ADMINISTRATIVE SERVICES OFFICER 3

This recruitment may close without further notice depending on the number of applications received.

About the role

The Nevada Department of Education is seeking an Administrative Services Officer 3 in Carson City. The incumbent manages, executes, and monitors federal cash draws through the applicable federal system (G5/G6) to ensure compliance with the Cash Management Improvement Act. Responsibilities include lifecycle analysis of federal grant budgets and expenditures across multiple fiscal years, monitoring performance periods, carry-over funds, and liquidation deadlines. The role also involves comprehensive budget reconciliation, grant coordination, policy compliance, and oversight of the Office of Division Compliance, including subrecipient monitoring, technical assistance, and staff supervision.

Administrative Services Officers function as business managers for a department, large division, or major program area, with responsibility for accounting, budgeting, and fiscal management. Additional responsibilities include planning, organizing, and supervising work in business functions such as purchasing, contracts, human resources, IT, facilities management, and more.

Responsibilities

• 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.
• Collaborate with representatives of other State agencies, federal and local jurisdictions, regulatory agencies, vendors, contractors, and others to coordinate activities, provide and obtain information, resolve problems, and represent management interests.
• Analyze and resolve operating and fiscal management problems; prepare, review, and evaluate financial reports, budget status reports, contracts, leases, and other documents to identify problems and trends, develop solutions, and advise management.
• Oversee activities related to budget, fiscal management, and other assigned areas to ensure compliance with applicable laws, regulations, policies, and standards.
• Oversee the preparation and maintenance of comprehensive records related to budget, accounting, fiscal management, and other areas; develop retention schedules and policies in accordance with legal requirements.
• 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; develop and implement goals and objectives; review and evaluate outcomes; assess program effectiveness and propose enhancements.
• Train, supervise, and evaluate the performance of other personnel as assigned.
• Perform lifecycle analysis, including tracking, analyzing, and reconciling federal grant budgets and actual expenditures across multiple fiscal years.
• Monitor performance periods, carry-over funds, and liquidation deadlines for federal grants.
• Perform comprehensive budget reconciliation to compare federally approved grant budgets against legislatively approved budgets and actual expense reports; resolve discrepancies.
• Manage the authorization to apply for new federal grants using the department's "decision tree" and facilitate collaboration to develop application packages and budgets.
• Maintain business rules, policies, and procedures that align with federal and state requirements; prepare revisions and distribute updates agency-wide.
• Oversee the Office of Division Compliance to ensure accurate preparation of required reports (e.g., Class Size Reduction reports), conduct subrecipient monitoring, provide technical assistance, and approve school calendars.

Requirements

• Bachelor's degree from an accredited college or university in business administration, accounting, finance, or related field.
• 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.
  • 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.

Skills

• General knowledge of the 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 subject to unprecedented circumstances.
• Skill in government administrative processes including budgeting, internal control procedures, policy development, planning, problem-solving, and management analysis.

Benefits

• Health Insurance: Medical, dental, life, and disability insurance programs for employees and their dependents/family through the Public Employees’ Benefits Program (PEBP).
• Vacation: Accrual of three weeks of annual leave each year.
• Sick Leave: Accrual of three weeks of sick leave each year.
• Holidays: 12 paid holidays per year.
• Retirement: Participation in the Nevada Public Employees Retirement System (PERS). Employees do not contribute to Social Security but will contribute to PERS if their position is at 50% or more full-time equivalency. For more information on how PERS service may impact Social Security benefits, visit the SSA publication.
• Deferred Compensation: Voluntary Deferred Compensation Program.
• No Nevada state income tax.
• Public Service Loan Forgiveness: Eligible due to public sector employment.
• Longevity Payments: Employees who have received a performance rating of “standard” or better and have completed eight or more years of continuous service are eligible.
• Additional benefits may apply to employees covered under a Collective Bargaining Agreement (CBA).

State Holidays:

• New Year's Day (January 1)
• Martin Luther King, Jr.'s Birthday (Third Monday in January)
• Washington’s Birthday (Third Monday in February)
• Memorial Day (Last Monday in May)
• Juneteenth Day (June 19)
• Independence Day (July 4)
• Labor Day (First Monday in September)
• Nevada Day (Last Friday in October)
• Veterans' Day (November 11)
• Thanksgiving Day (Fourth Thursday in November)
• Family Day (Friday following the Fourth Thursday in November)
• Christmas Day (December 25)

When January 1, June 19, July 4, November 11, or December 25 falls on a Saturday, the preceding Friday is the observed legal holiday. If these days fall on Sunday, the following Monday is the observed holiday.