, giving advice where needed.
May install administrative improvements including work systems, organizational changes, and program procedures.
Solicits bids on needed equipment, facilities, and services from local companies.
Contracts out various equipment and services to others.
Meets with the public.
Drafts correspondence.
Acts as liaison with the New Jersey Civil Service Commission and any other public agency which directly affects the jurisdiction's operation.
Prepares reports containing findings, conclusions, and recommendations.
Directs the analysis of the jurisdiction's requirements for space and facilities based on anticipated volume of operations, known or potential changes in functions or workflow, and future plans for expansion or contraction of operations, and negotiates with service agencies and lessors to adapt existing space or to lease additional space for the organization.
Directs studies of space utilization in the jurisdiction to ensure optimum use and management of office layouts, reviewing requests from the jurisdiction's components for additional space to ensure compliance with guidelines issued by higher levels of management, and recommends approval or disapproval to superiors.
Serves as advisor to higher levels of management in the handling of personnel matters and employee relations problems, and establishes procedure for handling employee grievances.
Establishes work procedures, lines of authority, and organizational structure.
Oversees the employee performance evaluation program.
Supervises the preparation of resolutions and/or other documents relating to creation of new positions, work to be performed, qualifications required, and other personnel matters.
Oversees and approves office staffing, training, and work assignments.
Advises higher levels of management on disciplinary matters.
Plans programs and projects, and recommends changes to existing policies.
Estimates budgetary needs of the administrative operation, and allocates funds appropriately.
Prepares annual personnel budget for the jurisdiction.
Oversees and provides assistance to staff units in developing and managing their respective components of the overall budget.
Forecasts anticipated budgetary increases/reductions based on an analysis of jurisdiction goals and needs.
Monitors expenditures against allocations to ensure disbursements do not exceed authorized funding levels.
Develops administrative cost containment plans as necessary to ensure proper management of fiscal administration.
Manages, coordinates, and directs ancillary support services and other related services through delegation to subordinate supervisory personnel.
Establishes office support procedures, compiles data on alternate methods, and implements changes as necessary pertinent to office services.
Provides direct input into use of real property and equipment, and directs scheduling for conducting physical inventories of equipment.
Conducts space utilization studies to ensure optimum use of office layout.
Supervises the renovation of offices and the preparation of floor plans.
Installs and maintains a job classification and salary plan. Compiles complex analytical data and reports.
Oversees work performed by a multidisciplinary staff of professionals and support staff.
Oversees work of employees engaged in providing essential office services such as duplicating and printing, supplies, mail and messenger service, security, word processing, office procurement, and maintenance.
Oversees the renovation/relocation of offices.
Directs studies of the jurisdiction's reports and forms to determine the source and methods used to accumulate report data, whether applicable reporting procedures are being followed, and whether reports provide clear and concise information.
Recommends consolidation or elimination of reports involving similar organizations, purposes, use, and reporting frequency.
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.
REQUIREMENTS:
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.
Seven (7) years of professional administrative experience in either:
A) Analyzing, evaluating, and providing advice to management on such matters as work methods and procedures, communications, management information systems, organizational structure, human resource utilization, distribution of work assignments, delegation of authority, policy development, budget preparation, records management, or similar areas with the objective of improving managerial effectiveness.
OR
B) Managing, administering, or directing an organizational unit and its work program which entailed responsibility for planning, organizing, directing, staffing, coordinating, and budgeting for the activities of the unit.
OR
Possession of a bachelor's degree from an accredited college or university; and three (3) years of the above-mentioned professional experience, either A or B.
OR
Possession of a master's degree in Business Administration, Public Administration, Industrial Management, Industrial Engineering, Management Science, or in a program related to the organization, operation, administration, and control of private or public organizations; and two (2) years of the above-mentioned professional experience, either A or B.
NOTE: "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.
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 AND ABILITIES:
Knowledge of management functions, theories, and techniques, and of organizational and management processes.
Knowledge of the role of management analysis in achieving organizational goals.
Knowledge of basic trends and current developments in general management and of various types of organizational structures.
Knowledge of budget practices, procedures, problems and techniques.
Knowledge of statistical theory, practice and techniques, and their application to budget preparation and analysis.
Ability to plan and execute a management support program.
Ability to communicate effectively both orally and in writing.
Ability to prepare clear, accurate, and informative reports and make suitable recommendations.
Ability to select and apply established practices, theories, techniques, and methodologies of management to the problems encountered.
Ability to present orally and discuss complex matters in a clear and convincing manner.
Ability to provide sound advice, assistance, and instructions.
Ability to understand the roles and responsibilities of various levels of management.
Ability to gather, assemble, correlate, and analyze facts and draw conclusions therefrom.
Ability to comprehend, evaluate, and objectively analyze management problems, and to develop solutions to such problems logically and systematically.
Ability to organize assigned work and develop effective work methods.
Ability to plan projects and issue suitable work assignments.
Ability to plan, direct, supervise, train, and evaluate the work of subordinates.
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.
