ASSISTANT DIRECTOR FOR ADMINISTRATIVE SERVICES

State of careers Rhode Island; United States; On-site; USD 131,000 - 150,000; Full time

Job summary

State of Rhode Island Department of Administration is seeking an Assistant Director for Administrative Services (Non-Union Executive Branch) to lead an expanding set of administrative programs and procurement initiatives in a complex public sector environment.

The role reports to the State Purchasing Agent and emphasizes data-driven policy development, legislative drafting support, and collaboration with legal and executive offices.

Qualifications

• Thorough knowledge of the principles, practices, and techniques of public administration.
• Extensive skills in writing and public speaking.
• Ability to establish and maintain effective working relationships with superiors, subordinates, and the public.
• Working knowledge of administering regulatory statutes and related laws.
• Ability to coordinate activities of staff across divisions.

Responsibilities

• Relieve a director of administrative tasks and represent them in contacts with state and federal agencies.
• Plan, coordinate, implement and control administrative support programs for the department.
• Develop and maintain liaison with divisions, other state agencies, the General Assembly, and private sector enterprises.
• Attend meetings with officials and stakeholders to advance department goals.
• Apply innovative management practices to the operation of the organization.
• Direct analyses of programs, resources and costs to improve efficiency.

Skills

Public administration knowledge

Public speaking

Writing

Relationship building

Analytical thinking

Education

Bachelor’s Degree in public administration or business administration

Job description

Department

Department of Administration

Division

Project/Program Management

Salary

$131,188.00 - $150,262.00

Job Profile

JC-02507100-99 - Assistant Director for Administrative Services (Non-Union Executive Branch)

Scheduled Work Days & Work Hours

Assistant Director for Administrative Services is a new position within the Division of Purchases that is intended to work under the direction of executive-level Division leadership. This position will report to the State Purchasing Agent and will be assigned special projects as deemed appropriate based on current and/or emerging Division needs. Due to the nature of the assigned duties, tasks, and responsibilities, a J.D. (Juris Doctor) is preferred and should be specified in candidate applications.

The Assistant Director for Administrative Services will be primarily responsible for assisting executive Division leadership in researching, drafting, and implementing strategic decisions and/or plans for the Division of Purchases; reviewing, revising, and/or updating procurement statutes and regulations in accordance with applicable procedures and the Administrative Procedures Act to align with current practices, evolving technology, and general industry changes within the public procurement field; and composing as well as tracking legislation and preparing draft position letters for review and signature by the State Purchasing Agent.

The position is expected to successfully initiate, coordinate, direct and/or complete projects as assigned including the development of new processes and procedures based on data-driven analysis. This may include working in concert with the Department of Administration leadership, including the Legal Services Division and the Director’s Office, on escalated matters concerning procurement. This position will also assist and/or take the lead as directed in internal and external policy creation/development and related implementation. Travel may be requested, including attendance at out-of-state conferences and/or trainings where directed.

This position requires significant analytical and presentation skills, experience with convening stakeholders, and working with subject matter experts to drive consensus around policy and decisions. Additional requirements include experience in public administration and law, public policy, as well as a working knowledge of public sector procurement and contracting. The successful candidate must be effective at building relationships and possess strong critical thinking as well as problem solving skills with the ability to analyze complex situations, evaluate options and implement solutions.

Recognizing the multiple demands, high volume of work, and critical deadlines associated with the Division of Purchases, this position is frequently required to work longer than standard hours to adequately support all duties and responsibilities. Adherence to all applicable procurement statutes and regulations, including the Code of Ethics and Professional Behavior, is required for all Division of Purchases personnel.

Job Requisition Number

JR104186 ASSISTANT DIRECTOR FOR ADMINISTRATIVE SERVICES (Open)

Pay Grade

C00143 A

Classification

Assistant Director for Administrative Services

Class Definition

GENERAL STATEMENT OF DUTIES: To responsible for the development and implementation of a comprehensive administrative services program; to ensure the effective and efficient achievement of departmental policies, goals and objectives; to ensure that resources are utilized in conformance with state and federal laws, rules and regulations; to serve as a liaison with various state and federal departments, local municipalities and groups on matters pertaining to the department’s programs; to be responsible for special project development; and to do related work as required.

SUPERVISION RECEIVED: Works under the administrative direction of one or more department directors with wide latitude for the exercise of initiative and independent judgment in developing and executing agency programs and services; work is reviewed through written reports and conferences for proficiency and conformance to departmental policies, rules, regulations, provisions of law and professional standards.

SUPERVISION EXERCISED: Plans, coordinates, supervises and reviews, professional, technical and other staff engaged in program activities.

ILLUSTRATIVE EXAMPLES OF WORK PERFORMED:

• To serve in a highly responsible capacity to a director or directors by relieving him/her of certain administrative tasks; to represent a director or directors in contacts with state and federal governmental agencies, local municipalities and groups on matters pertaining to the department’s programs; to be responsible for special project development.
• To perform responsible administrative and supervisory work assisting a director or directors in planning, coordinating, implementing and controlling a department’s various administrative support programs.
• To be responsible for developing and maintaining a continuous coordinated effort and liaison with and between the various divisions of the department, other state agencies, the General Assembly, congressional offices and concerned private sector enterprises.
• To provide information of a professional nature to state officials, the public media or interested parties in accordance with the established policies of a director or directors;
• To be responsible for assisting in the overall administration of the planning, development and implementation of operational functions; or to have the assigned responsibility for assisting in the overall administration of a program of substantially comparable complexity.
• To attend meetings and conferences involving federal, state and local officials, professionals and the public; as required, to represent a department or departments at such meetings or conferences.
• To apply innovative and emerging methods, technologies and management practices to the operation of the organization and/or programs.
• To direct analyses of programs, services, resources and costs and benefits to increase the efficiency and effectiveness of programs.
• To be responsible for the development of short and long-term goals and objectives, management plans and operating plans and to oversee their implementation and evaluation.
• To assure the programs and services of the division/divisions conform with federal and state laws and other regulations and requirements, and within the overall mission and goals of the department.
• To periodically consult or confer with organized labor, civic groups and intra and interagency representatives to assess and recommend changes in programs, services, goals and objectives, as required.
• To administer, coordinate and direct the work of a staff engaged in a comprehensive program designed to assure external civil rights compliance in all aspects of a department’s federal programs.
• To provide effective and informative reports; to prepare communications and communicate regularly with departmental and program staff, and with others as required.
• To do related work as required.

REQUIRED QUALIFICATIONS FOR APPOINTMENT:

KNOWLEDGES, SKILLS AND CAPACITIES: A thorough knowledge of the principles, practices and techniques of public administration; a thorough knowledge of operations of the program or service area and the ability to utilize this knowledge in promoting effective and efficient programs and services; a working knowledge of the methods and techniques of administering and enforcing regulatory statutes; a working knowledge of the principles, practices and techniques of civil rights programs and the ability to apply this knowledge to the problems of realizing equal opportunity in a state department’s federal programs, a working knowledge of federal and state laws as they relate to equal opportunity; extensive skills in writing and public speaking; the ability to establish and maintain effective working relationships with superiors, subordinates, associates, government officials, and the public; the ability to coordinate the activities of a staff engaged in providing various administrative support services; and related capacities and abilities.

EDUCATION AND EXPERIENCE:

Education: Such as may have been gained through: possession of a Bachelor’s Degree in public administration, business administration, or a closely related field; and

Experience: Such as may have been gained through: extensive employment in a highly responsible administrative position involving various administrative support services.

Or, any combination of education and experience that shall be substantially equivalent to the above education and experience.

Supplemental Information

GENERAL STATEMENT OF DUTIES: To responsible for the development and implementation of a comprehensive administrative services program; to ensure the effective and efficient achievement of departmental policies, goals and objectives; to ensure that resources are utilized in conformance with state and federal laws, rules and regulations; to serve as a liaison with various state and federal departments, local municipalities and groups on matters pertaining to the department’s programs; to be responsible for special project development; and to do related work as required. SUPERVISION RECEIVED: Works under the administrative direction of one or more department directors with wide latitude for the exercise of initiative and independent judgment in developing and executing agency programs and services; work is reviewed through written reports and conferences for proficiency and conformance to departmental policies, rules, regulations, provisions of law and professional standards. SUPERVISION EXERCISED: Plans, coordinates, supervises and reviews, professional, technical and other staff engaged in program activities.

Benefits

For information regarding thebenefits available to State of RhodeIsland employees, please visit the Office of Employee Benefits’ website at http://www.employeebenefits.ri.gov/.

Also, be advised thata new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.