JOB TITLE: DIRECTOR, BUREAU OF ADMINISTRATION, DDAP

JOB CODE: 38130

DEFINITION: This is highly responsible professional and administrative work directing the Bureau of Administration in the Department of Drug and Alcohol Programs (DDAP).

The employee in this job serves as the agency Chief Financial Officer and develops and implements policies related to the disbursement of funds for the statewide delivery of prevention, intervention, and treatment-related services for substance use and problem gambling disorders. Work involves developing the department’s budget, directing fiduciary management of grants and contracts, and performing related administrative work. Work includes developing and revising policies related to all agency audit functions and ensuring compliance with all state and federal block and specialty grant submission, management, and reporting requirements. Work also includes monitoring contracting processes to ensure compliance with Commonwealth policies, budget guidelines, and department priorities. Supervision is exercised over professional staff. Work is performed independently under the general direction of the Deputy Secretary, DDAP who reviews work through routine consultations and reports.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Serves as Chief Financial Officer for the agency, including serving as liaison to state and federal granting agencies, and ensures timely and accurate submission of state and federal grant applications.

• Oversees the development and management of the department’s budget and re-budget to effectively and accurately use all state and federal appropriations in compliance with Commonwealth and department policies, priorities, and other appropriation requirements.

• Oversees the development and implementation of fiscal and programmatic policies, procedures, and standards to ensure compliance with federal and state regulations pertaining to substance use and problem gambling.

• Directs the development and maintenance of the department’s budget manual, fiscal and financial procedures for appropriations, and other processes to control and implement federal grant applications and awards.

• Makes budget projections and adjustment recommendations to department executives based on the analysis of financial and programmatic data and monitoring of state expenditures.

• Directs department audits and related functions, including developing policies and procedures for the review of sub-recipient audits, and coordinating the department’s participation in and responses to all federal or state audits.

• Establishes policies pertaining to the preparation, review, and approval of all contracts and contract documents to ensure compliance with Commonwealth policies, budget guidelines, and department priorities.

• Directs the development, negotiation, administration, and evaluation of contracts.

• Provides recommendations to leadership on the fiscal and programmatic impact of proposed federal and state legislation and regulation.

• Coordinates the department’s human resource functions and the procurement and implementation of information technology resources such as personal computers and printers.

• Performs the full range of supervisory duties.

• The employee in this job may participate in the performance of subordinates’ work consistent with operational and organizational requirements.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of the principles and practices of budgeting and fiscal management.

• Knowledge of the principles and practices of procurement and contracting.

• Knowledge of the methods and techniques used in conducting research and data analysis.

• Knowledge of the principles and practices of policy and program planning and development.

• Knowledge of the principles and practices of employee supervision.

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Ability to read, analyze, interpret, and apply legislation, regulations, policies, and procedures.

• Ability to apply mathematical and analytical concepts.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to establish and maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• Six years of professional budgeting or fiscal management experience that includes three years in a supervisory capacity, and a bachelor’s degree;

or

• An equivalent combination of experience and training that includes three years of professional supervisory budgeting or fiscal management experience.