County of Alameda

Office Manager, Alameda County Children and Families Commission (#5014)

$36.61-$36.61 Hourly / $2,928.80-$2,928.80 BiWeekly /
$6,345.73-$6,345.73 Monthly / $76,148.80-$76,148.80 Yearly


DESCRIPTION
Under general supervision, to develop, plan, organize and direct the administrative staff support functions of the Alameda County Children and Families Commission; to develop, implement and maintain all office systems and procedures; to direct the work of the support staff; and to do related work as required.

DISTINGUISHING FEATURES

This one position classification functions reports to the Executive Director and functions as a member of the management team to provide accurate, comprehensive and timely information and recommendations to upper management upon which final policy, budgetary and administrative decisions will be made. The incumbent of this position is responsible for assisting in the development and implementation of office assignments, the nature of centralized office activities, of support staff personnel and operational activities.

EXAMPLES OF DUTIES
NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Assists in planning, organizing, directing and coordinating personnel, fiscal, office services and general administrative activities and functions.
2. Assists in preparing and coordinating the multiple budgets; provides support and backup to the Commission as needed.
3. Works with the staff of Information Technology to coordinate and manage the staff’s information technology activities and systems.
4. Provides support and backup to the Commission as needed; ensures the provision of quality customer service in all activities.
5. Establishes and maintains personnel files and records.
6. Assists in establishing a system to manage all paper and electronic information.
7. Schedules Commission, committee, community outreach, staff and other meetings as necessary.
8. Purchases/leases and maintains all office equipment; coordinates and assigns office space.
9. Coordinates hiring, promotions, transfers, disciplinary actions and training of all support staff.
10. Develops long range space utilization and acquisition plans; develops long range automation plans.
11. Conducts studies of various administrative activities as required.
12. Composes memoranda, letters, reports and other documents.
13. May represent the department head on committees, task forces and other activities related to administrative functions.
14. Performs other related duties as assigned by the Executive Director or Deputy Director.

MINIMUM QUALIFICATIONS
Education:

The equivalent of two years of college (90 quarter units or 60 semester units) from an accredited college or university. (Additional experience as outlined below may be substituted for the education on a year-for-year basis.)

AND

Experience:

The equivalent of four years of full time office management and/or administrative experience, one year of which must have included supervision of clerical support staff.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS
NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:
• Management principles and practices, including work planning and evaluation, supervision and resource allocation
• Office administrative practices and procedures, including fiscal, personnel, records management and the operation of standard office equipment
• Computer applications related to the work
• Research and report preparation
• Principles of administrative analysis
• Budgeting and financial record keeping
• Principles of public administration

Ability to:
• Plan, organize, coordinate, supervise and manage the work of staff members in a modern office environment
• Work closely and cooperatively with professional and support staff
• Collect, compile, analyze and summarize varied information, propose and consider alternatives and reach sound conclusions
• Explain and apply regulations and procedures in varying situations
• Review documents for completeness, accuracy, appropriate authorization and compliance with regulations and procedures
• Prepare clear and accurate reports, correspondence, procedures and other written materials
• Represent the department and County in meetings with others
• Organize and prioritize work and meet critical deadlines
• Maintain accurate records and files
• Plan, assign, direct and review the work of others on a day-to-day basis
• Exercise wound judgment within established guideline, policies and procedures
• Establish and maintain effective working relationships with those contacted in the course of the work

CLASS SPEC HISTORY
BG:bl
2/15/00
Jobspecs\Newspecs: 5014.doc
CSC Date: 1/5/2000

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

  • Medical – HMO & PPO Plans
  • Dental – HMO & PPO Plans
  • Vision or Vision Reimbursement
  • Share the Savings
  • Basic Life Insurance 
  • Supplemental Life Insurance (with optional dependent coverage for eligible employees)
  • Accidental Death and Dismemberment Insurance 
  • County Allowance Credit
  • Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
  • Short-Term Disability Insurance
  • Long-Term Disability Insurance
  • Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
  • Employee Assistance Program

For your Financial Future

  • Retirement Plan - (Defined Benefit Pension Plan)
  • Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

  • 11 paid holidays
  • Floating Holidays
  • Vacation and sick leave accrual
  • Vacation purchase program
  • Management Paid Leave**
  • Catastrophic Sick Leave
  • Employee Mortgage Loan Program
  • Group Auto/Home Insurance
  • Pet Insurance
  • Commuter Benefits Program
  • Guaranteed Ride Home
  • Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
  • Employee Discount Program (e.g. theme parks, cell phone, etc.)
  • Child Care Resources
  • 1st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.