Administrative Services Manager
Placer County - Placer County, CA

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NOTE: This position is scheduled to receive a 2.5% wage increase effective November 15, 2014.

The current opening is for an Administrative Services Manager in the Sheriff's Office. This position is unclassified and, as such, serves at the pleasure of the Appointing Authority. The incumbent will primarily be responsible for planning, organizing, directing the day-to-day activities, and developing agency wide policies pertaining to all fiscal, budget, contracts, Board of Supervisor Memoranda, grants, payroll, accounting, and ADA/leave management and human resources issues. The incumbent in this position has primary responsibility for developing the agency's budget, including forecasting, review/analysis, implementation, monitoring, and reporting, as well as providing higher level oversight and coordination of the Sheriff's Administrative Services Division. As part of the Command staff for the agency, the incumbent works closely with and may represent the Sheriff and Undersheriff in developing and/or furthering legislation, programs, and projects which promote the interests of both the Sheriff's Office and the County.

The ideal candidate will demonstrate strong analytical, oral and written communication skills, and significant experience performing professional, complex analysis and assistance in the areas of government finance and budgeting. The selected individual will serve as a hands-on working manager who is adept at balancing multiple priorities. He/she will be an effective and credible communicator accustomed to translating complex financial information into understandable terms for a variety of audiences, and will have a strong team orientation complemented by a supportive management style. Previous management experience is highly desirable, as is experience in human resources and/or risk management.

The Sheriff's Office will review the submitted application materials of all applicants and will contact the most highly qualified applicants to schedule a hiring interview with executive staff.

DEFINITION To plan, organize, manage, and coordinate the administrative functions as well as designated programmatic/operational responsibilities of an assigned department; to direct, manage, and supervise the work of professional, technical, supervisory, and clerical staff; to establish and implement assigned programs' objectives and performance standards; to serve as a member of the department’s management team which is responsible for fulfilling the mission and carrying out the policies of the department; and to promote and participate in collaborative activities, programs, and projects that cross functional areas.

DISTINGUISHING CHARACTERISTICS The Administrative Services Manager job class recognizes positions that provide full second-line, direct supervision to employees within a administrative support work unit and assume substantive and significant responsibility for assigned departmental and/or multi-divisional administration to include fiscal and budgetary, personnel, and recordkeeping/documentation. Positions in this job class may also direct and manage assigned programmatic and/or operational activities integral to the assigned department’s responsibilities. This classification serves as an advisor to the department head/management team on a variety of complex administrative services and related functions.

SUPERVISION RECEIVED AND EXERCISED Receives general direction from a 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:
  • Serve as an effective and positive member of the department’s management team; participate in strategic planning, legislative review and analysis, and policy development.
  • Plan, organize, and manage the assigned administrative, operational, and programmatic activities within designated areas of responsibility; monitor and evaluate work in progress to ensure compliance with goals and policies.
  • Participate in the identification and allocation of resources (fiscal, staffing, information technology, supplies, and materials); and contribute to the problem-solving, decision making, and planning activities of the assigned department.
  • Plan, direct, and manage multiple and complex fiscal accounting operations for assigned department and its inclusive divisions; oversee the maintenance of appropriate documentation and recordkeeping; oversee the preparation of a variety of financial reports for use and review by department management, County Executive Office, and other governmental and/or special agencies as necessary.
  • 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 to the state, federal, or other governing boards/agencies as required.
  • Represent assigned department on personnel matters such as staffing, recruitment, selection, classification, and/or employee relations; act as departmental liaison with the Personnel Department; advise assigned department on personnel related matters; recommend the appointment of personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures; recommend employee terminations.
  • 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 departments’ overall goals and objectives; develop strategies for the successful achievement of goals and objectives; direct and coordinate the implementation of strategies.
  • Review and monitor the financial activity of assigned department’s budgets; oversee the collection of data and preparation of financial reports; analyze reports to determine performance to established budget.
  • Provide professional and managerial resources to the director and management team within assigned department, other County departments, the County Executive Office, the Board of Supervisors, and the public in a responsible and supportive manner.
  • Represent assigned department to outside organizations, local communities, special interest groups, businesses, customers, and the general public utilizing accepted principles of effective customer service.
  • Establish and maintain open communications with other County Departments, multi-disciplinary teams, and other governmental organizations; coordinate data, resources, and work products in support of a productive and positive working relationship.
  • Direct and manage the work of consultants; assist in the preparation of requests for proposals, review bids, interview and select consultants; manage workflow, set expectations and priorities, and monitor outcomes; negotiate contracts.
  • Maintain awareness of and participation in an appropriate external professional environment and resources to ensure the highest level of professional standards are applied to service delivery within the assigned department.
  • 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: Five years of increasingly responsible administrative work experience in budgeting, accounting, finance, public administration, or a comparable field, including two years of administrative and supervisory responsibility. Advanced journey level technical experience may be substituted for up to two years of the required professional experience.

Training: Equivalent to a Bachelor's degree from an accredited college or university. Designated positions may require major course work in specified areas of study.

License or Certificate: May need to possess a valid 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.
  • Principles and practices of a designated discipline and its operational applications with specific knowledge and experience in the same area.
  • Principles and practices of management, leadership, motivation, team building and conflict resolution.
  • Organizational and management practices as applied to development, analysis, and evaluation of programs, policies and operational needs.
  • Pertinent local, state and federal rules, regulations and laws.
  • 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.
  • Principles and practices of work safety.
Ability to:
  • Organize, implement and direct activities of professional, technical, and clerical staff involved in assigned areas of responsibility.
  • On a continuous basis, know and understand all aspects of assigned job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures.
  • On a continuous basis, sit at desk 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; and occasionally lift moderate weight; attend meetings, including traveling. Some specialty areas require the ability to visit field sites, including accessing areas under construction.
  • Analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; problem-solve department related issues; and interpret countywide and departmental policies and procedures.
  • Successfully develop, manage and monitor multiple budgets, programs and expenditures.
  • Develop and recommend policies and procedures related to assigned operations and for multi-disciplinary assignments.
  • Make presentations to governing boards and community groups; gain cooperation through discussion and persuasion.
  • Independently interpret and apply pertinent local, state and federal laws, guidelines, and regulations.
  • Collect and evaluate data, define and select alternatives, draw conclusions, formulate recommendations and project consequences of recommendations.
  • Read, analyze, evaluate and summarize written materials and statistical data.
  • Apply the principles and practices of personnel administration.
  • Communicate clearly and concisely, both orally and in writing.
  • Function as a productive and positive team member and effective team leader.
  • Develop and administer policies, guidelines and procedures.
  • Negotiate agreement between differing individuals and groups.
  • Perform complex mathematical and statistical calculations accurately.
  • Apply the principles and practices of motivation, team building and conflict resolution.
  • Determine effective method of research, compile data and present in form most likely to enhance understanding.
  • Prepare reports, statistical data, forms, questionnaires, and surveys.
  • Use a computer and designated software applications at a sufficient level to perform assigned duties.
  • 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.
CONDITION OF EMPLOYMENT Prior to the date of hire, applicants must undergo a background investigation, pass a medical examination, which includes a drug screening, sign a constitutional oath and submit proof of U.S. citizenship or legal right to remain and work in the U.S.
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.

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