Job Summary:

The Office of the Chief Administrative Officer (CAO) provides operations support services and business solutions to the community of 10,000 House Members, Officers and staff. The CAO organization comprises more than 800 technical and administrative staff working in areas including information technology, finance, budget management, human resources, payroll, child care, food and vending, procurement, logistics, and administrative counsel.

In consultation with the Director, Payroll and Benefits, plans the day-to-day functions and responsibilities controlled by, assigned to, or associated with the Department, as well as the miscellaneous administrative activities thereof. Coordinates with and keeps senior management informed of all relevant workplace issues and initiatives, specific work activities, and policy, procedural, and process initiatives or changes.  Ensures appropriate after-action reviews are conducted and corresponding program enhancements are made.  Maintains familiarity and compliance with, and established standards for, all applicable legal requirements, House Rules, Committee and CAO policies and procedures, as well as specific Business Unit and Department practices and procedures. These include, but are not limited to: The Personnel Policies and Procedures for the Officers and Inspector General, as well as the supplemental policies and procedures thereof; CAO Work Schedule Policies; Systems Development Life Cycle (SDLC) process; Project Plans and Budget Formulation Instructions; Overtime, Part-Time and Temporary Pay Processing Guidelines; and the CAO Records Retention and Equipment Liability policies. Assigns/utilizes resources and assembles teams to ensure that sustaining activities and projects are successfully completed in a timely manner. Conducts daily reviews; monitors, evaluates, and validates the work of subordinate staff. Completes individual performance plans, evaluations, and coaches and mentors employees, recommending appropriate training. Addresses employee conflicts and initiates disciplinary or performance-based actions as appropriate.  Advises staff on how to use financial systems/software to code and enter transactions and gather information. Ensures deadlines and customer service standards are met and all core responsibilities are appropriately distributed and completed in a timely manner. Prepares and presents financial information and/or briefings to stakeholders as needed.  Informs senior management of unusual problems and unanticipated constraints of resource requirements in a timely manner.  Prepares recommendations for improvements, modifications, and/or enhancements to assure responsiveness to changing requirements. Establishes and maintains a positive working relationship with auditors.  

The incumbent’s pay grade and compensation level are determined based on applicable professional experience, job knowledge, past performance, proven leadership and management skills, assigned level of responsibility, and size and scope of the Department, in comparison to local market rates of pay for equivalent criteria within the applicable discipline. 

The position has day-to-day supervisory responsibilities.  

This position has access to Personally Identifiable Information (PII).

Primary Duties/Responsibilities: 

• Monitors and maintains effective internal control procedures for the Department. 
• Proactively researches and resolves complicated pay and/or leave issues as needed. 
• Provides technical advice and guidance concerning established policies and procedures to internal and external customers. Proactively reaches out to customers to communicate changes and their impact.  
• Provides general assistance, coordination, guidance, and recommendations, and receives adequate instruction, feedback, and guidance from senior Business Unit management regarding sensitive and confidential issues. As directed by senior management, represents the Department and/or Business Unit in meetings and staff conferences both within and outside the offices of the CAO. 
• Develops, implements, and modifies internal workplace policies, standards, procedures, practices, and communication programs. Oversees the development and distribution of program documents and materials. 
• Manages new and ongoing sustaining work/programs, to include the implementation, tracking, measurement, and quality control thereof.  
• Keeps staff informed; effectively disseminates information. 
• Interviews candidates for subordinate positions and recommends appointments, promotions, and/or reassignments. 
• Prepares complex and/or unique retirement estimates as needed.  
• Coordinates the assistance of other CAO, contractor, and/or House support services to ensure operational requirements are met.  
• Ensures financial reports and records are prepared and managed in compliance with applicable laws, rules, and regulations. 
• Performs other official duties and special projects as assigned. 

Minimum qualifications: 

• 5 years of management experience and 10 years of payroll experience 

• Experience in Human Resources Information Systems (with pay codes, deduction codes, and tax codes) 

• Bachelor's degree in a discipline related to the position 

• Ability to establish and maintain administrative, quality control, and measurement criteria and processes.   

• Ability to develop, implement, and maintain internal workplace policies, standards, procedures, and practices. 

• Ability to organize and assign multiple tasks and activities simultaneously, ensuring their timely and accurate completion. 

• Working knowledge of and experience using various automated office systems and software programs.   

• Knowledge of the legislative environment, the House, and the operations thereof.  

• Knowledge of payroll administration, operations, and processes, including pay calculations. 

• Ability to analyze, interpret, and present data, including reconciling and troubleshooting as needed to ensure data integrity. 

• Skill in providing counseling and outreach services to customers and stakeholders. 

• Knowledge of and ability to understand general management theories, concepts, principles, and applicable employment laws. 

• Ability to review, understand, and retain knowledge of applicable legal requirements, House Rules, Committee and CAO policies and procedures, and specific Business Unit and Department practices and procedures. 

• General working knowledge of all aspects of the Department, and a general understanding of the Business Unit and Office of the CAO at-large. 

• Ability to evaluate viewpoints and proposals and recommend appropriate solutions/changes.   

• Ability to handle sensitive and confidential matters (both personal and operational) with tact and exercise judgement and discretion.  

• Ability to successfully complete and apply applicable training, technical and otherwise. 

• Ability to work effectively as part of a team or independently. 

• Organizational skills and attention to detail. 

• All employees within CAO are expected to demonstrate the following general competencies: Accountability, Adaptability, Collaboration, Communication, Customer Orientation, Priority Management, and Problem Resolution. 

• All employees in leadership positions within CAO are expected to demonstrate the following leadership competencies: Coalition Building, Decision-Making, Leading People, Results Orientation, and Strategic Planning. 

Preferred Qualifications: 

• CPP certification 
• Leadership and managerial/supervisory experience to include effective use of employee performance plans and evaluations, coaching and mentoring techniques, and appropriately addressing employee conflicts and disciplinary actions. Experience effectively interviewing and assessing job applicants. 

Continued employment is contingent upon satisfactorily completing a criminal history records check (or other applicable security clearance) and a pre-employment drug-test (pre-identified position only).