Description Of Administrative Manager

United States Probation
District of Vermont www.vtp.uscourts.gov Career Opportunity #:

2015-01

Position Title:

Administrative Manager
Full time Permanent (FTP), Excepted Service

Location:

Burlington, VT

Classification Level:

Court Personnel System, CL 28 through CL 30*

Starting Salary:

$55,579 to $97,657 annually depending on qualifications

Posting date:

October 31, 2014

Closing date:

Open until filled. Preference will be given to packets received by
Monday, December 1, 2014

Area of Consideration:

Nationwide

*This position has promotion potential without further competition up to CL-30
The Administrative Manager performs professional and managerial work related to multiple administrative functions such as: administrative office support, finance, procurement, budget, property management, human resources, space and facilities, continuity planning and/or statistical activities. The incumbent will supervise support staff, ensuring compliance with the appropriate guidelines, policies, and approved internal controls.
DUTIES AND RESPONSIBILITIES:


Financial Responsibilities. The Administrative Manager functions as the financial manager and as such prepares and manages the annual budget and spending plan in a decentralized budgeting environment and remains current on program requirements, updates, and changes. Prepares, updates, and analyzes budget records and other ad hoc reports. Maintains oversight of funding allotments and associated spending and makes recommendations and appropriate adjustments as required. Advises the unit executive on staffing costs and cost projections, and related issues.
Manages and provides oversight for special projects to meet project goals and deadlines.
Oversees purchasing activities and ensures activities are in compliance with procurement rules and regulations. Monitors contracts and ensures compliance with terms that best meet office requirements and needs. Oversees the preparation and/or renewal of necessary service agreements. Reviews and approves administrative service documents such as professional documents, budgets, purchase orders, etc., and monitors compliance with guidelines and requirements. Manages all financial operations and accounts, the preparation, updates and analysis of accounting records, financial statements, and budget reports. Manages all accounts payable activities, and makes recommendations regarding procedures for improvements.
Manages and maintains, reconciles and analyzes accounting records. Complies with and remains current with, the Guide to Judiciary Policy, Administrative Office policies and procedures, and internal control guidelines. Develops recommendations regarding procedures for improvements.
Adheres to procurement procedures, policies and guidelines. Assists with the annual internal review and cooperates fully with periodic reviews and audits, as required.



Human Resources/Personnel Responsibilities. The Administrative Manager oversees the
Probation Office's human resources programs, including information regarding benefits, payroll, classification and compensation, position management, performance management, and staffing.



Oversees Administrative Functions. The Administrative Manager communicates with and advises supervisors and the unit executive on applicable administrative matters, procedures, and practices. Identifies and/or recognizes administrative areas needing improvement. Designs and develops effective solutions to problems and manages appropriate procedures for accomplishing objectives. Where appropriate, the Administrative Manager will collaborate with other Courts, the Administrative Office and other agencies.



Supervisory Responsibilities: Provides leadership, management, and supervision to four to six administrative staff, including rating performance plans and managing all aspects of time and attendance for the staff. Provides support staff with guidance and direction for completing work assignments and duties,

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