Administrative Services Officer 3

State of Nevada•Carson City, NV

4d•Onsite

About The Position

The Nevada Department of Education is seeking to fill an Administrative Services Officer 3 in Carson City. The incumbent is responsible for managing, executing, and monitoring federal cash draws through the applicable federal system (G5/G6) to ensure compliance with the Cash Management Improvement Act. The incumbent is responsible for lifecycle analysis, which includes tracking, analyzing, and reconciling federal grant budgets and actual expenditures across multiple fiscal years, as well as monitoring performance periods, carry-over funds, and liquidation deadlines. Additionally, the role requires performing comprehensive budget reconciliation to compare federally approved grant budgets against legislatively approved budgets and actual expense reports, resolving any funding alignment discrepancies. Further duties include grant coordination by managing the authorization to apply for new federal grants using the department's "decision tree" and facilitating collaboration to develop application packages and appropriate budgets. The position must also ensure policy compliance by maintaining business rules, policies, and procedures that align with federal and state requirements, preparing revisions, and distributing updates agency-wide. Finally, the incumbent oversees the Office of Division Compliance to ensure accurate preparation of required reports (such as the Class Size Reduction reports), conduct subrecipient monitoring, provide technical assistance, and approve school calendars, while providing direct and indirect supervision to staff within the office. Administrative Services Officers function as business managers for a department, large division or 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. 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 supervisor's approval. Incumbents have a broad scope of responsibilities, and the consequence of an error in decisions is high. The Administrative Services Officer III is distinguished from the Administrative Services Officer II level by greater autonomy in decision-making, consequence of error, and the number and complexity of programs which the department or division administers.

Requirements

Bachelor's degree from an accredited college or university in business administration, accounting, finance or related field and five years of professional experience including two years of responsibility for two or more major business operations such as grants administration, contract and lease administration, purchasing and warehouse operations, human resources, Information Technology, or facilities maintenance and construction; and three years of experience formulating, developing and analyzing agency budgets; and fiscal management, one year of which was equivalent to an Administrative Services Officer II in Nevada State service; OR an equivalent combination of education and experience as described above.
General knowledge of organization and functions of State agencies; State administrative rules, statutes and guidelines.
Working knowledge of the agency mission, programs, operations, policies and objectives.
Ability to present reports, defend the agency budget, and provide information and justifications to the legislature as requested.
Ability to research and analyze data impacting an agency's major business functions.
Ability to establish short- and long-range goals consistent with the mission and business needs of the agency.
Ability to apply principles of financial management to large and diversified budgets and programs.
Ability to develop corrective action plans consistent with applicable agency policies, legal requirements and legislative directives.
Skill in planning, developing and monitoring diverse programs and business operations.
Skill in developing clear objectives consistent with departmental and State goals.
Skill in principles and techniques used in planning, organizing, developing and administering comprehensive programs which are subject to unprecedented circumstances.
Skill in government administrative processes including budgeting, internal control procedures, policy development, planning, problem solving, and management analysis.

Responsibilities

Manage, execute, and monitor federal cash draws through the applicable federal system (G5/G6) to ensure compliance with the Cash Management Improvement Act.
Perform lifecycle analysis, including tracking, analyzing, and reconciling federal grant budgets and actual expenditures across multiple fiscal years, monitoring performance periods, carry-over funds, and liquidation deadlines.
Perform comprehensive budget reconciliation to compare federally approved grant budgets against legislatively approved budgets and actual expense reports, resolving any funding alignment discrepancies.
Coordinate grants by managing the authorization to apply for new federal grants using the department's "decision tree" and facilitating collaboration to develop application packages and appropriate budgets.
Ensure policy compliance by maintaining business rules, policies, and procedures that align with federal and state requirements, preparing revisions, and distributing updates agency-wide.
Oversee the Office of Division Compliance to ensure accurate preparation of required reports (such as the Class Size Reduction reports), conduct subrecipient monitoring, provide technical assistance, and approve school calendars.
Provide direct and indirect supervision to staff within the office.
Formulate, develop and monitor comprehensive agency and/or program budgets; research and compile information regarding proposed purchases, expenditures and contracts; prepare and present oral and written justifications for budget proposals; compare expenditures against spending authority; approve transactions; develop 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.