Administrative Support Officer II
County of Santa Clara - Santa Clara, CA

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Under direction, to perform and coordinate fiscal, office management, personnel and administrative functions in a County department or organizational sub-unit; to supervise a group of clerical and/or technical staff performing support activities .
There is currently one vacancy at the Department of Correction - Food Services Unit. However, the list established may be used for other vacancies as they occur.

The Administrative Support Officer II position at DOC is responsible for management, development, supervision and implementation of the Food Service training program to include safety and sanitation, proper food handling, proper use of equipment, chemical use, federal and state regulations; new employee orientation, interpersonal skills, management/supervisory skills, employee development, diversity and any other stand alone or ongoing training as needed; monitoring and scheduling mandatory training for DOC and County classes; insuring that internal and external training mandates are developed, implemented and met; creating and monitoring a training documentation database; updating existing and developing new procedures, maintaining the Food Service Procedure Manual and insuring that all staff are well versed in following procedures; act in the capacity of the unit training resource liaison and Safety Officer; coordinating and managing Food Service Safety Committee; development and management of injury prevention program; responsibility for distribution of safety information; conduct studies, analyze, create tracking/statistical reports and make recommendations regarding food service training and safety needs; coordinating, scheduling and monitoring inmate orientation, inmate kitchen training and inmate food safety classes.

The Department of Correction Food Service Unit is responsible for providing breakfast, lunch and dinner to a population of approximately 3,600 inmates at two locked facilities totaling 12,000 meals daily. It is a 24 hours a day, 365 days per year operation. This position is housed at the Elmwood Correctional Facility in Milpitas, but also provides services to food service staff working at the Main Jail Complex in San Jose.

A qualified candidate would possess a Bachelor's degree or have equivalent work experience that includes interpreting rules and regulations, gathering data and formulating recommendations, and report writing, that can be substituted on a year-for-year basis; and one year of experience equivalent to Associate Management Analyst A in Santa Clara County. A Master's degree can substitute for one year of the required experience.

This recruitment requires the submission of an online application. No paper applications will be accepted. Applicants must apply online at Computers are available at the County Government Center, 70 West Hedding Street, 8th Floor, East Wing, San Jose, CA 95110, normal business hours, for applicants to apply online.

Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.

Click here to access all Memoranda of Understanding and most recent Summary of Changes.

Typical Tasks:
  • Performs or supervises the centralized administrative and business management operation of a County department including personnel, accounting, budgeting, office management, and procedures analysis activities;
  • Develops and implements departmental clerical and fiscal procedures and policies;
  • Supervises the maintenance of budget, inventory, purchasing and personnel records;
  • Analyzes office methods, procedures and forms;
  • Recommends methods for improvement of procedures and coordination of departmental functions;
  • Supervises, directs or provides administrative control over clerical and technical staff assigned to the central administrative services operation;
  • Conducts studies and prepares reports on departmental operations including procedures, systems, space requirements, organizational structure, expenditure of funds and types and effectiveness of equipment;
  • Interviews applicants for clerical and/or technical positions and recommends on hiring or refers applicants to operating supervisors for selection;
  • Prepares or assists in the preparation and maintenance of departmental operating or procedures manuals;
  • Assists the administrator by handling correspondence within assigned areas of responsibility;
  • Provides liaison between department and other departments on all administrative and personnel matters;
  • Assists in the preparation of applications for outside financing;
  • Develops and maintains reporting and monitoring procedures;
  • Monitors expenditures of funds to insure compliance with legal restrictions and conditions set by funding agency or control of expenditures within authorized budget allotments;
  • Analyzes annual departmental requests;
  • Plans filing and record keeping procedures;
  • Represents the department on various training, safety and other committees;
  • Conducts special projects related to development of departmental administrative services;
  • May prepare, negotiate and administer contracts, prepare and maintain monitoring and reporting systems, prepare grant applications, and confer with state and federal regulatory agencies;
  • Performs other related work as required.

Employment Standards:

Sufficient administrative or business management experience which demonstrates the possession and direct application of the following knowledges, skills and abilities.

Qualifying administrative experience includes experience in relieving an administrator of assigned administrative detail and preparing reports and recommendations for administrative action.

Knowledge of:
  • Office management principles, methods, and procedures;
  • Administrative survey techniques;
  • Basic statistical and research methods;
  • Principles, problems and methods of public and business administration, including organization and personnel, fiscal management and budgetary control;
  • Office procedures and maintenance of records;
  • Basic accounting principles and payroll procedures;
  • Principles and practices of management relating to training, evaluation and supervision of subordinates.
  • Some positions may require knowledge of grant application and contract preparation, negotiation and administration including the development of procedures to assure compliance and conformity with terms of the contract.
Ability to:
  • Understand, apply and implement administrative policies, practices and procedures;
  • Represent management in dealing on a variety of administrative policies, practices and procedures;
  • Represent management in dealing on a variety of administrative matters with other departments, employees, or outside public and private agencies;
  • Train, evaluate and supervise the work of subordinates;
  • Plan, coordinate and initiate action necessary to implement decisions and/or recommendations;
  • Work independently in identifying the need for and developing proposed changes to operating practices, programs, and policies;
  • Speak and write effectively;
  • Establish and maintain cooperative working relationships with a variety and level of departmental staff.
Veterans Preference Information
This recruitment has been identified as non-entry level by the Human Resources Director. Any veteran who has submitted a copy of their DD214 form, and received an honorable discharge within the last five years, will be given a preferential credit of five percent (ten percent for those identified as disabled veteran’s), after attaining a passing examination score for a numerically scored examination.

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