Assistant Director Administration and Business Management (EXEMPT)

About the Department

Under the general supervision of the Director Administration & Business Management or designee, the Assistant Director, Administration & Business Management is responsible for supporting the Director in overseeing the administrative operations and business management functions of the organization. This position involves strategic planning, resource management, financial management, process improvement, and ensuring efficient and effective administrative support across the organization.

Acts on behalf of the Director Administration & Business Management in their absence.

This position requires a confidential relationship to a policymaker.

Position Duties

Provides support to the Director in managing day-to-day administrative operations.

Develops and implements administrative policies and procedures. Supports the development and execution of business strategies.

Ensures compliance with relevant regulations, policies, and standards.

Supervises administrative staff, providing guidance, training, and performance evaluations.

Provides assistance in recruitment, on-boarding, and administrative staff training.

Supports employee engagement and development initiatives, and addresses employee concerns and facilitates conflict resolution.

Oversees budgeting, financial planning, and resource allocation, including monitoring financial performance and preparing reports for senior management.

Manages accounts payable and receivable functions, conducts financial audits, and implements necessary controls to safeguard assets.

Prepares financial reports, forecasts, and analysis to support decision-making, ensures compliance with financial regulations and standards.

Monitors financial performance, identifies variances, and implements corrective actions.

Provides assistance in developing and implementing risk management strategies and monitors and addresses potential risks to the organization.

Manages and coordinates special projects as assigned by the Director, including developing project plans, timelines, and budgets, and ensuring timely completion.

Acts as a liaison between the administrative team and other organizational units, representing the department in meetings and committees.

Fosters effective communication and collaboration within the administrative team and across departments.

Performs other related duties as required.

Minimum Qualifications

Bachelor’s Degree from an accredited college or university in Business Administration or Management, Accounting, or Finance and six (6) years of progressive experience in governmental accounting, business administration, or fiscal management, including three (3) years in administrative leadership or a supervisory capacity.

Other Qualifications

FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION 
Knowledge of the principles and techniques of business, financial management, and budgetary functions.
Knowledge of governmental policies and procedures and the rules and regulations governing procurement practices and administrative processes.
Knowledge of federal and local HR laws as well as personnel rules and regulations.
Skill in customer service.
Skill in organizational development.
Skill in effective interpersonal communication.
Skill in computer operating systems and applications.
Skill in effective problem-solving and conflict resolution.
Ability to manage complex projects, lead teams, and prioritize multiple projects.
Ability to develop and adjust financial plans and policies to meet agency objectives.
Ability to analyze financial reports and administrative issues to make sound recommendations based on findings.
Ability to assign and schedule the work of a staff of accounting, clerical and supervisory personnel.
Ability to communicate effectively, both orally and in writing, including making clear presentations.
Ability to provide assistance and recommendation in the formulation of agency/departmental policies.
Ability to demonstrate professionalism and maintain confidentiality when working with Commissioner or his/her designee and department employees.
Ability to manage stress effectively while handling multiple priorities and deadlines.

FACTOR 2- SUPERVISORY CONTROLS 
Supervision is directly received from the Director Administration & Business Management. Work is performed with minimal supervision. Incumbent works independently and is expected to assume direct control with carrying out the work, setting priorities, and deadlines. Work is reviewed through meetings, conferences, reports, and consultations.

FACTOR 3- GUIDELINES 
Guidelines include the VI Code, department policies, rules, regulations, GVI procurement practices, personnel rules and regulations, personnel manuals, federal and local labor laws and regulations, collective bargaining agreements, and standard operating procedures.

FACTOR 4- COMPLEXITY 
Work involves high complexity requiring the integration of administrative, financial, and business management functions. The incumbent must balance multiple priorities, manage resources effectively, and address issues that may have significant financial or operational implications. The role also involves problem-solving and decision-making in areas where there may be no clear precedent, requiring innovative and strategic thinking. High level of discretion and confidentiality is required.

FACTOR 5- SCOPE AND EFFECT 
The purpose of the work is to provide assistance in directing and managing the department’s business operations. Decisions made by the incumbent directly affect the organization’s financial health, compliance with regulations, and the smooth operation of administrative functions. These functions significantly impact the overall effectiveness and efficiency of the organization. The position also plays a critical role in supporting the achievement of organizational goals and objectives.

FACTOR 6- PERSONAL CONTACTS 
Contacts are Commissioners, other managers and senior staff, coworkers, employees from within the department, staff, auditors, other government representatives and professionals, and vendors.

FACTOR 7- PURPOSE OF CONTACTS 
Contacts are made to advise, obtain, and exchange information, provide guidance and problem resolution, and collaborate on budgetary and personnel matters.

FACTOR 8- PHYSICAL DEMANDS 
Work is primarily sedentary but may involve occasional lifting, walking, standing, and bending. Some travel for meetings, conferences, or training may also be required.

FACTOR 9- WORK ENVIRONMENT 
Work is performed in a typical office setting, with regular interaction with staff and clients. The incumbent may be required to attend meetings and events outside of regular business hours.