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NJ - Manager, Financial and Purchasing Operations

  • 1.  NJ - Manager, Financial and Purchasing Operations

    Posted 06-30-2021 04:25 PM
    Edited by Lauren Cummings 06-30-2021 04:24 PM

    Title:                           Manager, Financial and Purchasing Operations

    Status:                         Exempt – Full time

    Supervises:                  Yes

    Unit:                            Administrative

    Location:                    State House Annex

                                        Trenton, New Jersey

    Job Reports To:          Director of Administration

    Title Grade:                P


    Position Summary

    Position administers the Office of Legislative Services' fiscal and procurement programs in accordance with State of NJ and OLS laws, policies and procedures.  Additionally, the position administers the District Office office supply program in accordance with the Joint Rules; and works with the Executive Director and other OLS staff.

    Duties include: In conjunction with other OLS units and employees, the Manager develops policies, procedures and controls to ensure that all purchases and financial transactions are properly authorized, documented, and executed timely. Manages employees; oversees purchasing and accounts payable; oversees petty cash; approves purchasing and fiscal transactions;  using Business Objects, Excel and other software oversees the preparation and distribution of financial and other reports; serves as the fiscal and purchasing liaison between the Treasury Department and OLS; selects and works with the District Office office supply program vendor to provide the District Offices with supplies in accordance with the Joint Rules, assists the Human Resources Office with preparing regular and supplemental payrolls for submission to Centralized Payroll; prepares fiscal and budget reports, gathers data and provides insight and recommendations.

    Essential Functions

    Essential functions are fundamental, core functions common to the duties of this position and are not intended to be an exhaustive list of all job duties.  Since job descriptions are descriptive and not restrictive, incumbents can complete job duties of a similar kind not specifically listed here.

    • In conjunction with other OLS units and employees, develops policies, procedures and controls to ensure that all purchases and financial transactions are properly and timely authorized, documented and executed.

    • Manages OLS purchasing operations, accounts payable function, NJCFS budgetary and other transactions, and develops and manages the fiscal component's policies and procedures.

    • Oversees Administrative Support Services, including the OLS copy center, stockroom and mail distribution.

    • Prepares reports, gathers data and provides current and historical insight to the Executive Director, Director of Administration and Fiscal Officer as part of the OLS budget process. Acts as a resource to other units as needed.

    • Serves as resource to Human Resources staff for questions regarding payroll, time keeping, CSMs and software applications. Works with the Human Resources staff as needed to prepare weekly payrolls in a timely and accurate manner for submission to Centralized Payroll. Prepares and obtains reimbursements from the Joint Management Commission and the Joint Committee on the Public Schools for their employees on the payroll.

    • Plans, organizes, assigns, supervises and evaluates the work of subordinate personnel. Monitors progress and status of employee work and projects, determines staffing needs, resolves performance problems, tracks production, and frequently provides staffing updates to the Director.

    • Serves as resource for the Fiscal Component and other units and employees regarding application and interpretation of policies and procedures regarding accounts payable, purchasing, travel and training. Develops recommendations for new and revised policies as needed.

    • Reconciles petty cash monthly bank statements to the checkbook, prepares yearly reauthorizations and approves cash replenishment requests.

    • Serves as the primary liaison between the Treasury Department and OLS in fiscal and purchasing related matters.

    • Manages access to and use of the Treasury Department's accounting and purchasing systems, enters and approves transactions in accordance with applicable laws, rules, and regulations, provides training to users as needed, communicates functionality changes to users and produces reports as needed.

    • Selects and works with the District Office office supply program vendor to provide the District Offices with a means of obtaining supplies in accordance with the Joint Rules. Authorizes users, updates ship-to addresses and budget amounts.  Oversees what items are available for purchase on the vendor website and adds items as needed.  Provides training and support as needed.

    • Works with the District Office Component to update the rent program as needed to process lease payments.

    • Works with the District Office Component to obtain and cancel cleaning, utility and other services for the District Offices as needed. Monitors and issues purchase orders and payments to service providers.

    • Reviews and approves all requests for training and tuition reimbursement for completeness, accuracy and compliance with OLS policies. Ensures funds are reserved in the NJCFS. Reviews and approves employee reimbursements.

    • Works with Fiscal Component and ITU staff regarding the acquisition, payment and cancellation of internet service providers for the District Offices.

    • Provides guidance and counseling to the employees who report on fixed assets. The guidance includes feedback on assets recorded in asset tracking software and verifies that asset numbers for new assets are listed on payment vouchers.  Enters larger purchases in LBAM as needed.

    • Oversees the maintenance of databases and apps for reporting. Utilizes the following computer applications: Lotus Approach, Business Objects, NJCFS, NJ START, TABS and Microsoft office.  Provides support to users in CMU, OPI, HR, and Admin.

    • Oversees the year-end close of the Fiscal Year. Reconciles JMC and JCPS expenditures incurred by OLS and ensures reimbursements are obtained.  Reconciles the Inter-Departmental accounts to ensure that all payments are processed and refunds obtained if appropriate.

    • Ensures that expense budgets and purchase orders are established for the new Fiscal Year as appropriate in order to enable transactions on the NJCFS.

    • Provides quality customer service.

    • Keeps abreast of federal, state, and local laws governing the program's practices.

    • Performs other related duties as assigned.


    Knowledge, Skills and Abilities

    The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for this position; therefore, the KSAs listed are not exhaustive or necessarily inclusive of all the requirements.

    • Knowledge of state government's operations, including the judicial, legislative, and executive branches, and the interrelationship among them.

    • Knowledge of unit and OLS operations, services, programs, organizations and functions, including policies, procedures, goals, objectives and pertinent issues.

    • Knowledge of general accounting, bookkeeping, fiscal, procurement and management principles, practices and procedures as they apply to OLS.

    • Knowledge of administrative and management principles, practices and procedures.

    • Knowledge of principles, practices, methods, and techniques of housing and disseminating fiscal and procurement information as they apply to OLS.

    • Knowledge of OLS fiscal, purchasing and budgeting procedures.

    • Knowledge of procedures and research techniques used in collecting, evaluating and presenting data.

    • Knowledge of report preparation and record keeping as they apply to OLS.

    • Skill in coordinating fiscal activities, and establishing effective working relationships with service providers, vendors, other State Agencies and OLS, District Office and partisan staff.

    • Skill in using Microsoft Office software, database, mainframe and cloud applications to enter, prepare and modify documents and transactions.

    • Skill in the projection of future needs, and analysis of fiscal goals and objectives.

    • Skill in problem analysis, determining a course of action, and implementing solutions to problems and project completion as they relate to the Fiscal Component.

    • Ability to operate the OLS and statewide accounting and procurement systems as related to assigned work.

    • Ability to analyze and determine organizational, operational and procedural problems, and make recommendations for improvement.

    • Ability to prepare accurate and comprehensive reports and analyses containing findings, conclusions and recommendations.

    • Ability to interpret legislation, rules, regulations and procedures and apply them to specific work situations.

    • Ability to communicate clearly, both orally and in writing, with legislators, legislative staff, employees at various levels, vendors, district office staff and the public.

    • Ability to maintain confidential information.

    • Ability to apply the principles and processes for providing customer service. This includes customer needs assessment, meeting quality standards for services, and the evaluation of customer satisfaction.



    • Bachelor's degree in accounting, finance, purchasing or related field from an accredited college or university.

          Preferred Education:

    • Master's degree from an accredited college or university, in accounting, finance, business administration, public administration or related field.


    • Possesses a CPA, CIA, CFE, CGMA, or CMA certification from a national professional accounting association.



    • Ten years of increasing complex professional experience in government fiscal and/or procurement activities.


    Preferred Experience:

    • Three years of experience in a supervisory capacity in government fiscal and procurement management.


    • Applicants who do not have a bachelor's degree may substitute additional experience on a year-for-year basis and must have a minimum of 14 years of experience, five of which must be within the OLS Fiscal Component.


    OLS Human Resources


    Christin Knox
    Director of Human Resources
    New Jersey Office of Legislative Services
    Trenton NJ