Thursday, January 24, 2019 by 5:00 p.m.
Salary: (I): $46,404.80 -$56,409.60
(II): $56,180.80 - $68,224.00
Job Type: Full-Time
Job Status: INTER-AGENCY
Unit: Mid Mgmt
THIS IS AN INTER-AGENCY RECRUITMENT ONLY. Under direction of the department head, will exercise direct supervision over professional, technical and clerical personnel; plan, organize, manage and coordinate the administrative functions as well as designated programmatic/operational responsibilities of an assigned unit/department; 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.
The Administrative Services Manager job classification series recognizes positions that provide full second-line, direct supervision to employees within an administrative support work unit and assume substantive and significant responsibility for assigned departmental and/or multi-divisional administration to include fiscal and budgetary, personnel, recordkeeping, documentation and management information systems activities. Positions in this job class may also direct and manage assigned programmatic and/or operational activities integral to the assigned departments responsibilities. This classification serves as an advisor to the department head/management team on a variety of complex administrative services and related functions.
Administrative Services Manager I
This classification is the entry-level management position and will perform less complex supervisory and administrative assignments. Incumbents may become eligible for promotion to the Administrative Services Manager II level based upon demonstration of progressively responsible job assignment and performance, independence of action, decision-making, personnel management, budget management and attainment of required experience.
Administrative Services Manager II
This classification is the journey-level management position and will perform highly complex supervisory and administrative assignments. This class is distinguished from the
Administrative Services Manager I in that the latter works more independently, has responsibility for significant departmental projects and activities, and is able to manage a variety of multifaceted functions.
- 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)
- Contribute to problem-solving, decision making and planning activities of the assigned department.
- Plan, direct and manage multiple 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 Administrative Officer, and other governmental and/or special agencies as necessary.
- Plan, direct and manage the information systems operations and related technological functions for assigned department and its inclusive divisions.
- Act as liaison with the County-wide information systems support staff and/or outside vendors as necessary to ensure departmental users receive appropriate and optimum levels of assistance.
- Direct, manage and participate in the preparation for multiple and complex budgets.
- Collect and analyze data in the support of effective forecasting of revenues and expenditures, develops justifications for budgetary recommendations.
- Represent assigned departmental unit on personnel matters such as staffing, recruitment, selection, classification, and/or employee relations.
- Act as departmental liaison with Human Resources department.
- Provide or coordinate staff training, work with employees to correct deficiencies.
- Identify, plan, implement and evaluate goals, objectives, priorities, and activities within assigned area of responsibility.
- Provide professional and managerial resources to the director and management team.
- Represent assigned department to outside organizations, local communities, special interest groups, businesses, clients, customers, and the general public utilizing accepted principles of effective customer service.
- Establish and maintain open communications with employees, other County departments, multi-disciplinary teams and other governmental organizations.
- Direct and manage the work of consultants.
- Assist in the requests for proposals, review bids, interview and select consultants..
- 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 assigned.
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 financial forecasting, cost accounting and financial analysis; advance principles and practices of organizational analysis and human resource planning; basic principles and practices of County-wide operations and organization; 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; principles and practices of supervision, training and performance evaluations; standard and accepted office practices, procedures and equipment; principles and practices of work safety.
Organize, implement and direct activities of professional, technical and clerical staff involved in assigned areas of responsibility; understand all aspects of assigned department/unit, intermittently analyze work papers, reports and special projects, identify and interpret technical and numerical information, observe and problem solve operational and technical policies and procedures; analyze budget and technical reports; interpret and evaluate staff reports; successfully develop, manage and monitor budgets, programs and expenditures; recommend policies and procedures related to assigned area, make presentations to boards, community groups and employees, gain cooperation through discussion and persuasion; interpret and apply pertinent local, state and federal laws, guidelines and regulations; apply principles and practices of personnel administration; negotiate agreement between differing individuals and groups; prepare reports, statistical data, forms, questionnaires and surveys; work with various cultural and ethnic groups in a tactful and effective manner; establish and maintain an effective working relationship with those contacted throughout the course of work.
Training and Experience:
Sufficient education, training and related work experience to demonstrate possession of the knowledge, skills, and abilities detailed below which would typically be acquired through:
Administrative Services Manager I: Five years of increasingly responsible administrative work experience in budgeting, accounting, finance, public administration, personnel management, or related field, including two years of administrative and supervisory responsibility.
Administrative Services Manager II: Seven years of increasingly responsible administrative work experience in budgeting, accounting, finance, public administration, personnel management, or related field, including four years of administrative and supervisory responsibility.
Equivalent to graduation from an accredited four-year college or university with major course work in business administration, public administration, government, economics, finance, or related field.
Governmental administrative management experience may substitute on a year for year basis for the required degree.
Possession of an appropriate California driver’s license issued by the State Department of Motor Vehicles may be required.
Interested individuals must submit the following:
- Updated Calaveras County application
- Cover letter
Application materials will be reviewed to evaluate the specific qualifications of each applicant and determine which applicants will continue in the screening process. Incomplete application information will result in the candidate being screened out of the process. Those candidates identified as having qualifications best suited for the position will be invited to participate in the interview process.
PHYSICAL DEMANDS AND WORKING CONDITIONS:
Mobility to work in a standard office environment, use standard office equipment and attend off-site meetings; physical ability to sit or otherwise remain stationary at work post for long periods of time; manual dexterity to use standard office equipment and supplies and to manipulate both single sheets of paper and large document holders (binders, manuals, etc.); vision to read handwritten and printed materials and a computer screen; hearing and speech to communicate person and by telephone.
This class description lists the major duties and requirements of the job and is not all-inclusive.
Not all duties are necessarily performed by each incumbent. Incumbents may be expected to perform job-related duties other than those contained in the documents and may be required to have specific job-related knowledge and skills.