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Administrative and Fiscal Operations Manager

Recruitment #2016-14704-01

Salary:$42.55 - $51.71/hour; $7,375.33 - $8,963.07/month; $88,504.00 - $107,556.80/year
Department:Public Works
Job Type: Open
Date Opened:1/24/2017 2:30:00 PM
Filing Deadline:4/21/2017 5:00:00 PM
Employment Type: Permanent/Full Time (40 hrs/week)
Work Location: Auburn Area (Applegate, Auburn, Colfax, Foresthill, Meadow Vista, Penryn)
HR Analyst: Laura Carucci

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POSITION INFORMATION

Please note that this classification is currently under review as part of a Countywide fiscal class study and the job classification may be subject to change.

Placer County is currently recruiting for two permanent full time Administrative and Fiscal Operations Managers within the Department of†Public Works and†Facilities.†The Administrative and Fiscal Operations Manager functions as a key part of the†team and will†manage and administer the fiscal, budgetary,†and other administrative operations of the department.†The Department of Public Works and Facilities is very diverse and manages six General Fund budgets, four Other Operating budgets, five Enterprise budgets, and four Internal Service budgets. The Departmentís total budget is $217,356,748 and has 365 funded positions. For more information about the Department of Public Works click†HERE†and for Facilities please click HERE.†

The resulting eligible list from this recruitment may be used to fill future vacancies in various†County departments as they arise.†

DEFINITION

To plan, direct, manage and administer the fiscal, budgetary, and other administrative operations of a large, multidivisional agency or department or major, multiple divisions; to direct, organize, and manage the accounting functions supporting assigned fiscal/budgetary operations; to direct, organize, and manage administrative functions such as general information technology support and personnel liaison activities; to serve as a positive member of the agency or departmentís management team and as such, participate in strategic planning, policy development, and legislative analysis; and to represent assigned agency/ department/divisions in a variety of external and internal contacts.

DISTINGUISHING CHARACTERISTICS

The Administrative and Fiscal Operations Manager job class recognizes positions that provide full line and functional management responsibility for employees within a work section and assume substantive and significant responsibilities for assigned agency or departmental and/or multi-divisional fiscal, budgetary, and administrative support activities.† This classification serves as an advisor to the agency or department head/management team on complex financial, budgetary, and other relevant administrative functions.†

This job class is distinguished from the Senior Administrative Services Officer classification by the size and complexity of the assigned agency/departmentís employee population and its budget.† This job class is distinguished from the Administrative Services Manager classification in that the latter 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 overall management responsibility for the work units being supervised.† Positions in this job class may also direct and manage assigned programmatic and/or operational activities integral to the assigned agency/departmentís responsibilities.†

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from an agency or department director or his/her designee.

Exercises direct supervision over supervisory, professional, technical, and clerical personnel.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:
  • Plan, direct, and manage, multiple and complex budgetary operational services functions funded by and responsible to multiple funding agencies and/or revenue sources as well as the County organization; communicate with and report to external agencies, governing boards, and/or special districts.
  • Direct, coordinate, and/or participate in the performance of designated administrative services for assigned agency or department, which may include grant management, contract administration, information technology support, facilities management, personnel services liaison, and/or office management.
  • Manage, direct, evaluate, monitor, and support the professional, technical, and clerical staff within assigned area(s) of responsibility; act as a resource to staff, advise staff on the more complex issues; provide direction, guidance, and leadership to staff; prepare performance evaluations.
  • Identify, plan, implement, and evaluate goals, objectives, priorities, and activities within assigned area(s) of responsibility in a manner consistent with the agency or departmentís overall goals and objectives; develop strategies for the successful achievement of goals and objectives; direct and coordinate the implementation of strategies.
  • Direct, manage, and participate in the preparation of multiple and complex budgets; collect and analyze data in the support of effective forecasting of revenues and expenditures; develop justifications for budgetary recommendations; coordinate the finalization of budgets to ensure the timely submission of budgets to County Executive Office as well as the state, federal, or other governing boards/agencies as required.
  • Review and monitor the financial activity of assigned agency or departmentsí/divisionsí budgets; oversee the collection of data and preparation of financial reports; analyze reports to determine performance to established budget.
  • Direct, manage, supervise, and monitor the fiscal and accounting operations of assigned agency or department and/or divisions; oversee and approve the preparation of journal entries, adjust revenue and expenditures as necessary; approve purchase requisitions, payments, and invoices or claims; direct, manage, review and monitor account analysis and reconciliation.
  • Plan, manage, and participate in the development and implementation of operational/administrative policies, procedures, and systems related to assigned activities; analyze, evaluate, and develop recommendations for or changes to existing administrative and operational procedures as necessary and appropriate; participate in the development and maintenance of operating procedures/manuals.
  • Direct, oversee, and manage the administration and monitoring of contracts; negotiate contracts with outside vendors, service providers or funding sources; verify and approve payments; monitor fiscal and legal liabilities of assigned contractual agreements and terms.†
  • Direct, oversee, and 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.
  • Attend and participate in a variety of taskforces, committees, and meetings, both internal and external, relating to assigned administrative functions; serve as a representative of assigned agency or department/divisions.
  • Plan, direct and participate in the completion of a variety of studies; supervise research activities; evaluate and analyze agency or departmental goals/objectives and legal mandates; analyze existing and proposed legislation and directives to determine their impact on budgetary, fiscal, or operational procedures of assigned agency or department/divisions.†
  • Recommend the appointment of personnel; provide or coordinate staff training; conduct performance evaluations; recommend discipline; implement discipline procedures as directed; maintain discipline and high standards necessary for the efficient and professional operation of assigned agency or department/divisions.†
  • Build and maintain positive working relationships with co-workers, other County employees and managers, outside agencies, 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 County and the assigned agency or department.
  • Represent the County of Placer and the assigned agency or department to the public and to other agencies in a positive and productive manner.†
  • Serve as a positive and motivational team leader as well as a positive and effective member of a peer group.†
  • Perform related duties as required.

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: Five years of increasingly responsible administrative work experience in budgeting, accounting, fiscal control and analysis, or comparable fields, two years of which is preferred 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, finance, or a related field.†

Applicants receiving their degree outside the United States must submit proof of accreditation by a recognized evaluation agency.

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, rules, regulations, and statutes.
  • Standard and accepted modern research techniques, including the use of surveys and questionnaires.
  • Principles and practices of general and statistical research, analysis, and presentation.
  • Principles and practices of supervision, training and performance evaluation.
  • Modern office practices, procedures and equipment.

Ability to:

  • Direct and participate in advanced administrative, fiscal, budgetary, and operational activities.
  • On a continuous basis, analyze budgets and technical reports; interpret and evaluate staff reports; stay current with pertinent laws, regulations, and guidelines; observe performance and evaluate staff; problem solve agency or 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, standards, 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.
  • Supervise, train, and evaluate assigned staff.
  • 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.
  • Learn the principles and practices of motivation, team building and conflict resolution.
  • 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

Training & Experience Rating (100%)

Based upon responses to the†supplemental questionnaire, the applicantís education, training and experience will be evaluated using a pre-determined formula.† Scores from this evaluation will determine applicant ranking and placement on the eligible list.

All applicants who meet minimum qualifications will be required to respond to an online Conviction History Questionnaire, which will be sent as a link on their notification that minimum qualifications have been met.† Failure to respond to this questionnaire within (3) three calendar days of the minimum qualification notification will result in disqualification from the examination.

CONDITION OF EMPLOYMENT

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination, which may include a drug screening and possibly a psychological evaluation, sign a constitutional oath and submit proof of U.S. citizenship or legal right to remain and work in the U.S.† For some positions, applicants may also be required to submit proof of age, undergo a background investigation and/or be bonded.

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.

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†Human Resources†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†Human Resources†Department.

Click here to view benefits for Management bargaining unit