Administrative Services Officer

Overview

The Director of the Office of Fiscal Operations (OFO) provides executive leadership for NDE’s Accounting, Budget, and Contracts units and reports to the Deputy Superintendent. This role ensures the department’s fiscal integrity through agency budget development and oversight, federal grant management, and the administration of all contracts and leases. The Director leads staff in maintaining accurate fiscal operations, including timely approval of CETS contracts and OIT purchase orders, reconciliation of grant expenditures, and prevention of stale claims or service disruptions.

Responsibilities also include optimizing financial systems such as Advantage 4.0, NEBS, CETS, and EPro; implementing structured approaches to deadline and workload management; resolving complex fiscal issues through root cause analysis; maintaining internal controls and audit compliance; and representing the department at executive meetings. The position requires strong independent judgment, professional communication, and the ability to proactively escalate complex issues with data-driven recommendations.

The 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.

Responsibilities include formulating, developing and monitoring comprehensive agency and/or program budgets; researching and compiling information regarding proposed purchases, expenditures and contracts; preparing and presenting oral and written justifications for budget proposals; comparing expenditures against spending authority; approving transactions; and developing 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 administrative direction, incumbents manage some or all of the functions described in the series concept. Incumbents report to a department director or the administrator of a large division which has complex and diverse programs offered at numerous locations in the State. They have a high degree of authority to make and implement independent decisions not requiring the…