The Executive Office is responsible for: coordinating all procurement activities (i.e., establishing procurement priorities and schedules; processing accounts payable for purchase and delivery orders; formulating and executing administrative budgets; managing human and financial resources; developing internal administrative policies and procedures related to OFO travel and training); managing correspondence processes, including controlled correspondence and clearances; managing OFO Information Technology (IT) processes and relevant systems, including internal and external website design and maintenance; and supporting personnel processes in conjunction with the Office of Human Resources. The Executive Officer reports directly to the PDAS.
In performing its responsibilities, the staff:
- Serves as the principal liaison between OFO's service area organizations.
- Leads, develops, coordinates, and implements a comprehensive OFO employee communications strategy in support of OFO's mission to ensure communications to OFO employees, and as appropriate other ED employees, are consistent, accurate, and timely.
- Manages the content of OFO's internal and external website information.
- Manages procurement activities within OFO, providing guidance governing procurement activities, coordinating the preparation of procurement documents and the completion of required clearances; maintaining accurate records of individual activities; and paying invoices received from vendors.
- Plans, formulates, and presents the personnel ceiling request and annual budgets for the Program Administration and central support accounts for all OFO units and develops the annual fiscal spending and operating plans for these accounts.
- Manages the functions of the correspondence control unit, assigning documents to appropriate OFO staff for review and clearance.
- Assists in the OFO preparation and production of OFO reports, submissions, documents, and testimony, and coordinates reviews of drafts and final versions of these materials.
- Manages OFO's IT processes (e.g., approve equipment acquisitions; facilitate employee application processing for the Department's Education Central Automated Processing System (EDCAPS), and ensure compliance with the Department's IT Security program requirements).
- Serves as OFO's official representative for agency-wide processes (e.g., Contracting Officer, IT Security Representative, Personnel Security Representative, Freedom of Information Act Liaison, and Records Management Representative) and systems (e.g., FMSS, E2, Quicktime).
- Coordinates administrative and facilities management services for OFO employees including space planning, property inventory control, and health and safety.
- Develops employee engagement opportunities to showcase OFO's programs, products, and services.
- Certifies funds availability and approves all expenditures and obligations for OFO administrative and program accounts, ensuring compliance with the Anti-Deficiency Act. Maintains personnel ceiling control and performs all financial execution functions including analysis of monthly obligation document reports, status of funds reports, and the planned versus actual expenditure reports.
- Operates OFO's personnel management system including recruitment, promotions, details, employee development, performance appraisals, awards, and security investigations. Develops or reviews OFO position descriptions and functional statements. Serves as liaison and coordinates performance appraisals and incentive award recommendations to assure adherence to budgetary constraints and departmental policies, directives, and regulations; and ensures their timely completion.
- Performing comprehensive data analyses and developing and disseminating reports and dashboards to OFO leadership on POC specific administrative operations to inform decision-making.
- Collaborating with OFO offices to develop tools, processes, and analytical insights that enable them to better leverage administrative operational data and processes in new and useful ways.
- Managing the Department's Administrative Communications System (ACS) to develop, maintain, and ensure that directives and handbooks delineating Department policies, procedures, requirements, and other important information of general applicability are strategic, coordinated, comprehensive, and standardized to support mission achievement and risk mitigation.