Sunday, September 15, 2019

Administrative/Financial Services Manager

Recruitment #18-0229-01


THIS IS A NEW ASSEMBLED EXAMINATION. The eligible list resulting from this examination will cancel any existing list and may last approximately one year, but can be extended. A properly completed Supplemental Questionnaire must be submitted with each application.

Application and Supplemental Questionnaire: A properly completed Supplemental Questionnaire must be submitted with each application. Application and Supplemental Questionnaire must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing. These documents will only be accepted on-line. Failure to submit a complete application by the last day to file will result in disqualification.


The Position:
Administrative Financial Services Managers serve in a consultative role to management in addressing and resolving administrative, programmatic and policy matters and to facilitate the implementation of a wide variety of programs and projects. This is an executive level manager who exercises full authority for making decisions and implementing programs to ensure the effective provision of administrative, financial and analytical services.

Further, the Administrative Financial Services Manager may be responsible for other activities including:

• Program Planning and Evaluation
• Financial Planning and Analysis
• Human Resource Management
• Contract/Grants Management
• Purchasing

This position plays a major role in departmental policy decisions and acts for the Department Head in both administrative and financial matters. This position will also be consensus builder and–eager to address day-to-day operations with a leadership style that embraces a collaborative approach to decision-making and problem solving. 

Current vacancies exist in the Alameda County Public Defender's Office located in Oakland and in the Alameda County Health Care Services Agency located in San Leandro and Oakland.

The Ideal Candidate:
In addition to meeting the minimum qualifications, successful candidates will have a proven background in administrative and fiscal analysis and demonstrated experience in government budgeting, grants management and contracts negotiation as well as strong analytical, written and oral communication skills.

The ideal candidate will also be:

• Experienced in managing the linkages between finance and administrative program areas.

• An individual with a track record of providing high quality financial management with a focus on leveraging state, federal and other resources.

• A strategic and creative administrator who forecasts financial needs and collaborates with organization leaders to develop and manage budgets.

• A leader who manages work groups by inspiring and advising subordinates, facilitating goal accomplishment and tracking and evaluating performance to ensure success.

• A great communicator and listener, quick and clear thinking, calm under pressure.

• An advanced user of computer applications who champions and implements technology to maximize fiscal and administrative management processes.

Politically astute, possessing the skills necessary to identify, navigate the organization while being sensitive to the competing needs of internal and external stakeholders.

• A strong collaborator, adept in identifying opportunities and taking action to build strategic relationships to help achieve the organizations goals.

• Able to identify and understand complex problems, make decisions, exercise good judgment, formulate action plans in a proactive and collaborative manner.




The equivalent to a Bachelor’s Degree from an accredited college or university (180 quarter units or 120 semester units) with major coursework in business or public administration, or a field related to the work.

(Additional professional or paraprofessional administrative or financial services experience may be substituted for the education on a year-for-year basis.)


The equivalent to three years of full-time management or supervisory level experience in financial planning or analysis, budget development and processing, contract negotiation and/or grants management or general administrative services at a level equivalent to or higher than the Alameda County classified service of Supervising Administrative Specialist or Supervising Financial Services Specialist, preferably in a public agency setting.

Licenses: Specified positions may require possession of a valid California driver's license.

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


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, employee supervision and business management.
· Principles of public administration.
· Practices and techniques of administrative and financial analysis and report preparation.
· Computer applications and hardware and software related to the work.
· Public personnel, purchasing and contract administration practices.
· Budgetary, contract and grant administration and financial record-keeping and reporting practices.
· Office administrative practices and procedures, including records management and the operation of standard office equipment.

Ability to:

· Serve effectively as a member of a departmental management team.
· Manage a variety of administrative and financial services functions.
· Plan, supervise, review and evaluate the work of others, either directly or through subordinate supervision.
· Plan and conduct complex administrative and operational studies.
· Research, compile and summarize varied information, evaluate alternatives and reach sound conclusions.
· Interpret, explain and apply complex policies, regulations and procedures.
· Prepare clear and accurate reports, correspondence, procedures, policies and other written materials. Represent the department and the County in meetings with others.
· Organize and prioritize work and meet critical deadlines.
· Exercise sound independent judgment within established policies and guidelines.
· Establish and maintain effective working relationships with those contacted in the course of the work.
· Communicate orally and in writing.


1) A review of candidates' applications to verify possession of minimum requirements. Those candidates who possess the minimum requirements for the class will move on to the next step in the examination process.
2) A review of candidates’ Supplemental Questionnaires to select the best qualified applicants to continue in the process.
3) An oral interview which will be weighted as 100% of the candidate's final examination score. The oral interview may contain situational exercises.


We reserve the right to make changes to the announced examination components. Alameda County utilizes a Civil Service Selection System founded on merit. Such a system is competitive and based on broad recruitment efforts and equal opportunity for qualified applicants to test in an examination process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position. Many of our recruitments are targeted and specific to the needs of a current vacant position, in which case, the eligible list may be exclusively used for that current vacant position. Other recruitments may be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work. To learn more about our recruitment and selection process, please visit the “What You Need to Know” section of our website,

Selection Plan

Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance. The following dates are tentative and subject to change based on the needs of the Agency:


Deadline for Filing:

 November 23, 2018

Review of Applications for Minimum Qualifications:

November 27, 2018

Review of Supplemental Questionnaire for Best Qualified:

November 30, 2018

Oral Examination:

December 13, 2018


Alameda County and the Human Resource Services Department will make reasonable efforts in the examination and/or selection process to accommodate qualified individuals with disabilities and/or medical conditions in accordance/compliance with the State Fair Employment and Housing Act (FEHA), Federal Americans with Disabilities Act (ADA) Alameda County’s Reasonable Accommodation Policy and applicable statutes. To request an accommodation due to a disability/medical condition during this or other phases of the examination/selection process, please contact the assigned Human Resources Representative listed on the job announcement before the last date of filing. Alameda County requires applicants to provide supporting documentation to substantiate a request for reasonable accommodation. In order to qualify for a reasonable accommodation, applicants must have a disability/medical condition pursuant to the ADA, FEHA and applicable statutes.

For more information regarding our Reasonable Accommodation procedures, please visit our website,


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.


Applicants will be informed via email with reasonable notice in advance of any examination process which will require their

All notices related to County recruitments for which you have applied will be sent/delivered via email. Please add and as accepted addresses to any email blocking or spam filtering program you may use. If you do not do this, your email blocking or spam filtering program may block receipt of the notices regarding your application for recruitments. You are also strongly advised to regularly log into your County of Alameda online application account to check for notices that may have been sent to you. All email notices that will be sent to you will also be kept in your personal online application account. You will be able to view all of your notices in your online application account by clicking on the "My applications" button on the Current Job Openings page.

Please take the steps recommended above to ensure you do not miss any notices about a recruitment for which you have applied. The County of Alameda is not responsible for notices that are not read, received or accessed by any applicant for a County recruitment.

NOTE: All notices are generated through an automated email notification system. Replies to the email box are routed to an unmonitored mailbox. If you have questions please go to our website at You may also contact the Human Resources Analyst listed on the job announcement for the recruitment for which you have applied.

Sam Gee, Human Resources Division Manager
Human Resource Services Department, County of Alameda

Alameda County is an Equal Opportunity Employer