Assistant Director of Administration (ADOA)

About the role

The Director III - ADOA performs highly advanced managerial work establishing the business plan for directing and overseeing the daily operations and activities of the fiscal and support services division of the State Supported Living Center (SSLC).

Responsibilities

• Serve as a designee in the absence of the Director and serve as an Administrative Officer on Call/Duty in rotation with other administrative staff.
• Directs and oversees the organization, operation, and business functions of the fiscal and support services division within the SSLC to ensure efficiency and effectiveness and executes the SSLC Director’s goals and vision for the SSLC.
• Establishes the business plan for the division in accordance with operational standards set out by HHSC and the SSLC division.
• Provides leadership, strategic direction, and guidance to assigned areas.
• Directs processes and develops contingency plans to ensure there are proper support services on a 24/7 basis, in-order to maintain a safe and comfortable living and working environment for residents, employees, and visitors even during crisis situations.
• Oversees and directs preparation of Payroll Authorization Requests and other paperwork related to hiring and separation, job changes, reclassification/job audit requests, payroll distribution, and salary exception requests.
• Oversees and reviews salary overpayment data and directs collection efforts.
• Ensures changes are correctly entered into the position control system such as position activation/inactivation, changes to shift, department, and/or supervisor assignment.
• Oversees fixed assets and ensures the accuracy of annual inventory of assets.
• Serves as the SSLC’s fiduciary, overseeing the SSLC’s finances and property ethically and responsibly.
• In collaboration with regional business office staff, oversees accounting/cashier, business office, trust fund and other business functions operate smoothly to support resident needs, and are in compliance with governing polices and rules.
• Maintains systems and controls necessary to provide accurate accounts of expenditures and budget balances for the SSLC and ensures expenditures align with the strategic plan.
• Oversees and ensures that expenditures are coded to the correct funding source such as general appropriated funds, canteen funds, workshop funds, and capital equipment funds.
• Directs and oversees the work of the SSLC fiscal and support services team, which typically includes the Director of Support Services (DSS), the Director of Competency Training and Development (CTD), and directly or indirectly supervises other program areas such as switchboard/reception, reimbursement, food service, plant maintenance and groundskeeping, housekeeping/custodial services, motor pool, laundry services, risk management, and security operations, depending upon SSLC structure.
• Performs managerial functions including hiring, assigning work, completing performance evaluations, recommending personnel and disciplinary actions, and oversees the work performed by other managers within the department.
• Maintains a workforce that is appropriately configured, trained, and supported in its mission to provide quality customer services.
• Through supervision of the CTD and collaboration with other SSLC Managers, ensures that all SSLC staff are compliant in training per agency and SSLC standards.
• Develops and deploys policies, procedures, and guidelines to govern the operations of the support and fiscal services division such as fleet management policies, procurement policies, telecommunication policies, food services preparation and distribution procedures; disaster response and/or recovery or Continuity of Operations (COOP) plans, key control guidelines, and facility access procedures.
• Develops and implements adequate internal controls and contingency plans for environmental services, food service, key control and facility access, and maintenance departments to ensure basic services are uninterrupted during all types of emergency situations.
• Develops goals and objectives to ensure living conditions, food services, and other areas in the division is consistent with the SSLC strategic plan, the ICF/IID conditions of participation, Texas Administrative Code, Uniform Building Codes, Life Safety Code, State Fire Marshall and SORM standards, and Life Safety Code regulations.
• Develops goals and objectives which proactively address potential issues for the SSLC such as an aging physical plant and machinery including HVAC systems or plumbing.
• Identifies and weighs the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems when acting on plans.
• Plans, develops, and approves schedules for major projects such as new construction, building renovation, and water safety projects (Legionella and lead abatement).
• Directs and oversees projects to set priorities and oversee progress to achieve completion of established goals.
• Plans, approves priorities for, and approves the schedule for work provided by contractors.
• Develops requests for procurement, oversees vendor selection, develops project specifics, establishes timelines, and coordinates with the SSLC Director, Assistant Director of Programs (ADOP) and other relevant stakeholders to identify organizational impacts and discuss logistics.

Qualifications

• Bachelor's degree in Business Administration, Public Administration, or a related field.
• Minimum of 5 years of progressively responsible experience in administration, finance, or a related field.
• Experience in managing a team of professionals.
• Knowledge of state and federal regulations applicable to the provision of services to individuals with intellectual and developmental disabilities.
• Strong analytical and problem-solving skills.
• Excellent interpersonal and communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office Suite.