Deputy Director of Admin & Finance ( Exempt)

Job Description

Under the general supervision of the Director or Assistant Director, the Deputy Director of
Administration and Finance is responsible for planning, developing, and implementing policies
designed to provide comprehensive fiscal and administrative services for the agency. This role
encompasses oversight and management of critical functions such as budgeting, procurement,
payroll, and personnel administration. Ensures that all financial and administrative operations
comply with established laws, regulations, and internal policies, and actively participates in setting
strategic direction for the department. Supervises staff, coordinates work assignments and is
involved in the evaluation and continuous improvement of administrative processes to support the
agency’s mission. Work requires maintaining a confidential and collaborative relationship with
agency leadership and contributing to high-level decision-making to promote operational
efficiency, accountability, and effective resource utilization across all administrative and financial
activities.

Incumbent shall be responsible for and participate in the formulation and determination of
policy, programs, and activities within the area of supervision.

This position requires a confidential relationship to a policymaker.Conducts audits to ensure compliance with established policies and procedures.

Develops operating budget for administrative services and monitors expenditures to ensure
compliance with the department's overall resource utilization plan.

Supervises the maintenance of procurement, payroll, and personnel records within the agency.

Supervises the work operations, performance and/or functional programs and has responsibility
for effectively recommending the hiring, firing, promoting, and/or discipline of employees as
well as writing and conducting performance appraisals.

Supervises the payroll work involved in implementing health, vision, dental and other benefits
programs.

Supervises the timely preparation of regular, overtime, and supplemental payrolls.

Supervises the procurement process and implements policies.

Coordinates the work of assigned employees.

Establishes and maintains cooperative working relationships with staff, co-workers and others.

Provides information on salary, benefits, and related personnel matters.

Provides assistance with the completion of forms.

Prepares clear, sound, accurate, and informative reports on payroll matters.

Administers the jurisdiction's procurement program.

Designs, installs and supervises operations of inventory control systems and procedures.

Establishes and maintains cooperative working relationships with vendors and/or suppliers.

Performs other related duties as required.Master's Degree from an accredited college or university in Accounting, Finance, Business
Administration, Public Administration, Economics, Statistics, or any closely related field and
five (5) years of professional experience in administration and finance functions, such as payroll,
human resources, budgeting, accounting, procurement, and financial services, including three (3)
years in a supervisory capacity.
                                                                     OR
Bachelor's Degree from an accredited college or university in Accounting, Finance, Business
Administration, Public Administration, Economics, Statistics or any closely related field and
seven (7) years of professional experience in administration and finance functions, such as
payroll, human resources, budgeting, accounting, procurement, and financial services, including
four (4) years in a supervisory capacity.FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION
Knowledge of principles, methods, and techniques of financial management, including fiscal
control, preparation of detailed accounting and financial reports with findings, conclusions, and
recommendations.
Knowledge of USVI laws, rules, and regulations governing operation of a territorial system of
accounts and their application to specific situations.
Knowledge of administrative planning and scheduling techniques, as well as workflow analysis
methods.
Knowledge of management principles, concepts, and techniques, including organization and
program analysis, and supervisory methods.
Knowledge of payroll deduction factors and the territorial budget cycle, including the state
appropriation accounting system.
Knowledge of procurement and inventory control practices, procurement programs administration
challenges, VI Procurement codes and Title 13 of the Code of Federal Regulation.
Skill in mathematical computations.
Skill in computer applications including Microsoft Word, Excel, internet, Email, and the ERP
system, including the Accounts Receivables and GL Modules.
Skill in general office equipment such as telephones, faxes, printers, copiers, calculators, and
computers.
Ability to exhibit professional maturity when conducting all business for the agency.
Ability to meet deadlines and pay attention to details.
Ability to establish procurement policies and practices.
Ability to apply accepted management principles, concepts and techniques.
Ability to clearly communicate assignments and instructions to staff; and to effectively manage,
supervise, and assess employee performance.
Ability to develop financial projections or forecasts.
Ability to establish and maintain essential records.
Ability to identify problems in the administration or coordination of programs, plans, or projects.
Ability to interpret and apply pertinent laws, regulations, procedures, and policies applicable to
the purchase of materials and supplies.
Ability to plan and supervise the review of operating procedures and provide advice and
assistance to managers.
Ability to prepare reports and correspondence.
Ability to read and interpret rules and regulations regarding payroll matters and apply them to
specific situations.
Ability to recognize, analyze, and interpret management problems and to develop appropriate
policies and procedures to deal with those problems.
Ability to supervise the preparation and submission of payroll, personnel, benefit and other
forms.

FACTOR 2- SUPERVISORY CONTROLS
Incumbent reports directly to the Director and/or Assistant Director on all activities. Work is
performed independently, and considerable latitude is given to direct the designated divisions.
Work is reviewed annually or semi-annually by the Director or Assistant Director, utilizing a
performance appraisal process and forms in accordance with departmental standard operating
procedures, regulations, and as outlined in the personnel handbook.

FACTOR 3- GUIDELINES
Guidelines include department operation policies, rules, regulations, manual and laws of the
Code of the U.S. Virgin Islands Rules.

FACTOR 4- COMPLEXITY
Work involves managing the administration and finance division, overseeing payroll, human
resources, budgeting, accounting, procurement, and financial services. Incumbent is responsible
for establishing and implementing policies and procedures to ensure compliance with departmental
guidelines, laws, and regulations. It includes establishing policies to ensure compliance, preparing
reports, managing payroll and personnel forms, and ensuring efficient division operations to
support the agency’s mission.

FACTOR 5- SCOPE AND EFFECT
The purpose of the work is to manage all aspects of administration and finance within the agency
which includes (but is not limited to): payroll, human resources, budgeting, accounting,
procurement and financial services.

FACTOR 6- PERSONAL CONTACTS
Contacts are employees of all levels within the agency, as well as outside agencies, utilizing
telephone, email, fax, and/or in-person contact.

FACTOR 7- PURPOSE OF CONTACTS
Contacts are made to share information, manage staff, and communicate within the agency to
ensure team members receive direction and work together to achieve organizational goals.

FACTOR 7- PHYSICAL DEMANDS
Work is primarily sedentary, with occasional standing, walking, reaching, lifting and carrying light
to heavy objects.

FACTOR 9- WORK ENVIRONMENT
Work is performed in an office setting with some/occasional disagreeable conditions. The
agency promotes a drug/alcohol-free environment.