Deputy Director, Office of Administration, Allegheny County                                           L0232

Definition:

This is highly responsible administrative work directing the major staff services of the Allegheny County Department of Human Services (DHS).  

The employee in this class is responsible for Directing the Human Resources, Financial Management, Budget and Compliance, Auditing, and Facilities Management functions of the Allegheny County Department of Human Services. 

Responsibilities include directing the preparation, monitoring & control of budgets for County, State, Federal and other funding sources, and approving expenditures; directing the review of all proposed contracts, amendments and modifications to ensure that they are in compliance with County, State and Federal regulations; directing the development and oversight of the Department's Human Resources programs, including classification, payroll, benefits administration, training and affirmative action. 

Work also involves directing the Department processes and procedures for inventory control, records management, office management, facility management, grants management, long term financial planning, and management fiscal reports.  An important aspect of this position is the responsibility for coordinating all Division of Administration functions with the other Human Services Divisions, the Salary Board and with the Commonwealth's Department's of Public Welfare, Aging, Health (Drug and Alcohol), and the State Civil Service Commission in carrying out administrative functions.  Work is performed with a high degree of independence and is subject to ongoing review of the Director of Human Services for program effectiveness.

Examples of Work:

Directs the Human Resources, Financial Management, Budget and Compliance, Auditing, and Facilities Management functions of the Allegheny County Department of Human Services.

Directs the preparation, processing and distribution of bi-weekly personnel paychecks, payroll and benefits information for all of the Divisions within the Allegheny County Department of Human Services.

Directs the financial reviews of service providers doing business with Allegheny County DHS to ensure that they are contractually in compliance; directs the review of all proposed contracts, amendments and modifications prior to submission to the Director for signature; evaluates the viability of all contracts.

Directs the development and oversight of the Department’s Staff Implementation Plan, which includes, but is not limited to, designing organization charts, making staff allocations, assigning priorities in hiring, and developing new positions when required.

Directs the development and implementation of a consistent Department-wide staff evaluation program  and the continual updating of performance evaluation ntraining for all rating officials; directs the establishment of mechanisms to be utilized by the personnel staff to ensure that the evaluation system is managed in compliance with existing County, State and Federal regulations and procedures.

Directs the Department's procedures for complying with all applicable Affirmative Action and Equal Employment Opportunity laws and regulations, including the Americans with Disabilities Act of 1990; directs the submission of all required EEO reports and the conducting of all investigating where discrimination is alleged; directs the response to complaints filed by Allegheny DHS employees with the Pennsylvania Human Relations Commission, the State Civil Service Commission or the U.S. Equal Opportunity Commission; directs the handling of union grievances and other contract related matters.

Directs the review and monitoring of fiscal and accounting operations of all Allegheny County DHS contracted agencies to ensure that procedures are in compliance with all applicable Federal, State and County requirements.

Oversees the development of fiscal and budget forecasting, indirect cost allocation plans and cost settlements, and monitoring of contracts for compliance.

Designates (or oversees) the development, implementation and evaluation of training programs designed to assist agency professional, support staff, and clients; approves the assessment of training needs for staff development and the implementation of training programs designed to meet the identified needs of staff.

Develops administrative policies and procedures for the Department.

Directs the review and monitoring of purchase requisitions, other expenditures, accounts payable, accounts receivable, and miscellaneous vouchers that are processed for contracted and related services.

Directs the preparation and submittal of monthly, quarterly, semiannual and annual budget and expenditure reports to County, State and Federal agencies.

Directs the maintenance, layout, and security requirements of all of the DHS facilities.

Directs the Department's processes and procedures for inventory control, records management, office management, facility management, grants management, long range financial planning, and management fiscal reports.

Meets with various high level County, State and Federal government officials, representatives from public and private agencies, private auditing firms and other interested parties.

Coordinates all Office of Administration internal functions with DHS Bureaus of Human Resources, Financial Management, Budget & Compliance, Audits, Facilities, and the Offices of CY&FS, MH/MR/DA/HH, Behavioral Health and collaborates with external offices including the County Controller, Health Department, Area Agency on Aging, County Human Resources Department, Salary Board and with the State DPW and CSC in carrying out administration functions.

Required Knowledges, Skills, and Abilities:

Knowledge of the principles and practices of public administration.

Knowledge of modern office management methods.

Knowledge of the principles of governmental accounting, budgeting, personnel, statistics, and procurement.

Ability to exercise effective administrative and technical supervision over a large organization.

Ability to develop and install highly complex and large-scale administrative procedures and operations and to evaluate their efficiency and effectiveness.

Ability to exercise judgment and discretion in developing, applying and interpreting policies and procedures.

Ability to speak and write effectively.

Ability to establish and maintain effective working relationships with other

administrative officials and the general public.

Minimum Experience and Training:

Seven years of professional experience in the field of budget and finance, personnel, or administration, including five years in an administrative capacity in a social services or governmental program agency, and a master’s degree;

or

Any equivalent combination of experience and training.

Commonwealth Equivalent PSG ST11