This is a standard position description for use in any District of Columbia Government department, agency or office.
This position description depicts generalized duties and responsibilities required of an Administrative Officer. The incumbent is primarily responsible for carrying out administrative management work essential to the overall function and operation of an assigned department, agency, or office. These duties include budget and financial management, contract administration, human resources management, procurement, data manegemtn5r, program analysis, grants management, space management, property management, security administration, reports management, and related functions. Incumbent also promulgates policies and procedures in areas of responsibility, which seek to safeguard assets and maximize the utilization of available resources.
Duties and Responsibilities
Serves as principal advisor on the administrative management and use of financial, physical resources, contract administration, procurement, human resources management, security, reporting, and other related functions. Provides leadership in the development of goals and priorities by analyzing resource requirements and recommending approaches that will best support the goals. Specifically, the work involves:
Program and Management Analysis
Conducts a variety of studies/projects related to administrative management and initiatives. Provides critical analyses and evaluations of actual or potential effectiveness of current and/or projected program activities. Based upon the assessments made, identifies actual or potential problem areas, trends, and/or areas of significant concerns. Analyzes administrative and program management policies and practices, organizational directives, and business practices. Develops, recommends and implements policies for corrective actions, necessary to remedy deficiencies. Reviews and recommends technological and procedural changes to ensure compliance with policy and improved work processes. Participates in identifying long-range goals and program delivery objectives for inclusion in the annual work plans. Participates in the conceptualization, design, refinement, and implementation of program or office planning, development, review, and evaluation systems. Plans, develops and implements a system for obtaining and providing data required for long- range planning and projections, which is needed for evaluation of day-to-day operations. Recommends the establishment of new and/or revised policies, procedures and other documentation, as the need arises, to more effectively meet the goals and objectives. Makes recommendations to get the organization and operation in compliance.
Budget and Financial Management
Responsible for budget preparation, justification and administration. Analyzes budgetary, personnel and organizational impacts, operating plans, and FTE allocations; and provides data and analyses for multi-year budget formulation and justification. Provides critical support in budget preparation and justification. Compiles and analyzes budget data, along with adapting appropriate guidelines vital to the overall formulation of annual line item and performance-based budgets. Participates in the formulation and presentation of program budgets and supporting documents regarding financial allocations, expenditures and accountability for all federally funded grants, revenues, local funds, intra-districts and other program, fiscal and programmatic initiatives. Maintains control of expenditures and accountability of funds through obligations, apportionment and reapportionment of the object and the sub-object modification requests to the Office of the Chief Financial Officer.
Human Resources Management
Works with the various components of the human resources management offices (i.e., Classification, Recruitment, placement and Staffing, Compensation, Employee Relations, Policy, etc.). Coordinates with Department of Human Resources staff to acquire necessary guidance, advice, and service, as required. Reviews all personnel actions for accuracy, completeness and compliance with personnel policies and procedures e.g., Merit Promotion Procedures, and Collective Bargaining Unit Agreements. Ensures that all personnel documents have proper supporting documents, codes, series, grade, and position control number prior to affixing signature. Responsible for the maintenance of appropriate records of staffing needs, ensuring that necessary personnel actions are correctly prepared. Maintains a current list of all encumbered and vacant positions within the department, agency or office.
Contract Administration/Procurement
Monitors and oversees procurement activities utilizing the Procurement Automated Support System (PASS). Reviews and approves purchase order to effect the acquisition of supplies and services required for operation. Monitors the procurement of equipment, supplies and incidental labor tasks, and ensures compliance with applicable regulations. Advises management on services contracts, inter-agency agreements, and cooperative arrangements with other departments/agencies/offices, and private organizations. Responsible for obtaining program supplies, procurements, and services in the most cost- efficient manner. Monitors program procurements, blanket purchase orders, credit card funds, employee number, and other obligating and funding documents. Executes contracts and agreements which include the preparation of Requests for Proposals; the valuation of proposals; the preparation and negotiation of contracts and the selection of contractors. Negotiates and/or prepares short term contracts, within the discretion allowed by District of Columbia purchase contracting regulations for such services. This also includes selective procurement of appropriate services from competitive vendors and/or service providers.
Miscellaneous Administrative Work
Distributes, interprets, and establishes policies and procedures for staff to follow in securing program administrative services, including submission of proper documents for travel and procurement of supplies and equipment, moves, maintenance of facilities, printing requests, repair of equipment installation of telephones, etc. Initiates the writing of operational policies and procedures and assists in reviewing and facilitating grant applications, in accordance with policies, procedures, and federal guidelines. Coordinates with facility management to repairs, alter or move facilities throughout D.C. Government services or with outside vendors. Writes and edits material as requested, designed to report on and interpret information on a variety of subjects in the form of speeches, articles or reports, Writes operational policies and procedures, and assists in reviewing and facilitating grant applications, in accordance with policies, procedures and in accordance with Federal Guidelines. Performs other related duties as assigned.
Qualifications/Education
Specialized experience is experience which is directly related to the position and has equipped the individual with the knowledge, skills, and abilities to successfully perform the duties of the position. To be creditable, the incumbent must possess at least one (1) year of specialized experience equivalent to the next lower grade level in the normal line of progression.
Working Conditions/Environment
Worked is performed in a typical office setting.
Licenses and Certifications
None
Other Significant Facts
Tour of Duty: Monday - Friday; 8:15 a.m. – 4:45 p.m.
Pay Plan, Series and Grade: CS-0341-13
Promotional Potential: None
Collective Bargaining Unit: (Union): This position is not in a collective bargaining unit.
Position Designation(s): This job is classified as “Protection” sensitive” due to the position's duties and responsibilities. Protection sensitive positions are positions that are not safety sensitive positions, but that include duties or responsibilities that involve caring for patients or other vulnerable persons.
The District of Columbia government maintains a drug free work environment policy. All District employees are subject to post-accident/incident and reasonable suspicion drug and alcohol testing.
EEO Statement: The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard race, color, sex, religion, national origin, age, disability, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, matriculation, political affiliation, credit information, homeless status, and/or victims or family members of victims of domestic violence, sexual offense or stalking.