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Child and Family Services Agency
 

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Operations Supervisor

Friday, February 26, 2016

Grade: 13

Salary Range: $84,136.00 - $117,789.00 

Job Summary 

Serves as the Operations Supervisor, in the Chief Administrative Office Administration (CAOA), in the Office of the Deputy Director for Administration (ODDA), Child and Family Services Agency (CFSA), primarily responsible for a variety of overall administrative matters related to CFSA business initiatives for the CAOA and ODDA. 

  • Performs the full range of supervisory functions, to include distribution of work assignments, prioritization, time management, counseling, the establishment of performance measures and annual evaluations.  Supervises unit’s personnel including in the office of the Director performing support to the CAOA, ODDA and agency.
  • Serves as the Agency Program Coordinator (APC) for the purchase card and travel card programs and interacts with the District’s Office of Contracts and Procurement. Prepares, reconciles, and submits monthly reports; delivers bi-annual training to CFSA employees. Coordinates/delegates PASS purchase orders and PASS receipts.  Processes invoice payments in PASS and prepares applicant and rescission documentation as necessary; completes participant grids and identifies funding sources.
  • Facilitates agency customer services strategy and works with various organizations to achieve performance standards aligned with District goals.
  • Coordinates telecommunication, procurement, purchasing, and budget functions for ODDA including developing monthly variance and projection reports.
  • Reviews receipts to ensure that applicable authorizations are in place.  Monitors vendor selections to ensure that they are properly used.  Provides reporting information to the Agency Review Team (ART) and participates as an active a member.  As an ART member, reviews purchase card and travel card transactions to determine thoroughness of reporting, appropriateness of transaction, necessity of transactions; compliance with minority spending and small purchases guidelines, necessity of corrective actions, if any and/or appropriate corrective action.
  • Oversees CFSA Language Access program to ensure compliance with District Office of Human Rights requirements and agency goals for serving all populations.
  • Assists the Chief Administrative Officer (CAO) with responsibilities related to Administration’s role on various functions to include, Facilities and Fleet Management,  Human Resources, Contracts and Procurement, Risk Management and Budgeting.
  • Coordinates work for multiple CSFA administrations and offices to ensure performance assurance and accountability aligned with CFSA’s strategic mission and outcomes.
  • Responds to requests from the CAO and Agency staff, federal and local government officials, and other persons interested in Administration issues affecting child welfare in the District of Columbia.
  • Coordinates special meetings or events as assigned. Prepares correspondence and reports for the CAO. Serves as liaison between the CAO and government/private officials.
  • Attends and reports on meetings in the absence of the CAO as directed. Conveys CFSA’s position on Administration issues consistent with those of the Chief Administrative Officer.
  • Identifies and proposes priorities/action plans for day-to-day operational management of administrative responsibilities.
  • Oversees agency-wide administrative and other related projects. Establishes project management infrastructures to ensure timely and efficient implementation of projects with oversight by CAO. Director’s office.
  • Coordinates consultant participation, employee communications and meetings.  Participates in workgroup sessions, identifies next steps and timelines for deliverables. Provides recommendations to work groups and/or senior management as appropriate and tracks issues through to resolution. 
  • Performs other related duties as assigned.

This is a Management Supervisory Service (MSS) appointment. Persons appointed to MSS positions do not acquire permanent status, but serve at the pleasure of the appointing personnel authority and may be terminated at any time. 

Other Information: Pursuant to the provisions of Title I of the Child and Youth Safety and Health Omnibus Amendment Act of 2004 (Act), effective April 13, 2005 (D.C. Law 15-353, D.C. Official Code Sub Section 1-620.31 et seq.) Title II of the Child and Youth, Safety and Health Omnibus Amendment Act of 2004 (Act), effective April 13, 2005 (D.C. Law 15-353; D.C. Official Code Sub Section 4-1501.01 et seq.), this position has been identified and designated as a safety-sensitive position subject to mandatory drug and alcohol testing. If tentatively selected for the safety-sensitive position, you will be required to submit to drug testing prior to appointment, and appointment to the position will be contingent upon a negative drug test result. Once hired into a safety-sensitive position, you shall be subject to mandatory random testing.   

The incumbent in this position is required to undergo and successfully pass a criminal background investigation and drug test as mandated by Title II of the Child and Youth Health and Safety Omnibus Act of 2004. The incumbent will be required to take random drug test.

This position is not covered under collective bargaining.

Qualifications

  • Extensive knowledge of the mission, goals, objectives, policies, and procedures of the Chief Administrative Office Administration, in the Office of the Deputy Director for Administration, and of the goals, priorities, policies and commitments of the Agency to research materials and draft reports. 
  • Requires a thorough knowledge and understanding of the mission of the various CFSA offices, and collateral District agencies.
  • Skill in fact-finding, analysis and problem-solving to research facts; to identify problems; and to recommend solutions to which regular studies and/or established management techniques are often inadequate.
  • Thorough knowledge of the Agency’s rules, regulations, administrative policies, procedures, programs and operations
  • Skilled in aspects of budget development and management for multiple organizational entities.
  • Superior organizational and time management skills.
  • Demonstrated experience in project management techniques and practices
  • Demonstrated knowledge of and extensive skill in applying organizational methodologies, project management principles, concepts, practices, methods, techniques, organizational analysis, program planning and evaluation principles and strategies. Ability to plan and coordinate multiple projects and project activities simultaneously that involve a combination of priorities.
  • Ability to communicate orally, in writing, and through automated tools to prepare and present reports/findings, and make recommendations and overviews based on final analysis.  Ability to establish and maintain an effective working relationship with all levels of management officials, and the general public. General knowledge of management analysis principles, methodologies and techniques to synthesize data and draft reports.
  • Knowledge of, and proficient in the use of Microsoft Word, Excel, PowerPoint and a willingness to learn new technology associated with assigned work tasks. Skill in oral and written communication and ability to prepare and present recommendations.
  • Thorough knowledge of the principles of organization and management to design, plan, organize and conduct studies and evaluations of city-wide policy and child welfare problems.
  • Demonstrated understanding of overall business operations, to include but not limited to, human resources principles and practices.

Licensures, Certifications and other requirements 

N/A

Education
Bachelor’s degree or equivalent combination of education and experience required.
 
Work Experience 
At least three (3) years of related work experience required.
 
Work Environment 

Office Setting


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