ADMINISTRATIVE SERVICES OFFICER 2

State of Nevada (NV); Reno (NV); On-site; USD 70,000 - 90,000; Full time

Job summary

State of Nevada – Department of Wildlife seeks an Administrative Services Officer II to manage major business operations, including grants administration, contracts, purchasing, and budgeting; supervises a small team and interfaces with other agencies. Responsibilities include formulating and monitoring comprehensive agency budgets, ensuring compliance, preparing financial reports, and coordinating audits.

This role requires a Bachelor's degree in business, accounting, or related field and

Qualifications

• Bachelor's degree in business administration, accounting, finance or related field.
• Four years of professional experience including two years of responsibility for major business operations/functions such as grants administration, contract and lease administration, purchasing and warehouse operations, human resources, information technology or facilities maintenance and construction; and two years of experience formulating, developing and analyzing program or agency budgets.

Responsibilities

• Formulate, develop and monitor comprehensive agency and/or program budgets.
• Plan, organize and oversee agency/program accounting functions; develop, implement and revise policies and procedures related to funds collection and disbursement; establish and monitor internal control procedures.
• Oversee activities related to budget, fiscal management and other assigned areas to ensure compliance with laws, regulations and standards.
• Coordinate with other state agencies, federal/local jurisdictions, vendors and contractors to manage projects and contracts.

Skills

Budgeting

Contract management

Supervisory experience

Financial reporting

Organizational planning

Education

Bachelor's degree in business administration / accounting / finance

Job description

This position serves as the primary Federal Grant Manager for the Nevada Department of Wildlife managing approximately 90 grants worth over 45 million dollars. The incumbent coordinates with staff, reviews and submits federal grant application forms, is responsible to ensure grant guidelines, federal compliance, state statutes, and grant program requirements are met. This position completes and submits SF425 forms by established deadlines, validates and monitors the Department’s match program, reconciles the single audit report, prepares and completes the quarterly grant draw and SF270 forms, reviews and approves monthly federal grant draws and is the primary point of contact for all federal grant audits. This position oversees the management of subgrants and contracts, reviews and approves all subgrants and contracts as well as pend 4’s all invoices. This position also manages one non-executive budget account and manages a team of four of which directs supervision one Senior Management Analyst position.

Administrative Services Officers function as business managers for a department, large division or major program area, with responsibility for accounting, budgeting and fiscal management. Additional responsibilities are varied and include planning, organizing, coordinating and supervising work in two or more business functions such as purchasing and warehouse operations; contracts and leases; human resources; Information Technology; buildings and grounds maintenance; facilities management and construction; food and laundry services; investments; vehicle utilization and maintenance; and/or communication equipment and office support services.

Bachelor's degree from an accredited college or university in business administration, accounting, finance or related field and four years of professional experience including two years of responsibility for major business operations/functions such as grants administration, contract and lease administration, purchasing and warehouse operations, human resources, Information Technology or facilities maintenance and construction; and two years of experience formulating, developing and analyzing program or agency budgets; and fiscal management; one year of which was equivalent to an Administrative Services Officer I in Nevada State service; OR an equivalent combination of education and experience as described above.

Formulate, develop and monitor comprehensive agency and/or program budgets; research and compile information regarding proposed purchases, expenditures and contracts; prepare and present oral and written justifications for budget proposals; compare expenditures against spending authority; approve transactions; develop revenue and expenditure forecasts by analyzing historical fiscal data and trends and assessing program needs.

Plan, organize and oversee agency/program accounting functions; develop, implement and revise policies and procedures related to the collection and disbursement of funds; establish and monitor internal control procedures and reporting processes; oversee the development and enhancement of automated systems used to maintain records and generate reports; prepare, review and distribute financial reports to management and external agencies; assist internal and external auditors by providing requested information.

Work collaboratively with representatives of other State agencies, federal and local jurisdictions, regulatory agencies, vendors, contractors and others in the community to coordinate activities, provide and obtain information, resolve problems, and represent the interests of management.

Analyze and resolve operating and fiscal management problems; prepare, review and evaluate a variety of materials including financial reports, budget status reports, contracts, leases and other documents in order to identify problems and trends, develop solutions, and advise management on alternative courses of action; research and interpret documentation related to assigned functions to determine applicable precedents, regulations and/or administrative guidelines.

Oversee activities related to budget, fiscal management and other assigned areas of responsibility to ensure compliance with applicable laws, regulations, policies, administrative guidelines and standards.

Oversee the preparation and maintenance of comprehensive records related to budget, accounting, fiscal management and other areas of responsibility; develop retention schedules and policies in accordance with legal requirements and State regulations.

Identify, plan, and coordinate capital improvement projects; develop project specifications; evaluate bids; present and defend project proposals and status reports; and monitor construction and repair activities.

Plan, organize and manage programs and activities in assigned areas of responsibility; develop and implement goals and objectives; review and evaluate outcomes and results; assess program effectiveness and propose enhancements to improve efficiency and effectiveness; develop innovative solutions to operational problems; train, supervise and evaluate the performance of other personnel as assigned.

Perform related duties as assigned.

Under general direction, incumbents manage some or all of the functions described in the series concept. Incumbents in this class report to a department director or assistant director, a division administrator or assistant administrator, or the director of a facility. Incumbents are responsible for programs which are moderate in number, complexity and diversity. The degree of authority to make decisions is more limited than is evidenced at the Administrative Services Officer III level. The Administrative Services Officer II class is distinguished from Administrative Services Officer I by greater complexity of work, and broader scope of responsibility.

This job specification lists the major knowledge, skills and abilities of the job and is not all inclusive. Incumbent(s) will be expected to have knowledge, skills and abilities from a previous level.

Working knowledge of:

• organizational structure and programs administered by the agency
• laws, rules and guidelines specific to assigned areas of responsibility
• State budgeting principles and practices
• accounting principles and practices
• contract preparation and management
• principles of sound business management
• supervisory and training techniques

Ability to:

• plan, organize and oversee the work of professional, technical and support staff
• train, supervise and evaluate the performance of employees working in a wide range of functional areas
• identify and prioritize program needs and organize work activities accordingly
• advise and direct management regarding fiscal issues
• plan, develop and maintain budgetary and financial reports related to business operations, revenues and expenditures, and contract reviews
• develop and implement comprehensive budgets for an agency or major program

Skill in:

• organizational planning
• budgeting
• fiscal forecasting
• contracting
• purchasing