Wednesday, July 23, 2014

Supervising Financial Services Specialist

Recruitment #13-0216-01

Introduction

THIS EXAM HAS A LIMITED FILING PERIOD

Applications will only be accepted from 8:00 am October 21, 2013 until 5:00 pm on November 1, 2013.

On October 21, 2013 at 8:00 am the "Click Here to Apply" button will appear at the bottom of this page.  Be aware that if you complete an application template you must still return to this page and apply for the position in the time period stated above.


THIS IS A NEW ASSEMBLED EXAMINATION. 
The eligible list resulting from this examination will cancel any existing list and may last approximately one year, but can be extended.

Applications must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing.  Applications will only be accepted on-line.

Supplemental Questionnaire:  A properly completed Supplemental Questionnaire must be submitted with each application.  Applications and Supplemental Questionnaires must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing.  Failure to submit the Supplemental Questionnaire will result in disqualification. Click HERE to follow this link to view the supplemental questions in advance of the limited application filing. 

DESCRIPTION

AGENCIES WITH EXISTING VACANCIES

This is a general recruitment which may be used to fill multiple vacancies which arise over the next year.  Immediate agencies with vacancies for this position may be described in more detail below; however, please note that the eligible list resulting from this recruitment and selection process may be utilized for other future vacancies which may arise throughout Alameda County within the next year for this and other County Departments. 

HEALTH CARE SERVICES AGENCY

Alameda County's Health Services Program is administered by the Health Care Services Agency and includes the following program areas: Behavioral Health Care, Public Health, Environmental Health, and Agency Administration/Indigent Health. The ultimate mission of Health Care Services Agency is to provide fully integrated health care services through a comprehensive network of public and private partnerships that ensure optimal health and well-being and respect the diversity of all residents.  There are currently two vacancies in Behavioral Health Care with one located in the Network Office and one located in Finance Fiscal Services. 

Network Office - The position in the Network Office is responsible for supervising a unit of fiscal staff who are responsible for the financial management of the BHCS contracted mental health providers.  Currently that includes $200 million in contracts with approximately 100 community-based and public providers.  The Network Office Mental Health Fiscal Unit is responsible for working with contractors to finalize budgets, process invoices, monitor expenditures, setting up claiming units for the State Medi-Cal system, providing financial analysis to senior BHCS managers and technical assistance to contractors.  The Supervising Financial Services Specialist in the Network Office is responsible for developing consistent policies and practices for staff in the mental health fiscal unit and plays a leadership role in representing the unit with the Finance and Operations Divisions within BHCS and with other units within the Network Office.  

Finance Fiscal Services - This position directly supervises five staff members consisting of managerial, technical and clerical personnel.  The Supervising Financial Services Specialist in the Finance Fiscal Services is responsible for general accounting, cost reports, county budget preparation/projections, position control/reconciliation, general audit, trust funds, single audit coordination.  There are five (5) direct reports consisting of two (2) managerial and three (3) technical and clerical staff.

 

SHERIFF'S OFFICE 

Since 1853, the Alameda County Sheriff's Office has protected life and property while providing humane treatment to those in our custody.  Each day our mission is to demonstrate our:  Ability to enforce the law fairly; Commitment to professionalism; Service to the community with integrity and trust; Obligation to duty with honor and pride. There is currently one vacancy in the Sheriff's Office responsible for supervising two Financials Services Specialists respectively assigned to the Law Enforcement Services and Countywide Services divisions.  This position will also supervise the Accounts Receivable unit which prepares the contract billing for law enforcement contracts, as well as prepare the indirect cost rate proposal for the Sheriff’s Office and monitor SB 90 claims.

THE POSITIONS

Under general direction, Supervising Financial Service Specialists provide supervision for financial and administrative services and operational support functions in County departments or agencies; provide complex professional-level services in the areas of budget development and processing, contract negotiation and administration and grants management; facilitate the implementation of a variety of programs and projects; and perform related work as required.

DISTINGUISHING FEATURES

In addition to the provision of complex budget, contract, grant, and financial services, responsibilities of this class emphasize the line supervision of large clerical or technical support staff through subordinate supervisors. Assignments, particularly the operational supervisory roles, vary widely, but all positions are found in departments with multiple budgets and funding sources and/or extensive contracts with various service providers or community-based organizations. This class differs from Financial Services Officer, which has full management responsibility for financial services for an agency or department, and, in addition, typically supervises a staff of professional and/or paraprofessional employees.

IDEAL CANDIDATES 

In addition to the minimum qualifications stated below, the most ideal candidates will have a background supervising administrative and financial functions specifically in a law enforcement or health care organization, coupled with considerable experience working in compliance with government accounting, budgeting and public finance standards.  In addition, ideal candidates will posses strong analytical, written and oral communication skills along with advanced skills using excel and various databases to prepare complex financial reports. 

Ideal candidates will also have a proven track record of success:

  • Preparing for advancement by developing a sufficient depth of technical and professional knowledge and skills to assume a Supervising Financial Services Specialist role with oversight responsibility for financial and administrative services and operational support associated with complex budget development and processing, contract negotiation and administration, and grants management functions.
  • As a supportive supervisor with a demonstrated ability to train, coach, counsel and manage subordinate staff in order to optimize individual performance.
  • Identifying opportunities and taking action to build strategic partnerships between one’s area and other areas, teams, units, departments, or organizations to achieve business goals.
  • Using strong business acumen to adeptly assess economic, financial, market, and industry data to understand and improve business results; and using one’s understanding of major business functions, industry trends, and own organization’s position to contribute to effective business strategies.
  • Adjusting, maintaining, and managing effectiveness of self and others when experiencing and leading change and while working within new structures, processes, requirements, or cultures.
  • As a strong collaborator and consensus builder with exceptional organizational skills and a demonstrated ability to plan and organize work for self and others in order to ensure that work is completed efficiently and in a timely manner.
  • Effectively communicating and interacting with others by clearly conveying information and ideas in a manner that meets audience needs and helps them understand and retain highly technical information; developing and maintaining effective relationships with others; and relating well to people with diverse cultures, interpersonal styles, abilities, motivations, or backgrounds.
  • Valuing the customers perspective and ensuring the customers perspective is the driving force behind business decisions and activities; and crafting and implementing service practices that meet customers’ and own organization’s needs.
  • As a practiced problem solver with good judgment capable of thinking logically, taking initiative and reacting calmly under pressure in order to arrive at sound conclusions; and making well supported decisions and taking appropriate action to accomplish goals based on logical assumptions, facts, available resources, constraints, and organizational values.      

For a detailed listing of the duties and essential competency requirements for this position, please see the complete job description for Supervising Financial Services Specialist.

MINIMUM QUALIFICATIONS

These are minimum professional requirements for the position of Supervising Financial Services Specialist:

EITHER

Experience:  The equivalent to two years of full-time experience at the level of or higher than the class Financial Services Specialist II in the Alameda County classified service (non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts).

OR

Education:  The equivalent to graduation from a four-year accredited college or university (180 quarter units or 120 semester units) with major coursework in business or public administration, economics, financial planning or a field related to the work.   (Additional professional or paraprofessional financial planning and support experience may be substituted for the education on a year-for-year basis.)

Experience:  The equivalent to two years of full-time professional-level experience in independently performing financial planning or analysis, budget development and processing, contract negotiation and administration and/or grants management at a level equivalent to or higher than the County class of Financial Services Specialist II in the Alameda County classified service. Some prior lead or supervisory experience is desirable.

License:  Possession of a valid California Motor Vehicle Operator’s license.

KNOWLEDGE AND SKILLS

The most suitably qualified candidates will possess the following competencies:

Knowledge of:

  • Supervisory principles, including work planning, direction and review.
  • Principles and practices of governmental budget development and administration.
  • Principles and practices of contract and grant administration.
  • Financial record-keeping and auditing practices.
  • Practices and techniques of administrative analysis and report preparation.
  • Applicable federal, state and local policies and regulations.
  • Computer applications related to the work.
  • Office administrative practices and procedures, including records management and the operation of standard office equipment.

Ability to:

  • Plan, supervise, review and evaluate the work of others through subordinate supervisors.
  • Train others in work procedures.
  • Develop, coordinate and administer complex multiple budgets with multiple funding sources.
  • Monitor fiscal transactions and audit fiscal records and documentation.
  • Plan and conduct administrative and operational studies.
  • Interpret, explain and apply complex policies, regulations and procedures.
  • Prepare clear and accurate reports, correspondence, procedures and other written materials.
  • Represent the department and the County in meetings with others.
  • Organize and prioritize work and meet critical deadlines.
  • Maintain accurate financial records and data for audits.
  • Exercise sound independent judgment within established policies and guidelines.
  • Establish and maintain effective working relationships with those contacted in the course of the work.
  • Plan, supervise, review and evaluate the work of others through subordinate supervisors.

EXAMINATION COMPONENTS

THE EXAMINATION WILL CONSIST OF THE FOLLOWING STEPS:  A review of candidates' applications to verify possession of minimum requirements. Those candidates who possess the minimum requirements for the class will move on to the next step in the examination process which is a Best Qualification screening  (which is qualifying only) to determine who is amongst the most suitably qualified candidates.  Only those candidates evaluated as the best and most suitably qualified will move on to the next step in the examination process, a panel interview which may contain situational exercises and will be weighted as 100% of the candidate's final examination score.  Meeting the minimum qualifications for the position does not guarantee advancement to the panel interview process; only the most suitably and best qualified candidates will be invited to participate. 

Alameda County utilizes a Civil Service Selection System founded on merit.  Such a system is competitive and based on broad recruitment efforts and equal opportunity for qualified applicants to test in an examination process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position.  Many of our recruitments are targeted and specific to the needs of a current vacant position, in which case, the eligible list may be exclusively used for that current vacant position.  Other recruitments many be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work.

Alameda County utilizes a panel of subject matter experts to evaluate candidates’ job related competencies and suitability for the position. The primary objectives of this process are to: acquaint interviewer and candidate; learn more about the candidate’s background and experience as it relates to the job; and help the candidate understand the position and organization.  Most panel interviews will be comprised of subject matter experts within the organization, which may include supervisors and managers from the hiring department; other interviews may be comprised of experts from outside of the organization.  In cases where the hiring manager participates in the interview process, the department may choose to hire directly from the established eligible list and may choose not to have additional departmental interviews.

CANDIDATES MUST ATTAIN A QUALIFYING RATING ON EACH PORTION OF THIS EXAMINATION. 

We reserve the right to make changes to the announced examination components.             

Selection Plan

Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance.  The following dates are tentative and subject to change based on the needs of the Agency:

TENTATIVE SELECTION PLAN

  • Deadline for Filing: 5:00 pm on Friday, November 1, 2013
  • Minimum Qualifications & Best Qualified Review Completed By: November 22, 2013
  • Panel Interview:  Tentatively scheduled Monday and Tuesday, December 9-10, 2013

Alameda County and the Human Resource Services Department will make reasonable efforts in the examination and/or selection process to accommodate qualified individuals with disabilities and/or medical conditions in accordance/compliance with the State Fair Employment and Housing Act (FEHA), Federal Americans with Disabilities Act (ADA) Alameda County’s Reasonable Accommodation Policy and applicable statutes.  To request an accommodation due to a disability/medical condition during this or other phases of the examination/selection process, please contact the assigned Human Resources Representative listed on the job announcement before the last date of filing.  Alameda County requires applicants to provide supporting documentation to substantiate a request for reasonable accommodation. In order to qualify for a reasonable accommodation, applicants must have a disability/medical condition pursuant to the ADA, FEHA and applicable statutes.

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Welfare Benefits

  • Medical – HMO & PPO Insurance
  • Dental – PPO & DHMO Insurance  
  • Vision
  • Basic Life Insurance 
  • Supplemental Life Insurance (with optional dependent coverage) 
  • County Allowance
  • Health Flexible Spending Account
  • Dependent Care Flexible Spending Account
  • Accident, Critical Illness & Hospital Indemnity
  • Long Term Care Insurance
  • Employee Assistance Program

For your Financial Future

  • Short-term Disability Insurance
  • Long-Term Disability Insurance
  • Retirement Plan – (Defined Benefit Pension Plan)
  • Deferred Compensation Plan

For your Work/Life Balance

  • 11 paid holidays
  • Vacation and sick leave accrual
  • Vacation purchase program
  • Management Paid Leave**
  • Group Auto/Home
  • Commuter Benefits Program
  • Guaranteed Ride Home
  • Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
  • Employee Discount Program (e.g. theme parks, cell phone, etc.)
  • Child Care Resources
  • 1st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.

Conclusion

All notices related to County recruitments for which you have applied will be sent/delivered via email. Please add @acgov.org and alamedacountyHR@acgov.org as accepted addresses to any email blocking or spam filtering program you may use. If you do not do this, your email blocking or spam filtering program may block receipt of the notices regarding your application for recruitments. You are also strongly advised to regularly log into your County of Alameda online application account to check for notices that may have been sent to you. All email notices that will be sent to you will also be kept in your personal online application account. You will be able to view all of your notices in your online application account by clicking on the "My applications" button on the Current Job Openings page.

Please take the steps recommended above to insure you do not miss any notices about a recruitment for which you have applied. The County of Alameda is not responsible for notices that are not read, received or accessed by any applicant for a County recruitment.

NOTE: All notices are generated through an automated email notification system. Replies to the email box alamedacountyHR@acgov.org are routed to an unmonitored mailbox. All notices are generated through an automated email notification system. Replies to the email box are routed to an unmonitored mailbox. If you have questions please go to our website at www.acgov.org/hrs. You may also contact the Human Resources Analyst listed on the job announcement for the recruitment for which you have applied.

Annette Sandoval, Human Resources Analyst I
Human Resource Services, County of Alameda
510-272-6434