Title of Position: Director for Administrative Services
Period: Full-time state government, non-merit position
Starting Date: Open until filled; 1st review of submissions January 12, 2018
Compensation: Competitive salary and benefits, commensurate with qualifications and experience
Work Location: Frankfort, KY 40601; work setting is office environment, with minimal in-state travel
The Council on Postsecondary Education coordinates change and improvement in Kentucky’s postsecondary education system as directed by the Kentucky Postsecondary Education Improvement Act of 1997 (HB 1). The Council employs about 75 staff and manages an annual operating budget of more than $70 million, comprised of state General Fund, federal funds, agency funds, trust funds, pass-through federal and state grants, and private grant initiatives.
As an integral member of the Council’s Finance and Administration unit, the Director is responsible for oversight and management of Administrative Services and Human Resources. Administrative Services includes traditional business functions, such as procurement, accounting, grants and contracts administration, and financial reporting. The Director is also responsible for the preparation of annual audit work papers, for assisting with the preparation of the Council’s governmental financial statements, and for final management review of audit statements and narratives. Human Resources functions include job analysis, recruitment and selection, performance management, and payroll and benefits administration.
Duties and Responsibilities
- Collaborate with Senior Leadership to develop and implement policies and procedures regarding agency procurement, contracting, financial activities, grant administration, and all human resource aspects of running a non-merit agency.
- Supervise Administrative Services and Human Resources staff, providing direction and assistance as needed and ensuring that their duties and responsibilities are conducted in an effective and efficient manner.
- Meet regularly with staff to discuss general strategy and direction, priorities, and progress toward attainment of business unit goals and objectives.
- Advise agency Senior Leadership regarding the best use of Council financial, personnel, and physical plant and equipment resources.
- Monitor and ensure the Council’s compliance with federal and state regulations and policies, including but not limited to Uniform Guidance, Kentucky Model Procurement Code (KRS 45A), Governmental Accounting Standards (GASB), Kentucky Revised Statutes and Regulations (KRS and KAR), Equal Employment, ADAA, HIPPA, contract compliance, and internal agency policies.
- Ensure accurate and timely draw down of federal funds from the U.S. Department of Education and pass-through funds from other state agencies, reconciling balances to the eMARS system.
- Produce monthly financial activity statements using data downloaded from eMARS and Microsoft Excel pivot tables or Microsoft Access, reconciling expenditure and revenue balances to eMARS.
- Oversee creation, submission, and approval of contractual agreements (memorandums of agreement, solicitations, and personal services contracts) in the state eMARS system.
- Oversee the approval of disbursements to vendors, grantees, and employees.
- Develop and maintain financial schedules reconciled to eMARS, document accounting control policies and procedures, produce revenue and expenditure reports for all budgeted programs, and provide fiscal guidance and reports to vendors, program personnel, grantors, and sub-recipients.
- Help prepare the agency’s annual operating budget and assist in preparing and presenting quarterly and annual budget reports to the Council and Senior Leadership.
- Prepare, with staff assistance, the Council’s federal indirect cost plan.
- Serve as the Council’s primary contact with external auditors for the annual component unit audit, prepare various audit work papers, assist in fieldwork, and prepare routine closing and adjusting journal entries for the accrual method of accounting.
- Assist with preparation and final review of financial statements and audit narratives.
- Coordinate the employee recruitment and selection process and provide support to Senior Leadership and staff selection committees. Responsibilities include developing job descriptions, advertising, identifying prospective applicants, interviewing, and overseeing the orientation process.
- Serve as records retention officer for Administrative Services and Human Resources units. Maintain clear understanding of state record-retention requirements, verify that electronic and physical records are maintained for the required length of time, and destroy old records in a timely manner in accordance with state policy.
- Serve as agency’s primary eMARS fiscal officer, procurement officer, human resource administrator, EEO coordinator, ADA coordinator, and security officer; and serve as training lead for eMARS and KHRIS.
- Respond to information requests and perform other duties as assigned.
- Bachelor’s degree in accounting, business, or related field
- Three to five years of governmental accounting experience
- Three to five years of human resources experience, including supervision
- Strong spreadsheet and database skills
- Knowledge of governmental accounting and purchasing policies and standards
- Knowledge of eMARS, the Commonwealth’s electronic management and reporting system
- Strong interpersonal and team-building skills, and ability to interact with CPE Executive Leadership and the broader higher education community
- Strong work ethic and ability to work independently
- Ability to plan, organize, and prioritize multiple projects to meet established compliance and agency deadlines
- Proficient in the use of Microsoft Office programs (i.e., Word, Excel, Access)
- Masters’ degree in accounting, business, or related field or Certified Public Accountant (CPA) or Certified Government Financial Manager (CGFM). (The successful candidate may be required to obtain one of the above Accounting or Financial Management certifications within 12 months of hire date.)
- Society of Human Resources Career Professional or Senior Career Professional (SHRM-CP or SHRM-SCP) or Professional in Human Resources (PHR or SPHR). (The successful candidate may be required to obtain one of the above Human Resource certifications within 12 months of hire date.)
- Experience with preparation of governmental closing packages, journal entries, schedule of federal financial assistance, and financial statements.
- Knowledge and skill in use of Kentucky Human Resources Information System (KHRIS).
Interested applicants should send a letter of application specifically addressing the responsibilities and qualifications of the position, a resume, and the names, titles, and contact information for at least three professional references to:
Pegge Woolums, HRG
Kentucky Council on Postsecondary Education
1024 Capital Center Drive, Suite 320
Frankfort, KY 40601
The Council on Postsecondary Education is an equal opportunity employer.