Placer County

Staff Services Manager (#11773)

$41.00-$51.21 Hourly / $7,106.67-$8,876.40 Monthly / $85,280.00-$106,516.80 Yearly


DEFINITION

To plan, organize, direct, supervise, and manage the activities of a department-wide function or major service area;  serve in an advisory role and provide highly responsible and complex professional assistance to executive management staff in areas such as organizational development, staffing, strategic planning, business processes, legislative analysis, and related areas; research and analyze departmental practices and procedures and develop recommendations for organizational, programmatic, policy, and procedural improvements and updates; coordinate assigned areas of responsibility as a representative of the department with other County departments and divisions and with external stakeholders.

DISTINGUISHING CHARACTERISTICS

The manager level recognizes positons that provide full and functional management responsibility for a division or program area within a department.  Performance of the work requires the use of considerable independence, initiative, and discretion within established guidelines. 

This class is distinguished from the Staff Services Analyst, Senior by having substantive and significant management level responsibility over a specific area or specialty, including short- and long-term planning and development and administration of department-wide policies, procedures, and services.  This class is further distinguished from the Administrative Services Officer series in that the latter has responsibility for implementing and maintaining the budget process and fiscal recordkeeping and reporting operations with day-to-day oversight and participation in fiscal/accounting operations and budget preparation/monitoring activities for assigned department/division.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from higher level management staff.  

Exercises direct supervision over supervisory, professional, technical, and clerical personnel. 

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

  • Assume full management responsibility for assigned administrative, operational, and programmatic activities and analyses in assigned areas of responsibility including organizational development, staffing, department wide business processes, policy, procedural, and legislative analysis.
  • Research and evaluate the effect of current and pending legislation affecting the department and County; prepare critiques and research papers; advise management and recommend and implement policy and procedural changes.  
  • Develop, recommend, and implement program goals and objectives within assigned department; oversee and participate in the development and implementation of strategies and work plans for the achievement of these goals.  
  • Provide leadership and supervision to professional, technical, and administrative support staff, either directly and through subordinate staff; coordinate staff training; participate in selection of staff; conduct performance evaluations; recommend and implement discipline procedures as appropriate; organize, assign, review, and evaluate work products, methods, and procedures.  
  • Contribute to the overall quality of the assigned areas of responsibility by developing, reviewing, and implementing policies and procedures to meet legal requirements and departmental needs; continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor the distribution of work, support systems, and internal reporting relationships; identify opportunities for improvement; direct the implementation of change; prepare various staff reports on operations and activities.  
  • Develop departmental standards for projects, programs, and studies including methodology, deliverable templates, and performance measurements.    
  • Provide consultation to meet staff needs including recommending, designing, and coordinating changes to both business practices and specific technology solutions.  
  • Represent assigned department on personnel matters such as staffing, recruitment, selection, classification; act as departmental liaison with the Human Resources Department; provide or coordinate staff training; assist in working with employees to correct deficiencies and/or implementing discipline procedures.  
  • Lead and participate in internal and interagency technical work groups to gather information for policy and decision making and to serve as an advisor in advancing and representing the priorities and interests of the department.  
  • Interpret departmental business needs and identify and analyze critical issues; recommend solutions and resolve complex problems; develop new processes and procedures to meet requirements and anticipated changes; advise staff and management on changes.  
  • Plan, organize, manage, and participate in conducting productivity and efficiency studies, performance audits, management reviews, and administrative analyses of organization systems and procedures; develop cost analyses and perform program evaluations; prepare complex analytical and statistical reports.  
  • Serve as a liaison between the department and federal and state legislators, other government entities, interest groups, and other stakeholders to advance and represent the priorities and interests of department and County.     
  • Develop consultant requests for proposals for professional services and administer the advertising and bid processes; evaluate proposals and recommend project award; negotiate contracts and agreements and administer same after award.  
  • Make presentations to the public, community groups, various committees, and elected boards.  
  • Build and maintain positive working relationships with co-workers, other County employees, and the public using principles of good customer service.  
  • Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Experience and Training

Any combination of experience and training that would provide the required knowledge and abilities is qualifying.  A typical way to obtain the required knowledge and abilities would be:  

Experience:  Five years of increasingly responsible work experience managing programs and/or conducting detailed analysis requiring the preparation and submission of findings with recommendations to executive management staff, including two years of supervisory responsibility.

Training:  Equivalent to a Bachelor's degree from an accredited college or university with major coursework in public or business administration, political science, or a related field.

License or Certificate: 

May need to possess a valid driver's license as required by the position and in accordance with the California Vehicle Code.  Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

  • Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
  • Standard accepted principles and practices of motivation, team building, and conflict resolution.
  • Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management.
  • Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
  • Principles and practices of local government and county administration, organization, programs and functions.
  • Advanced principles, practices, concepts, theories, research methods, and sources of information related to assigned area of responsibility.
  • Principles and techniques of administrative analysis, including workload measurement, work flow and layout, work simplification, and systems and procedure analysis.
  • Applicable federal, state, and local laws, regulations, ordinances, and organizational policies and procedures related to areas of responsibility.
  • Practices of researching issues, evaluating alternatives, making sound recommendations, and preparing and presenting effective reports.
  • Statistical methods and analysis and the use and interpretation of statistics in reports.
  • Modern office practices, methods, computer equipment, and applications related to the work.
  • Techniques for effectively representing the County in contacts with governmental agencies, community groups, various business, professional, educational, and regulatory organizations, and the public.

Ability to:

  • Provide leadership and technical guidance as an advisor in assigned area of responsibility including performing varied duties that may include uncertainty in approach, methodology, or interpretation and evaluation processes, as well as continuing changes in program, technological developments, or conflicting requirements.
  • Develop and implement goals, objectives, policies, procedures, new techniques, establish work standards, and internal controls for assigned program areas.
  • Provide administrative and professional leadership and direction for assigned programs and projects.
  • Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical reports.
  • Interpret, apply, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
  • Plan, organize, direct, and coordinate the work of assigned staff; delegate authority and responsibility.
  • Select, train, motivate, and evaluate the work of staff and train staff in work procedures.
  • Understand the organization and operation of assigned department and the County as necessary to assume assigned responsibilities.
  • Work with various cultural and ethnic groups in a tactful and effective manner.
  • Prepare comprehensive, clear, and highly complex reports.
  • Communicate clearly and concisely, both orally and in writing.
  • Effectively represent the department and County with those contacted during the course of work.
  • Establish and maintain positive working relationships with co-workers, other County employees, and the public using principles of good customer service.
  • On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policies and procedures; and explain County and Department policies and procedures to the general public and County staff.
  • On a continuous basis, sit at desk for long periods of time; intermittently twist to reach equipment surrounding desk; walk, stand, bend, squat, kneel, or twist, carry materials or retrieve/ return files from drawers; perform simple grasping and fine manipulation; use telephone, and write or use a keyboard to communicate through written means or enter/retrieve data from computer; and lift light weight.

CLASS: 11773; EST: 7/10/2017; REV: ;