ADMINISTRATIVE SERVICES MANAGER

Date: Jun 21, 2024

Req ID: 40749

Location:

Little Rock, AR, US, 72202

Category: ADWS - REHABILITATION SERVICES

Anticipated Starting Salary: 56,038.94

Position Summary

The Administrative Services Manager is primarily responsible for the direct supervision of accounts payable employees within ARS. This position is governed by Generally Accepted Accounting Principles, state and federal laws and agency policy.

Education and Professional Work Experience

Minimum Qualifications

The formal education equivalent of a bachelor’s degree in business administration, public administration, or a related area; plus, five years of experience in human resources, budgeting, or a related field, including two years in a supervisory or leadership capacity.

Preferred Qualification

Experience with computers and computer software such as Microsoft Office (Outlook, Excel, and Word). Experience with AASIS Software or SAP-based software preferred. Experience in state agency Accounts Payable and Accounts Receivable.

Preferred Knowledge, Skills, and Abilities

• Knowledge of Generally Accepted Accounting Principles (GAAP).

• Knowledge of manual and automated accounting systems.

• Knowledge of supervisory practices and techniques.

• Ability to supervise a subordinate professional, para-professional, and administrative support staff engaged in accounting activities.

• Ability to interpret and apply the provisions of laws, rules, and policies to accounting transactions.

• Ability to analyze financial information and prepare reports.

• Ability to provide guidance and technical assistance to management, staff, and the public regarding accounting operations.

• Ability to monitor and evaluate the effectiveness of accounting systems and controls, identify problems, and devise corrective actions.

  Knowledge, Skills, and Abilities

• Knowledge of organizational and human resources management.

• Knowledge of state personnel, purchasing, and budget guidelines.

• Knowledge of computer systems and applications.

• Ability to plan, organize, and oversee the work of subordinates.

• Ability to adapt to constantly shifting priorities in managing a wide range of projects.

• Ability to demonstrate excellent interpersonal skills.

• Ability to provide administrative support to a diverse functional area.

  Job Responsibilities and Expected Results

• Provide general supervision to a subordinate administrative support staff engaged in accounting activities by assigning and prioritizing work assignments, providing instructions, reviewing work performed, and evaluating employee performance.

• Monitor expenditures, internal controls, procedures, and compliance issues for accounts payable and accounts receivable.

• Ensure all P-card, T-card, WEX and all invoices have proper receipts and documentation attached before being presented for payment.

• Train and support accounts payable and accounts receivable personnel in all aspects of the state accounting system (AASIS).

• Provide monthly reporting on mileage and other travel expenditures for the agency to the CFO.

• Analyze and review compiled data of departmental accounts for accuracy of posted entries.

• Enter/review expenditure transactions into AASIS payment system, accurately coding for general ledger, cost center and internal order information.

• Oversee accounts receivable for the Agency including overseeing invoicing and collection of accounts receivable due the Agency.

• Verify accuracy of payment documents to comply with Federal and State audit requirements.

• Receive new vendor information and submit review documents to the Office of State Procurement.

• Interface with agency personnel to clarify questions regarding operational and travel payment documents.

• Research operational and travel expenditure discrepancies and questions by utilizing the AASIS system.

• Organize and maintain electronic and manual routing reports of payment documents for proper approvals and processing.

• Oversee P-card, T-card expenditures and verify they are coded correctly in Bank of America before downloaded to AASIS.

• Create desk reference to be placed on sharepoint.

• Provide shared services as needed.

• Perform other duties as assigned.

Position Information

Class Code: G076C

Grade: GS10

FLSA Status: EXEMPT

Salary Range: $56,039.00 - $81,257.00

Summary

The Administrative Services Manager is responsible for planning, organizing, and directing the activities of the administrative services division of an agency. This position is governed by state and federal laws and agency/institution policy.

Functions

Directs the activities of an administrative support staff by interviewing applicants, hiring, terminating incumbents, assigning and reviewing work, training, and evaluating the performance of incumbents. Prepares and manages budges to meet the fiscal goals for capital, performs financial and staffing analysis, and coordinates reconciliation of accounts and budget reporting requirements. Oversees purchasing and human resources functions. Participates in the establishment of overall administrative and operating standards for department to include setting goals and objectives and directing workflow procedures. Identifies, coordinates, and implements numerous projects/programs to improve the quality and cost-effectiveness of operations and service. Identifies service and operational problems and issues and provides project management support, to identify, research, develop, and implement solutions, and provides support and advice to management. Performs other duties as assigned.

Dimensions

None

Knowledge, Skills and Abilities

Knowledge of organizational and human resources management. Knowledge of state personnel, purchasing, and budget guidelines. Knowledge of computer systems and applications. Ability to plan, organize, and oversee the work of subordinates. Ability to adapt to constantly shifting priorities in managing a wide-range of projects. Ability to demonstrate excellent interpersonal skills. Ability to provide administrative support to a diverse functional area.

Minimum Qualifications

The formal education equivalent of a bachelor's degree in business administration, public administration, or a related area; plus five years of experience in human resources, budgeting, or a related field, including two years in a supervisory or leadership capacity. Additional requirements determined by the agency for recruiting purposes require review and approval by the Office of Personnel Management. OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.

Licenses

None

Nearest Major Market:Little Rock