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Administrative Services Officer - Senior

Recruitment #2013-14703-01

Salary:$35.41 - $43.04/hour; $6,137.73 - $7,460.27/month
Department:County-Wide
Job Type: Open
Date Opened:10/25/2013
Filing Deadline:11/8/2013 5:00:00 PM
Employment Type: Permanent/Full Time (40 hrs/week)
Permanent/Part Time (less than 40 hrs/week)
Temporary/Extra Help
Work Location: Auburn Area (Applegate, Auburn, Colfax, Foresthill, Meadow Vista, Penryn)
South Placer (Granite Bay, Loomis, Lincoln, Rocklin, Roseville)
HR Analyst: Hedy Dehghan

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INTRODUCTION

This recruitment will remain open until either the first 200 applications†have been†submitted or until the filing deadline, whichever occurs first.

This recruitment will be used to fill both open and promotional vacancies in various County departments as they arise, subject to specific position requirements and CEO approval.† The current vacancy exists in the Personnel Department.

POSITION INFORMATION

The Senior Administrative Services Officer for the Placer County Personnel Department is a key management position with responsibility for oversight of the departmentís administrative, fiscal and accounting functions including the planning, preparation, and management of the departmentís $15 million annual budget (representing a variety of fund accounts) in addition to supervising professional, technical and clerical staff who perform administrative and accounting functions. This position will also play a key role in managing contracts, assisting with labor negotiations, collecting and analyzing metrics data and preparing staff reports for the Civil Service Commission and Board of Supervisors.

DEFINITION

To direct, coordinate, and participate in the preparation and monitoring of the budget(s) for assigned department/division; to direct, coordinate, and participate in the fiscal operations for assigned department/division; to direct, coordinate, and participate in designated administrative services such as personnel administration, contract administration, and/or other specialized projects/programs for assigned department/division; to participate in the formulation and implementation of administrative policies and procedures; to serve as a member of the departmentís management team; and to be a positive and productive team member.

DISTINGUISHING CHARACTERISTICS

The†Administrative Services Officer job series represents professional positions responsible for implementing and maintaining the budget process and fiscal recordkeeping and reporting operations at the departmental/divisional level.† Selected positions within the Health and Human Services Department may be allocated to this job series in the performance of any one of the designated areas of responsibility on a department-wide basis.

The Senior Administrative Services Officer class is utilized primarily in large or multiple County department(s) where the scope, variety, and magnitude of business services provided require an administrative services staff to be supervised under an Administrative Services Officer. Positions allocated to this job class may also be responsible for personnel administration, contract administration, information systems management, facilities management, and/or state/federal revenue accounting. This job class may supervise professional staff as well as clerical and technical positions.

This job class is distinguished from the†Administrative Services Manager†classification in that the Manager has responsibility for the most complex and multiple budgets with a variety of different funding sources.†† The Administrative Services Manager also operates at the second level of supervision with direct supervision of supervisory positions and over-all management responsibility for the work units being supervised.

SUPERVISION RECEIVED AND EXERCISED

Receive direction from a department head or his/her designee.

May exercise direct supervision of a small unit of professional, technical, and clerical employees.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:
  • Direct, coordinate, and/or participate in the performance of budget preparation and monitoring for assigned department/division; prepare final budget presentation with justifications; coordinate on-going budget monitoring process.
  • Direct, coordinate, and/or participate in the performance of designated administrative services for assigned department/division, which may include grant management, contract administration, information systems management, facilities management, personnel services support, and/or office management.
  • Consult with department director and other management staff in the formulation of administrative policies; develop, implement, and maintain policies and procedures related to area(s) of responsibility; participate in the development and maintenance of operating procedures/manuals. 
  • Coordinate and participate in the preparation of budgets; compute and collect data; construct forecasts and estimates for revenue and expenditure projections; provide alternative budget scenarios for management review and finalize budget(s) consistent with Countyís process and format.
  • Monitor and track approved budget(s) on an on-going basis; notify management of budgetary compliance issues; create and maintain working spreadsheets and statistical reports for budget analysis; implement necessary adjustments/variances to budget; maintain budgetary and fiscal controls.
  • Direct, oversee, and participate in the maintenance of department/division fiscal operations; track and monitor expenditures, approve payments, verify payroll data, and produce financial reports.
  • Administer and monitor contracts; participate in negotiating contracts with outside vendors; consultants or funding sources; verify and approve payments; monitor fiscal and legal liabilities of assigned contracts. 
  • Coordinate fiscal activities with the appropriate state and federal agencies/funding sources, the State Controllerís Office, the County Executive Office, and other County departments/divisions as necessary and as appropriate.
  • Represent assigned department/division on personnel matters such as staffing, recruitment, selection, classification, and/or employee relations; act as department/division liaison with the Personnel Department; advise assigned department/division on personnel related matters; develop and conduct employee orientation and training programs for assigned department/division. 
  • Develop and implement departmental/divisional goals and objectives related to assigned area(s) of responsibility; establish schedules and methods for the performance of administrative functions; implement administrative policies and procedures relevant to assigned area(s) of responsibility. 
  • Plan, prioritize, assign, supervise, and review the work of assigned professional, clerical and technical staff; provide and/or coordinate staff training; provide recommendations on hiring, demotion, and employee discipline.
  • Maintain data, records, and documentation on manual and electronic information systems; analyze possible software applications to a variety of fiscal and administrative processes.
  • Design and recommend systems, procedures, forms and instructions for internal departmental/divisional use.
  • Conduct research and prepare correspondence, reports, studies, and other documentation as necessary and upon request.
  • Answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary.
  • Build and maintain positive working relationships with co-workers, other County employees and managers, and the community utilizing accepted principles of effective customer service.
  • Maintain awareness of and participation in external professional environment and resources to ensure the highest level of professional standards are applied to service delivery within the assigned department/division.
  • Represent assigned department/division to the public as well as other County employees and managers in a positive and productive manner. 
  • Serve as a positive and effective team member. 
  • Perform related duties as assigned.

MINIMUM QUALIFICATIONS

It is the applicant's responsibility to identify in their application materials how they meet the Minimum Qualifications listed below.

Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying.† A typical way to obtain the required knowledge and abilities would be:

Experience: Four years of increasingly responsible administrative work experience in budgeting, accounting, finance, public administration, or a comparable field, preferably two years of which†are in assigned or related area, and one year of which must have been in a supervisory capacity.

Training: Equivalent to a Bachelor's degree from an accredited college or university with major course work in public or business administration, government, accounting or a related field.†

License or Certificate:
May need to possess a valid California driver's license as required by the position.† Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

  • Principles and modern methods of public and business administration with special reference to organization, fiscal budget, and personnel management.
  • Advanced principles of financial administration, including public budgeting, financial forecasting, cost accounting and financial analysis.
  • Advanced principles and practices of organizational analysis and human resource planning.
  • Basic principles and practices of County-wide operations and County administration and organization.
  • Computer systems and software including word processing, spreadsheet and database applications.
  • Standard and accepted English usage, spelling, punctuation and grammar.
  • Pertinent local, state, and federal laws, guidelines, regulations, and statutes.
  • Standard and accepted modern research techniques, including the use of surveys and questionnaires.
  • Standard and accepted principles and practices of motivation, team building, and conflict resolution.
  • Principles and practices of supervision, training and performance evaluation.
  • Standard and accepted office practices, procedures, and equipment.

Ability to:

  • Direct and participate in advanced administrative, fiscal, and operational activities.
  • On a continuous basis, analyze budget and technical reports; interpret and evaluate staff reports; know laws; regulations and codes; observe performance and evaluate staff; problem solve department related issues; remember various rules and interpret policy.
  • On a continuous basis, sit at desk and in meetings for long periods of time.† Intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone, and communicate through written means.
  • Develop and administer policies, guidelines and procedures.
  • Negotiate agreement between differing individuals and groups.
  • Perform complex mathematical and statistical calculations accurately.
  • Plan, supervise and evaluate work activities of professional, technical, and clerical staff.
  • Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
  • Gain cooperation through discussion and persuasion.
  • Read, analyze, evaluate and summarize written materials and statistical data including reports, financial reports and budgets.
  • Act as a positive and effective team member.
  • Communicate clearly and concisely, both orally and in writing.
  • Determine effective method of research; and compile data and present in form most likely to enhance understanding.†
  • Prepare reports, statistical data, forms, questionnaires and surveys.
  • Interpret and apply pertinent local, state and federal laws, guidelines, and regulations.
  • Use a computer, calculator, typewriter, telephone, facsimile machine, postage meter, and photocopy machine.
  • Work with various cultural and ethnic groups in a tactful and effective manner.
  • Establish and maintain effective working relationships with those contacted in the performance of required duties.

SELECTION PROCEDURE

Written Examination (100%)

The written examination may include multiple choice, true/false, fill-in, matching, and/or essay type questions directly related to the required knowledge and abilities for this classification.

The written examination is†tentatively†scheduled for the week of December 1st. Qualified applicants will be notified of their scheduled date,†time and location following the final filing date.

CONDITION OF EMPLOYMENT


Prior to the date of hire, applicants for regular full and part-time positions must pass a medical examination which may include a drug screening and possibly a psychological evaluation. Applicants for extra help positions may be subject to a drug screening. All applicants must sign a constitutional oath, submit proof of U.S. citizenship or legal right to remain and work in the U.S. and be fingerprinted. For some positions, applicants may also be required to submit proof of age, be bonded or undergo a background check.

SUBSTITUTE LISTS

The eligible list(s) resulting from this recruitment may be certified as a substitute list for a substantially similar classification.† For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EMPLOYEES OF OTHER PUBLIC AGENCIES


Placer County now offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please visit our website at: http://www.jobaps.com/placer/sup/abfreenames.asp.

EQUAL OPPORTUNITY EMPLOYER


Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment and retaliation is prohibited and that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of sex, sexual orientation, race, color, ancestry, religious creed, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state or local laws or ordinance. Please contact the Personnel Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

BENEFITS

The following information represents benefits currently available to permanent Placer County employees and may be subject to change.  It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the Personnel Department.

Click here to view benefits for Management bargaining unit