Placer County

Administrative & Fiscal Officer - I (#14702)

$37.08-$46.30 Hourly / $6,427.20-$8,025.33 Monthly / $77,126.40-$96,304.00 Yearly

Administrative & Fiscal Officer - II (#14703)

$41.37-$51.66 Hourly / $7,170.80-$8,954.40 Monthly / $86,049.60-$107,452.80 Yearly


DEFINITION

To direct, coordinate, and participate in the planning, preparation, and monitoring of the budget for assigned department/division; to plan, organize, supervise, review, and participate in the work of staff performing professional, technical, and administrative support for administrative services operations, programs, and activities, including areas such as accounting/fiscal operations, contract administration, grants management, procurement, information technology, legislative and regulatory compliance, and office management; to formulate and implement administrative policies and procedures; and to be a positive and productive member of the management team.

DISTINGUISHING CHARACTERISTICS

Administrative & Fiscal Officer I:  This is the entry level class in the Administrative and Fiscal Officer series.  This class is distinguished from the journey level of Administrative and Fiscal Officer II by the performance of the more routine tasks and duties assigned to positions within this series.  Employees at this level are not expected to perform with the same independence of direction and judgment on matters allocated to the journey level.  While this class is typically used as a training class relative to budget, fiscal/accounting, and other administrative services operations, programs, and activities, employees are required to have some professional administrative, budget or fiscal related work experience.  Employees work under general supervision while learning job tasks.  

Administrative & Fiscal Officer II:  This is the full journey level class within the Administrative & Fiscal Officer series.  This class is distinguished from the entry level of Administrative & Fiscal Officer I by the assignment of the full range of duties.  Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.  Work assignments are typically given as broad, conceptual ideas and directives and incumbents are accountable for overall results and responsible for developing guidelines, action plans, and methods to produce deliverables on time and within budget.  Positions in this class are flexibly staffed and are normally filled by advancement from the entry level.          

This classification is distinguished from the Administrative and Fiscal Operations Manager by the size of the department to which assigned, size and complexity of the budget, and scope of responsibility, recognizing that the latter has overall management responsibility for budgetary, fiscal, and other administrative services operations of a large, multi-divisional department or Countywide service and manages assigned areas of responsibility through lower-levels of professional, supervisory, and/or mid-management positions.  

Classes in the Administrative and Fiscal Operations series are distinguished from the Staff Services Analyst series in that the latter has no budget responsibility and is more focused on other administrative services/programs/functions for the assigned department, such as purchasing, day to day personnel functions, legislative and regulatory compliance, or special projects.

SUPERVISION RECEIVED AND EXERCISED

Administrative & Fiscal Officer I

Receives general supervision from a department head or his/her designee.    

Exercises direct supervision over professional, technical, and/or clerical support staff either directly or through lower-levels of subordinate supervisory staff.  

Administrative & Fiscal Officer II

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

Exercises direct supervision over professional, technical, and/or clerical support staff either directly or through lower-levels of subordinate supervisory staff.

EXAMPLES OF ESSENTIAL DUTIES

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

  • Develop, implement, and maintain department-wide budgetary and administrative services operation business standards, processes, policies, procedures, and performance measurements; direct and participate in the development and maintenance of operating procedures/manuals.  
  • Direct, coordinate, and/or participate in the  planning, preparation, tracking, and monitoring of department budget, including analyzing and estimating expenditures, analyzing and projecting revenues, recommending allocation of funds and personnel, developing alternative budget scenarios, and reviewing and consulting with other management staff; prepare final budget presentation with justifications.  
  • Coordinate and participate in the ongoing budget monitoring process by researching, evaluating, and making recommendations on requests for changes in position allocations, funding appropriations, and program functions; notifying management of budgetary compliance issues, making necessary adjustments; and maintaining budgetary and fiscal controls.  
  • Plan, prioritize, assign, supervise, and review the work of assigned professional, clerical, and technical staff; may supervise assigned staff through lower-level supervisors; provide and/or coordinate staff training; provide proactive and informational performance feedback to employees on an ongoing basis; conduct performance evaluations in a timely and effective manner; provide recommendations on hiring, demotion, and employee discipline.  
  • Develop, establish, and implement departmental goals, objectives, and priorities related to assigned area(s) of responsibility; lead and actively participate in departmental short- and long-range planning related to assigned areas of responsibility.  
  • Provide consultation to meet departmental needs including recommending, designing, and coordinating changes to both business practices and specific technology solutions related to administrative services operations, programs, and projects.  
  • Direct the coordination of fiscal activities with the appropriate 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.  
  • Administer and monitor contracts; participate in negotiating contracts with outside vendors, consultants, or funding sources; verify and approve payments; monitor fiscal and legal liabilities of assigned contracts.  
  • Represent assigned department/division on personnel matters such as staffing, recruitment, selection, classification, and/or employee relations; act as department/division liaison with the Human Resources Department; advise assigned department/division on personnel related matters.     
  • Direct the maintenance of data, records, and documentation on manual and electronic information systems.  
  • Conduct a variety of organizational and operational studies.  
  • Direct the preparation of 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.  
  • Represent assigned department 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.

MINIMUM QUALIFICATIONS

ADMINISTRATIVE & FISCAL OFFICER I 

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: 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 driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

 

ADMINISTRATIVE & FISCAL OFFICER II

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: Four years of increasingly responsible administrative work experience in budgeting, accounting, finance, public administration, or a related field, including two years in a 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 driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

ADMINISTRATIVE & FISCAL OFFICER I

Knowledge of:
• Principles and practices of budget planning, preparation, and implementation including financial forecasting and analysis.
• Generally accepted accounting principles, governmental accounting standards, and other pertinent governmental accounting and reporting procedures.
• Principles and practices of public and business administration with emphasis in human resources, contract administration, grants management, purchasing, facility and fleet management, personnel services support, information technology, legislative and regulatory compliance, and office management.
• Principles and accepted methods of public and business administration with special reference to organization, accounting/fiscal, contract, and budget administration.
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.
• Applicable federal, state, and local laws, regulations, ordinances, and organizational policies and procedures related to assigned area(s) of responsibility.
• Practices of researching issues, evaluating alternatives, making sound recommendations, and preparing and presenting effective reports.
• Modern office practices, methods, computer equipment, and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the County in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Techniques for providing a high level of customer service by effectively interacting with the public, vendors, contractors, and County staff.

Ability to:
• Plan, prepare, implement, and monitor a department/division budget.
• Administer and participate in department/division accounting and fiscal support operations.
• Organize and coordinate assigned administrative services programs within a County department/division.
• Analyze, interpret, summarize, and present financial, statistical, and technical information and data in an effective manner.
• Analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; problem solve department related issues; remember various rules and interpret policy.
• Research, analyze, and make recommendations on administrative services, budget, and accounting/fiscal operations policies, guidelines, and procedures specific to assigned department/division.
• 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.
• Communicate clearly and concisely, both orally and in writing.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Train, direct, supervise, and evaluate the work of professional, technical and clerical staff.
• Establish and maintain effective working relationships with those contacted in the course of performing assigned duties.
• 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 communicate through written means.

ADMINISTRATIVE & FISCAL OFFICER II

In addition to the qualifications for Administrative & Fiscal Officer I (above):

Knowledge of:
• Administrative principles and practices including goal setting and short- and long-term planning related to areas of responsibility.
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of administrative programs and operational needs of assigned department.
• Principles and practices of leadership, motivation, team building, and conflict resolution.
• Basic principles and practices of County-wide operations and County administration and organization.
• Principles and practices of local government, including county administration, organization, programs, and functions.

Ability to:
• Develop, recommend, and implement goals, objectives, and practices for providing effective and efficient services; develop and implement department/division-wide guidelines, policies, and procedures.
• Train, direct, supervise, and evaluate the work of professional, supervisory, technical, and clerical staff.
• Direct and participate in advanced administrative, fiscal, and operational activities for assigned department.
• Plan, prepare, manage, implement, and monitor complex department budget(s).
• Plan, organize, and supervise department accounting and fiscal support operations and assigned administrative services programs.


CLASS: 14702; EST: 7/1/2002; REV: 11/5/2019;
CLASS: 14703; EST: 7/1/2002; REV: 11/5/2019;