Chief Administrative Officer

Job Summary

The Child and Family Services Agency (CFSA) is a cabinet-level agency within the District of Columbia government, committed to the safety, permanence, and well-being of children and families residing in the District of Columbia. Charged with protecting child victims and those at risk of abuse and neglect, CFSA fosters collaborations within its administrations to deliver exceptional family-focused services to the community and its residents.

This position is located in the Office of the Deputy Director for Administration (ODDA) of the Child and Family Services Agency (CFSA). The Chief Administrative Officer (CAO) oversees and directs the planning, implementation, and coordination of the critical administrative support services and programs through program managers, supervisors, and subordinate staff to provide highly efficient customer services and deliverables to the agency. The areas of responsibilities and/or programs include but not limited to, facilities management, fleet management, purchase cards, travel management, records management, risk management, and other related administrative services. The incumbent also works with the Deputy Director in implementing and/or creating policies and procedures, within the context of broad regulations, in developing and/or administering major programs to ensure that the agency receives timely and critical administrative support.

Duties and Responsibilities

• Serves as the key advisor to the Deputy Director for Administration and CFSA leadership on administrative and major support functions and programs and develops and recommends the development and/or revision of policies and practices.
• Provides leadership and direction in the planning, coordinating, and executing the major support functions and programs of the Agency to include capital and operating budgets for all agency support systems and services related to the physical plant; safety, security, and risk management; fleet and transportation operations, and parking;; mail handing and deliveries; furnishing; office supplies; storage; printing and copier services; cleaning, janitorial refuse, and pest control; inventories; purchase cards; travel management; records management; other related agencywide administrative support contracts and services; and develops the accompanying objectives, policies and procedures, and the requisite controls.
• Collaborates with the leadership to ensure Continuity of Operations, Budget Development, contract administration, and agency-wide Fiscal Execution, to include variance reporting and analysis and compliance.
• Performs various budget management functions in conjunction with Fiscal Operations and other agency organizations; perform monthly reconciliations of departments' Fiscal status, report budget balances to the ODDA or other organizational teams, identify financial oversights, overtime analysis with Human resources/payroll surplus, and/or risks, and recommend a set of performance-based actions for implementation, as needed.
• Oversees the development of plans and implementations of the agency's master facilities and fleet operations to include security, evacuation, vehicle utilization and accountability, and parking control.
• Works closely with the leadership and line managers and staff on administration and management on the effectiveness and direction of all facilities management programs and transactions; oversees the planning and execution of all Agency-wide space plans.
• Oversees the development and implementation of the agency's comprehensive safety and security programs to include establishing the benchmark or industry safety and security standards and monitors compliance. Provides safety and security training and program assistance to agency staff.
• Oversees the establishment of the appropriate risk control program benchmarks for the Agency; monitors changes in risk profiles; and tracks progress against goals. Monitors the implementation of a systematic procedure for documenting risk control recommendations and strategies, identifying actions taken and results achieved.
• Provides oversight of Agency's Program Coordinator (APC) for the purchase card and travel card programs and interacts with the District's Office of Contracts and Procurement including the preparation and submission of monthly reports; coordinates/delegates PASS purchase orders and receipts. Coordinates funding requests with the Agency Fiscal Office as needed to support procurement of products and services.
• Monitors vendor selections to ensure compliance with the federal and local statues. Provides reporting information to the Agency Review Team (ART) and oversees committee meetings. As an ART member, reviews purchase card and travel card transactions to determine thoroughness of reporting, appropriateness and necessity of transactions, compliance with minority purchasing requirements and small purchases guidelines, necessity of corrective actions, if any and/or appropriate corrective action.
• Oversees the CFSA Language Access (LA) program to ensure compliance with District Office of Human Rights requirements and agency goals for serving all populations. Ensures agency presence at the mandatory LA meetings.
• Facilitates agency customer service strategy and works with various divisions to achieve performance standards aligned with District goals.
• Oversees the agency-wide records management process including the retention and storage of records according to local and federal compliance requirements. Includes supervision of the hard copy and automated case record storage and retrieval, subsidy eligibility determinations/agreements for adoptive families and other enterprise level records.
• Provides directions to managers within the administration by analyzing program operations and activities and provides feedback regarding needs, improvements, and accomplishments.
• Performs a full range of managerial functions: assigns, directs, and reviews the work of staff; evaluates staff performance; recommends promotions, status changes, awards, disciplinary actions, and terminations; plans, schedules, and coordinates work operations; addresses issues or problems related to work operations; negotiates and troubleshoots employee concerns, grievances, and other matters involved in the daily administration of labor-management problems.
• Performs other related duties as assigned.

Qualifications

• Knowledge of and ability to apply advanced management concepts, principles, and best practices to be able to effectively plan and direct the successful operations of the Chief Administrative Office and coordinate and integrate efforts to optimize resources, resolve programs and services provisions, deliver timely services, and ensure that resources vital to the smooth operation of CFSA are available and operating smoothly, and are responsive to the needs of the agency and other stakeholders.
• Advanced knowledge of and ability to apply project management concepts, principles, and best practices and demonstrable ability to provide leadership and direction in coordinating and
• implementing administrative support policies, procedures, and functions.
• Advanced knowledge of and ability to develop policies and procedures and make oral and written presentations to senior management, District officials, and other stakeholders.
• Comprehensive knowledge of and ability to apply qualitative and quantitative concepts, principles, techniques to develop parameters to evaluate program data, recommend operational or policy improvement, and develop necessary and workable plans.
• Comprehensive knowledge of the relevant Federal/District laws, rules, regulations, and current practices and ability to apply and operationalize them to perform the assignment.
• Demonstrable strong written and verbal communication skills; demonstrable skills and ability to work and deal with agency-wide budgets and quantitative data, and ability to use associated software to facilitate the job.
• Knowledge of and ability to effectively use PC including its associated hardware and software (Windows, MS Office-Word, Excel, PowerPoint, etc.) on the job.

Education/Experience

• Master of Business Administration or in a related field and at least (5) years of directly related experience is highly preferred.
• Must possess at least one (1) year of specialized experience equivalent to the grade 14 level in the District of Columbia government service or its non-District equivalent.

Licenses and Certifications

Certification in Program Management or Certified Public Manager, or other relevant Project Management certificate or training) is highly preferred.

Work Environment: The work is performed in an office setting.

Tour of Duty: Monday Friday

Promotion Potential: None

Collective Bargaining Unit: This position is not covered under a collective bargaining agreement.

Duration of Appointment: Management Supervisory Services- Regular

Pay, Plan, Series &Grade: MS-0301-15

Position Designation: This position is designated as security sensitive per DPM Chapters 4 (Suitability). The employee is subject to a criminal background check, traffic records check, and consumer credit check (as applicable), reasonable suspicion drug and alcohol test, and post-accident or incident drug and alcohol test.

Residency Preference: Applicants claiming "Residency Preference will be required to maintain residency in the District of Columbia for a minimum of (7) years. Failure to do so may result in forfeiture of employment.

EEO Statement: The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.

Closing Statement: Official Job Offers are made by D.C. Child and Family Services Agency.