Administrative Services Officer

Placer County is comprised of over 1,400 square miles of beautiful and diverse geography, ranging from the residential and commercial areas of South Placer, westward through the historic foothill areas of Auburn, Foresthill, and Colfax, and to the County's jewel of the North Lake Tahoe basin. Placer is a great place to live, work, play and learn. For more information about Placer County, please visit www.placer.ca.gov.

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

There is currently one permanent full-time vacancy within the Clerk-Recorders-Elections Office and one potential permanent full-time vacancy within the Community Development Resources Agency.

To prepare and monitor the budget for assigned department/division; to perform the fiscal operations for assigned department/division; to perform 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; may serve as a member of the department’s management team; and to be a positive and productive team member.

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 Administrative Services Officer class is utilized in departments or selected divisions with smaller resource allocations such as staff or budget and with a limited number or variety of funding sources.  This class oversees and participates in the day-to-day fiscal/accounting operations and budget preparation/monitoring activities in assigned department/division.  The Administrative Services Officer may supervise clerical and/or technical employees in the conduct of budget process, accounting, financial reporting, personnel processing, contract monitoring or other related services and functions. 
 
This job class is distinguished from the Senior Administrative Services Officer in that the senior level has responsibility for larger, more complex budgets as well as performing a wider variety of administrative services.   Senior Administrative Services Officer positions may also supervise professional staff as well as clerical and technical positions.

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

May exercise direct supervision over technical and/or clerical positions.

• Prepare and monitor budget for assigned department/division; coordinate data collection; prepare final budget presentation with justifications; coordinate and participate in the on-going budget monitoring process. 
• Perform designated administrative services for assigned department/division, which may include contract/grant monitoring, personnel services support, and/or office management. 
• Assist department/division in the development of administrative policies and procedures related to area(s) of responsibility; participate in the development and maintenance of operating procedures/manuals.  
• Prepare assigned budget; 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 County’s process and format. 
• Monitor and track approved budget 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. 
• Maintain department/division(s) fiscal operations; track and monitor expenditures, approve payments, verify payroll data, and produce financial reports. 
• Participate in the administration and monitoring of contracts; verify and approve payments; monitor fiscal and legal liabilities of assigned contracts.  
• Coordinate fiscal activities with the state and federal agencies/funding sources, the State Controller’s Office, the County Executive Office, and other County departments/divisions as necessary and as appropriate. 
• Act as department/division liaison with the Personnel Department; process appropriate personnel action paperwork. 
• Assist in the development and implementation of department/division goals and objectives; establish schedules and methods for assigned administrative functions; implement administrative policies and procedures relevant to assigned area(s) of responsibility.  
• Plan, prioritize, assign, supervise and review the work of assigned clerical and/or 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.

It is the responsibility of applicants to identify in their application materials how they meet the minimum qualifications listed below.

Experience: Two years of increasingly responsible administrative experience in budgeting, accounting, and/or fiscal control and analysis,  including one year in a lead or 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.

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

Knowledge of:

• Principles and accepted methods of public and business administration with special reference to organization, fiscal, contract, and budget administration.
• Principles of financial administration, including public budgeting, financial forecasting, and financial analysis.
• Principles and practices of public administration and principles of organization, management and staffing.
• Computer software, including word processing, spreadsheet, presentation and database applications.
• English usage, spelling, punctuation, and grammar.
• Pertinent local, state and federal laws, guidelines, and regulations.
• Basic principles and practices of County-wide operations as well as the County’s administration and organizational structure.
• Computer systems and applications.
• Principles and practices of supervision, training, and performance evaluation.
• Basic office practices, procedures and equipment.

Ability to:

• Organize and coordinate an administrative services program within a County department.
• 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 to communicate through written means.
• Learn to develop and administer policies, guidelines, and procedures.
• Read, analyze, evaluate and summarize written materials and statistical data including reports, financial reports and budgets.
• Learn the principles and practices of motivation, team building and conflict resolution.
• Assist in negotiating agreements between differing individuals and groups.
• Perform moderately complex mathematical and statistical calculations accurately.
• 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.
• Communicate clearly and concisely, both orally and in writing.
• 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.

Training & Experience Rating (100%)

Based upon responses to the supplemental questionnaire, the applicant’s 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.

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.

All new permanent employees, with the exception of sworn law enforcement and those in management and confidential groups, shall be required to join the employee organization or pay an 'Agency Fee' as a condition of employment.

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.

Placer County 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.

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, discrimination and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of gender (including gender identity and expression), sexual orientation, race, color, ancestry, religion, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including pregnancy, childbirth and related medical conditions), or any other classification protected by federal, state, or local law. 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.

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

Tentative Recruitment Plan

3/22/18: Minimum Qualification Screening

3/23/18: Training and Experience Rating

Week of 3/26/18: Establish Eligible List