Duties

Internal Auditors plan and conduct comprehensive internal audits of departmental programs to advise management whether established policies, practices and procedures are effectively and efficiently executed, to determine that assets and resources are efficiently utilized and adequately safeguarded, and to ensure that adequate internal controls exist and function properly. Prepare reports of reviews and appraisals of existing operating practices and recommend appropriate improvements where necessary.

DUTIES DESCRIPTION

Assists in preparing and administering the annual budget and financial plan and may prepare and manage the plan for a program.

• Assesses annual financial needs and proposals.
• Discusses and clarifies proposals with program managers.
• Obtains and develops information to plan, prepare, and justify proposed and projected expenditures.
• Prepares recommendations, summaries, and justifications for submission to agency Finance Office.
• Answers questions and provides information to financial administrators, the Division of the Budget, and the Legislature.
• Prepares an expenditure plan and modifies the plan as program needs change.
• Maintains financial records to monitor and control expenditures.
• Prepares and evaluates expenditures and other financial reports.
• Prepares grant applications and administers approved grants.

Manages the purchase of goods and services.

• Locates sources for goods and services.
• Prepares cost/benefit analyses of goods and services and meets with vendors and contractors to discuss potential purchases.
• Coordinates the purchase and installation of equipment and systems and arranges maintenance contract.
• Approves purchases and requisitions, assigns approved expenditures to programs, and maintains records of purchases.
• Resolves problems with vendors.

Oversees human resources activities for an assigned program area.

• Initiates and prepares requests to fill vacancies.
• Reviews requests to fill vacancies to determine if they are in accordance with approved staffing plans and prepares justifications to fill vacancies.
• Arranges and assists in conducting interviews and making hiring decisions.
• Obtains and reviews credentials, references, and other documentation to support transactions and decisions about hiring and promotion.
• Prepares job descriptions and justifications to support classification requests.
• Answers questions from program managers and staff about human resources laws, policies, and practices.
• Provides information about employee benefits and obtains assistance in resolving problems.
• Maintains employee training records and reviews and approves training nominations for staff.
• Arranges for special training in response to management, program, and staff needs.
• Administers the performance evaluation program for staff.

May oversee office support activities for an assigned program area. In contrast to the Office Services Manager title series, incumbents in these positions do not supervise or oversee centralized office support activities for an agency.

• Reviews equipment and space needs and prepares space utilization plans.
• Manages telecommunications programs by arranging for installation, maintenance, and modification of telephone and telecommunications systems.
• Assists in analyzing, developing, and implementing computer systems to meet office and program needs by conducting assessments and meeting with systems analysts to assist in defining, selecting, and installing hardware and software.

Prepares and revises work methods and procedures.

• Conducts studies to determine the efficiency and effectiveness of staffing patterns, work methods, and procedures, and recommends revisions.
• Prepares procedures to describe, revise, and control work activities.
• Compiles data and prepares reports and recommendations about work problems.
• Develops and implements record-keeping systems and controls.

Performs staff services for executive staff and program managers.

• Conducts special studies and research about issues and programs and prepares reports and recommendations.
• Evaluates proposed policies, legislation, position papers, and management proposals, and prepares written analysis and recommendations describing impact, potential benefits and problems.
• Administers communications by preparing and keeping track of correspondence and answering questions from staff, the public, and elected and appointed officials.
• Represents executive and management staff at meetings, hearings, and conferences, and on committees.
• Prepares reports about program activities.
• Prepares speeches and supporting material for executive staff.
• Prepares written materials, including brochures, reports, and other material, about programs. Administers the Freedom of Information Act by reviewing requests for information, locating material requested and determining if it is available to the public in accordance with the law, and forwarding the material to the requestor.
• Clarifies and interprets policies and procedures and assures policies and procedures are available for and sent to affected individuals and programs.

May be assigned to supervise and administer small programs or parts of programs.

Supervises professional and support staff assigned to the office by performing the full range of supervisory activities.

Duties

• Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication, or goods, materials, or stores.
• Maintain files, correspondence, documents, records, materials, and stores pursuant to guidelines.
• Maintain various listings for mail service purposes.
• Process outgoing mail by inserting letters into envelopes, sealing envelopes, and applying correct postage.
• May operate a motor vehicle to pick up and deliver mail.
• Receive, unload, unpack, sort, store, count, and distribute goods received, following established procedures.
• Advise supervisor upon receipt of damaged goods or incomplete or incorrect shipments.
• Issue and may deliver goods from stock according to procedure.
• May package goods for shipment.
• Take periodic physical inventory and maintain perpetual inventory records.
• Keep shelves and stock clean, neat, and in proper place.

Duties

Assists in preparing and administering the annual budget and financial plan and may prepare and manage the plan for a program.

• Assesses annual financial needs and proposals.
• Discusses and clarifies proposals with program managers.
• Obtains and develops information to plan, prepare, and justify proposed and projected expenditures.
• Prepares recommendations, summaries, and justifications for submission to agency Finance Office.
• Answers questions and provides information to financial administrators, the Division of the Budget, and the Legislature.
• Prepares an expenditure plan and modifies the plan as program needs change.
• Maintains financial records to monitor and control expenditures.
• Prepares and evaluates expenditures and other financial reports.
• Prepares grant applications and administers approved grants.

Manages the purchase of goods and services.

• Locates sources for goods and services.
• Prepares cost/benefit analyses of goods and services and meets with vendors and contractors to discuss potential purchases.
• Coordinates the purchase and installation of equipment and systems and arranges maintenance contract.
• Approves purchases and requisitions, assigns approved expenditures to programs, and maintains records of purchases.
• Resolves problems with vendors.

Oversees human resources activities for an assigned program area.

• Initiates and prepares requests to fill vacancies.
• Reviews requests to fill vacancies to determine if they are in accordance with approved staffing plans and prepares justifications to fill vacancies.
• Arranges and assists in conducting interviews and making hiring decisions.
• Obtains and reviews credentials, references, and other documentation to support transactions and decisions about hiring and promotion.
• Prepares job descriptions and justifications to support classification requests.
• Answers questions from program managers and staff about human resources laws, policies, and practices.
• Provides information about employee benefits and obtains assistance in resolving problems.
• Maintains employee training records and reviews and approves training nominations for staff.
• Arranges for special training in response to management, program, and staff needs.
• Administers the performance evaluation program for staff.

May oversee office support activities for an assigned program area. In contrast to the Office Services Manager title series, incumbents in these positions do not supervise or oversee centralized office support activities for an agency.

• Reviews equipment and space needs and prepares space utilization plans.
• Manages telecommunications programs by arranging for installation, maintenance, and modification of telephone and telecommunications systems.
• Assists in analyzing, developing, and implementing computer systems to meet office and program needs by conducting assessments and meeting with systems analysts to assist in defining, selecting, and installing hardware and software.

Prepares and revises work methods and procedures.

• Conducts studies to determine the efficiency and effectiveness of staffing patterns, work methods, and procedures, and recommends revisions.
• Prepares procedures to describe, revise, and control work activities.
• Compiles data and prepares reports and recommendations about work problems.
• Develops and implements record-keeping systems and controls.

Performs staff services for executive staff and program managers.

• Conducts special studies and research about issues and programs and prepares reports and recommendations.
• Evaluates proposed policies, legislation, position papers, and management proposals, and prepares written analysis and recommendations describing impact, potential benefits and problems.
• Administers communications by preparing and keeping track of correspondence and answering questions from staff, the public, and elected and appointed officials.
• Represents executive and management staff at meetings, hearings, and conferences, and on committees.
• Prepares reports about program activities.
• Prepares speeches and supporting material for executive staff.
• Prepares written materials, including brochures, reports, and other material, about programs. Administers the Freedom of Information Act by reviewing requests for information, locating material requested and determining if it is available to the public in accordance with the law, and forwarding the material to the requestor.
• Clarifies and interprets policies and procedures and assures policies and procedures are available for and sent to affected individuals and programs.

May be assigned to supervise and administer small programs or parts of programs. Supervises professional and support staff assigned to the office by performing the full range of supervisory activities.