Placer County

Administrative Services Manager (#19807)

$53.04-$66.24 Hourly / $9,193.60-$11,481.60 Monthly / $110,323.20-$137,779.20 Yearly


DEFINITION

(Unclassified)

To plan, organize, direct, manage, and provide administrative oversight for all fiscal, budgetary, and administrative services operations of the largest, multi-divisional departments, including areas such as accounting/fiscal operations, human resources, contract administration, grants management, procurement, facility and fleet management, information technology, and legislative and regulatory compliance; to direct, organize, and manage department-specific non-administrative service programs or service areas integral to department services and operations; to serve as a member of the department’s executive management team and actively participate in department-wide strategic planning, policy development, and legislative analysis; to promote and participate in collaborative activities, programs, and projects that cross functional areas; and to represent assigned department in a variety of external and internal contacts.

 

 

DISTINGUISHING CHARACTERISTICS

The Administrative Services Manager job class recognizes positions that provide full second-line, direct supervision to employees within administrative service unit. This classification serves as an advisor to the department head/management team on a variety of complex administrative services and related functions. 

Employees in the Administrative Services manager classification independently manage administrative services business units through lower-level professional, supervisory, and/or mid-management positions.  Employees have limited involvement in day-to-day operations of administrative services and serves more in an advisory role and as a liaison with other departments, regulatory agencies, County management, and the Board of Supervisors.  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.  Employees are expected to manage all activities related to assigned staff, programs, and projects including short- and long-term planning and development, and administration of departmental policies, procedures, and services.  

The Administrative Services Manager is distinguished from the classification of Administrative and Fiscal Operations Manager in that this classification has overall full second-line management responsibility, through lower-level supervisors or management staff, for all budgetary, fiscal, and administrative services operations of the largest, multi-divisional departments. 

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from a department director or his/her designee.

Exercises direct supervision over supervisory, professional, technical, and clerical personnel through lower levels of mid-management staff.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:
  • Serve as an effective and positive member of the department’s management team; participate in strategic planning, legislative review and analysis, and policy development.
  • Plan, organize, and manage the assigned administrative, operational, and programmatic activities within designated areas of responsibility; monitor and evaluate work in progress to ensure compliance with goals and policies.
  • Participate in the identification and allocation of resources (fiscal, staffing, information technology, supplies, and materials); and contribute to the problem-solving, decision making, and planning activities of the assigned department.
  • Plan, direct, and manage multiple and complex budgetary/fiscal accounting operations funded by and responsible to multiple funding agencies and/or revenue sources; oversee the maintenance of appropriate documentation and recordkeeping; oversee the preparation of a variety of financial reports for use and review by department management, County Executive Office, and other governmental and/or special agencies as necessary.
  • Plan, direct, and manage the information systems operations and related technological functions for assigned department and its inclusive divisions; act as liaison with the County-wide information systems support staff and/or outside vendors as necessary to ensure departmental users receive appropriate and optimum levels of assistance.
  • Direct and manage, the planning, preparation, and monitoring of multiple and complex budgets; collect and analyze data in the support of effective forecasting of revenues and expenditures; develop justifications for budgetary recommendations; coordinate the finalization of budgets to ensure the timely submission of budgets, including analyzing and estimating expenditures, analyzing and projecting revenues, recommending allocation of funds and personnel, developing alternative budget scenarios, and reviewing and consulting with management staff; prepare final budget presentation with justifications; and ensure the timely submission of budgets to County Executive Office as well as to the state, federal, or other governing boards/agencies as required.
  • Plan, direct, and manage, through lower-level management staff, the department’s administrative services areas, programs, and functions, including accounting/fiscal operations, personnel, contract administration, grants management, purchasing, facility and fleet management, information technology, and/or legislative and regulatory compliance.
  • Manage, direct, evaluate, monitor, and support the management, professional, technical, and clerical staff within assigned area(s) of responsibility; act as a resource to staff, advise staff on the more complex issues; provide direction, guidance, and leadership to staff; prepare timely and effective  performance evaluations; and recommend employee terminations.  
  • Identify, plan, implement, and evaluate goals, objectives, priorities, and activities within assigned area(s) of responsibility in a manner consistent with the departments’ overall goals and objectives; develop strategies for the successful achievement of goals and objectives; direct and coordinate the implementation of strategies.
  • Review and monitor the financial activity of assigned department’s budgets; oversee the collection of data and preparation of financial reports; analyze reports to determine performance to established budget.
  • Provide professional and managerial resources to the director and management team within assigned department, other County departments, the County Executive Office, the Board of Supervisors, and the public in a responsible and supportive manner. 
  • Represent the county and/or assigned department to outside organizations, local communities, special interest groups, businesses, customers, and the general public utilizing accepted principles of effective customer service.
  • Establish and maintain open communications with other County Departments, multi-disciplinary teams, and other governmental organizations; coordinate data, resources, and work products in support of a productive and positive working relationship.
  • Direct and manage the work of consultants; assist in the preparation of requests for proposals, review bids, interview and select consultants; manage workflow, set expectations and priorities, and monitor outcomes; negotiate contracts.
  • Maintain awareness of and participation in an appropriate external professional environment and resources to ensure the highest level of professional standards are applied to service delivery within the assigned department.
  • Actively participate as a member of the department’s executive management team including recommending, designing, and leading the implementation of changes to departmental business practices, in compliance with County-wide established processes, policies, procedures, and regulatory and legislative requirements.
  • Plan, direct, and lead the completion of a variety of studies; supervise research activities; evaluate and analyze department goals, objectives, and legal mandates; analyze existing and proposed legislation and directives to determine their impact on budgetary, fiscal, or operational procedures of assigned department; develop and lead the implementation of changes to ensure compliance with County policies, procedures, and regulatory requirements.
  • Perform related duties as required.

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 administrative work experience in budgeting, accounting, finance, public administration, or a comparable field, including two years of administrative and supervisory responsibility. 

Training: Equivalent to a Bachelor's degree from an accredited college or university.  Designated positions may require major course work in public or business administration. government, accounting, finance, 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

Knowledge of:

  • Advanced principles of financial administration, including public budgeting and implementation, as well as financial forecasting, cost accounting and analysis.
  • Generally accepted accounting principles, governmental accounting standards, and other pertinent governmental accounting and reporting procedures.
  • Principles and modern methods of public and business administration with special emphasis in personnel management, contract administration, grants management, purchasing/procurement, facility and fleet management, information technology, and/or legislative and regulatory compliance.
  • Principles and practices of County-wide operations and County administration and organization.
  • Technical, legal, financial, and public relations risks associated with the management of fiscal, budgetary, and administrative services operations and programs.
  • Principles and practices of a designated discipline and its operational applications with specific knowledge and experience in the same area.
  • Principles and practices of management, supervision, training, leadership, motivation, performance evaluation, team building and conflict resolution.
  • Organizational and management practices as applied to development, analysis, and evaluation of programs, policies and operational needs.
  • Applicable federal, state, and local laws, rules, regulations, ordinances, and organizational policies and procedures related to assigned area(s) of responsibility.
  • Pertinent local, state and federal rules, regulations and laws.
  • Standard and accepted modern research techniques, including the use of surveys and questionnaires.
  • Standard and accepted principles and practices of motivation, team building, and conflict resolution.
  • Principles and practices of supervision, training and performance evaluation.
  • Standard and accepted office practices, procedures, and equipment.
  • Practices and methods of researching issues and collecting information, evaluating alternatives, making sound recommendations, and preparing and presenting effective reports.
  • English usage, grammar, spelling, 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.
  • Modern office practices, methods, computer equipment, and software applications related to assigned area(s) of responsibility.
  • Principles and practices of work safety.

Ability to:

  • Organize, implement and direct activities of professional, technical, and clerical staff involved in assigned areas of responsibility.
  • On a continuous basis, know and understand all aspects of assigned job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures.
  • On a continuous basis, sit at desk 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; and occasionally lift moderate weight; attend meetings, including traveling.  Some specialty areas require the ability to visit field sites, including accessing areas under construction.
  • Analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; problem-solve department related issues; and interpret countywide and departmental policies and procedures.
  • Plan, manage, and direct the development, implementation, and monitoring of complex department budget(s).
  • Plan, organize, and manage fiscal, budgetary, and administrative operations and programs.
  • Develop and recommend policies and procedures related to assigned operations and for multi-disciplinary assignments.
  • Develop, recommend, and implement goals, objectives, and practices for providing effective and efficient services.
  • Train, direct, supervise, and evaluate the work of management, supervisory, professional, technical, and clerical staff, either personally or through lower level managers.
  • Analyze, interpret, summarize, and present financial, statistical, and technical information and data in an effective manner.
  • Research, analyze, and make recommendations on administrative services, budget, and accounting/fiscal operations policies, guidelines, and procedures specific to assigned division/department.
  • Make presentations to governing boards and community groups; gain cooperation through discussion and persuasion.
  • Independently interpret and apply pertinent local, state and federal laws, guidelines, and regulations.
  • Collect and evaluate data, define and select alternatives, draw conclusions, formulate recommendations and project consequences of recommendations.  
  • Apply the principles and practices of personnel administration.
  • Communicate clearly and concisely, both orally and in writing.
  • Function as a productive and positive team member and effective team leader.
  • Develop and administer policies, guidelines and procedures.
  • Negotiate agreement between differing individuals and groups.
  • Perform complex mathematical and statistical calculations accurately.
  • Apply the principles and practices of motivation, team building and conflict resolution.
  • Determine effective method of research, compile data and present in form most likely to enhance understanding. 
  • Prepare reports, statistical data, forms, questionnaires, and surveys.
  • Use a computer and designated software applications at a sufficient level to perform assigned duties.
  • 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.

CLASS: 19807; EST: 7/1/2002; REV: 1/1/2018;