Classified/Competitive 
Class Code Pay Plan Class Title Eff.Date
0096  MP - 72 CHIEF OF FISCAL/ADMINISTRATIVE SERVICES 2  Feb 11, 2011
PURPOSE OF CLASS:
In a centralized State agency this class is accountable for administering the fiscal and administrative programs and operations of the agency.
GUIDELINES FOR CLASS USE:
This is an administrative level class which has accountability for a major portion of the agency, including all of the agency's fiscal and administrative functions, programs and operations. This class meets the following criteria:
1.
administers twelve (12) or more fiscal/administrative functions for the entire agency (e.g., accounting, accounts examining, budget management, grant administration, personnel, purchasing) at least two (2) of which must be an accounting and budgeting function;*
2.
fiscal responsibility of $250 million or more;
AND
3.
directly supervises professional full-time staff of twenty-five or more.
SUPERVISION RECEIVED:
Receives administrative direction from a Commissioner, Deputy Commissioner, appointed executive, or other administrative official of higher grade.
SUPERVISION EXERCISED:
Administers the programs and operations of a major fiscal or fiscal/administrative services division; directs all staff.
EXAMPLES OF DUTIES:
Administers the staff and operations of the fiscal management functions including budget preparation and management, accounting, and financial reporting and analysis; develops, implements and evaluates policies, goals and objectives; designs and develops programs and activities; implements new procedures and procedural revisions; acts as liaison both internally within the State and externally; determines appropriate staffing levels and directs the management and coordination of staff; designs and implements performance review standards for division staff; maintains contacts with individuals within and outside of the division who might impact on policy or program activities; directs financial planning activities including long and short-term forecasting; assists EDP experts in the planning and implementation of financial aspects of EDP systems; utilizes EDP systems for financial analyses; prepares programmatic fiscal/administrative analysis and impact statements on proposed regulations and legislation; may direct a program of internal and/or external audit. In addition to directing fiscal/administrative functions, may direct support services such as maintenance, duplicating services, switchboard, mailroom, food services, security, and housekeeping; performs related duties as required.
MINIMUM QUALIFICATIONS REQUIRED
KNOWLEDGE, SKILL AND ABILITY:
Considerable knowledge of and ability to apply management principles and techniques; considerable knowledge of and ability to apply relevant State and Federal laws, statutes and regulations; considerable knowledge of and ability to apply principles and practices of public administration with special references to governmental budget management and governmental accounting; considerable knowledge of the principles and procedures of personnel, payroll, purchasing, grant administration and contract administration; considerable interpersonal skills; considerable oral and written communication skills; considerable ability in the preparation and analysis of financial and statistical reports; ability to utilize EDP systems for financial management.
EXPERIENCE AND TRAINING:
General Experience:
Ten (10) years of experience in a combination of fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grants administration, personnel, payroll, purchasing) at least one (l) of which must be an accounting or budgeting function.*
Special Experience:
One (1) year of the general experience must be at a managerial level. For State employees this is the level of Fiscal/Administrative Manager.
Substitutions Allowed:
1.
College training may be substituted for the General Experience on the basis of fifteen (l5) semester hours equalling one-half (1/2) year of experience to a maximum of four (4) years for a Bachelor's degree.
2.
A Master's degree in Public Administration, Business Administration, or Accounting may be substituted for one (1) additional year of the General Experience.
*Descriptions of these fiscal/administrative functions are attached.

This replaces the existing specification for the same class in Salary Group MP 72 approved effective September 23, 1996. (Revised to modify Organizational Level)

0096A 2/10/11 cm
CC Final#  Occup. Group Bargaining Unit EEO
0096  1640  (04)-Business Management
(02)-MANAGERIAL
(1)-Officials And Administrators

ADDENDUM TO FISCAL/ADMINISTRATIVE SERIES
FISCAL AND ADMINISTRATIVE FUNCTIONS

Distinction will be made between accountability for and participation in these functions. Fiscal/administrative supervisors, managers and chiefs must be accountable for (or supervise) the function if it is to be considered under the Guidelines for Class Use. The descriptions of each functional heading are not meant to be all inclusive. Their purpose is to provide a sampling of tasks in each functional area.

Those areas with an asterisk [*] must consume a significant amount of professional staff hours to be considered additional functions under the Guidelines. As a rule of thumb a significant amount of time will be considered a minimum of ten percent of total professional staff time or supervision of one full time professional position, whichever is smaller.
1.
BUDGETING

Accountability or budget preparation and management for agency or facility; at higher levels includes participation in planning and policy decisions.
2.
GENERAL FUND APPROPRIATION ACCOUNTING

Supervision of the agency's or facility's general fund accounting. Includes: maintenance of accounts (EDP or manual); Comptroller reconciliations; internal reconciliations; subsidiary accounts; payment lists; financial statements and reports; petty cash.
3.
GRANT ADMINISTRATION (a & b are separate functions)

a. GRANT ACCOUNTING*

Supervision of the maintenance of accounting records, reconciliations, financial statements for grant funds, etc.

b. GRANT MONITORING* (non-programmatic)

Accountable for monitoring (or supervising monitoring) of grantees to ensure that funds are accounted for and expended properly. This can include pre- or post-audit of payments, review and analysis of budgets and financial statements, review of accounting procedures. It may include field work such as assistance with setting up financial records and may include (or consist mainly of) auditing grantees.
4.
OTHER ACCOUNTING FUNCTIONS*

Accountability for or supervision of any additional professional accounting or accounts examining work which may be unique to an agency.
5.
PURCHASING/STORES/INVENTORY

Accountability for and/or supervision of these areas combined will generally be considered one (1) function. The exception is a warehouse operation employing at least three (3) full-time (or part-time equivalent) positions, which may be considered one (1) additional function.
6.
CONTRACT ADMINISTRATION

Accountability for and /or supervision of contract preparation and monitoring.
7.
PERSONNEL

Accountability for and/or supervision of the agency or facility personnel function. This includes recruitment, personnel records, classification issues, grievances and other labor relations issues, worker's compensation, career and benefits counseling.
8.
AFFIRMATIVE ACTION*

Accountability for supervision of preparation of agency or facility goals, affirmative action recruitment, reporting, counseling, and other aspects of implementation of affirmative action goals.
9.
PAYROLL

Supervision of the payroll function.
10.
SUPPORT SERVICES

Each additional support service supervised (e.g., laundry, security, maintenance, switchboard, food service) having a minimum of three (3) full-time positions or part-time equivalent) or taking a minimum of 10% of total fiscal/administrative staff time can be considered one (1) additional function.
11.
DATA PROCESSING*

Supervision of a data processing operation including professional data processing staff (i.e., Computer Programmer 1 or above).