Placer Employment Opportunities

Administrative Services Officer - Senior

Recruitment #2018-14703-02

Introduction

Placer County is comprised of over 1,400 square miles of beautiful and diverse geography, ranging from the residential and commercial areas of South Placer, westward through the historic foothill areas of Auburn, Foresthill, and Colfax, and to the County's jewel of the North Lake Tahoe basin. Placer is a great place to live, work, play and learn. For more information about Placer County, please visit www.visitplacer.com.

 

POSITION INFORMATION

The Community Development Resource Agency (CDRA) regulates land use and development in the unincorporated area of Placer County. The Agency maintains offices in the Auburn and Tahoe area. To learn more about CDRA click here.

The Community Development Resource Agency (CDRA) is seeking a Administrative Services Officer - Senior to direct, coordinate, and participate in the planning, preparation, and monitoring of the budget. A portion of the position’s time is anticipated to be assigned to accounting and administrative responsibilities for CDRA’s Placer County Conservation Program and related Western Placer County In Lieu Fee Program.

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

This is the advanced journey level class within the Administrative Services Officer series. Employees in this job class perform more difficult and responsible types of duties assigned to classes within this series. Employees at this level are required to be fully trained in all policies, procedures, and operations related to assigned areas of responsibility. Employees in this class are typically assigned to manage budget, fiscal/accounting, and other administrative services operations, programs, and activities in departments and play a leading role in the departmental planning discussions related to assigned area of responsibility. 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.

The Senior Administrative Services Officer is distinguished from the Administrative Services Officer by the size of the department to which assigned, size and complexity of the budget and scope of responsibility. While the preponderance of time is spent performing hands-on accounting/fiscal support work for the assigned department/division at the journey level, employees at the Senior level spend the majority of time planning, supervising, directing, and reviewing the work of others.   

The Senior Administrative Services Officer is further distinguished from the Administrative  and Fiscal Operations Manager in that the  latter has overall management responsibility for  budgetary, fiscal, and other administrative services operations of a large, multi-divisional department and manages assigned areas of responsibility through lower-levels of professional, supervisory, and/or mid-management positions.

SUPERVISION RECEIVED AND EXERCISED

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

It is the responsibility of applicants to identify in their application materials how they meet the minimum qualifications listed below.

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.

NOTE: Relevant, equivalent experience (performing the same or similar job requiring similar knowledge, skills, and abilities) may be substituted for the required education as determined by the Human Resources Department.

NOTE: Applicants receiving their degree outside the United States must submit proof of accreditation by a recognized evaluation agency.

KNOWLEDGE, SKILLS, AND ABILITIES

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 employee supervision, including work planning, assignment, review, and evaluation, discipline, and the training of staff in work procedures.
  • Principles and practices of leadership, motivation, team building, and conflict resolution.
  • 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 contract administration, grants management, purchasing, facility and fleet management, information technology, personnel services, legislative and regulatory compliance, and general office management.
  • Basic principles and practices of County-wide operations and County administration and organization.
  • 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.
  • Principles and practices of local government, including county administration, organization, programs, and functions.
  • Modern office practices, methods, computer equipment, and applications related to the work.
  • English usage, grammar, spelling, vocabulary, and punctuation.

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.
  • 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.
  • Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
  • Perform mathematical and statistical calculations accurately.
  • Communicate clearly and concisely, both orally and in writing.
  • Work with various cultural and ethnic groups and individuals in a tactful and effective manner.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • 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.

SELECTION PROCEDURE

Training & Experience Rating (100%)

Based upon responses to the supplemental questionnaire, the applicant’s education, training and experience will be evaluated using a pre-determined formula.  Scores from this evaluation will determine applicant ranking and placement on the eligible list.

CONDITION OF EMPLOYMENT

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination, which may include a drug screening and possibly a psychological evaluation, sign a constitutional oath and submit proof of U.S. citizenship or legal right to remain and work in the U.S.  For some positions, applicants may also be required to submit proof of age, undergo a background investigation and/or be bonded.

SUBSTITUTE LISTS

The eligible list(s) resulting from this recruitment may be certified as a substitute list for a substantially similar classification.  For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EMPLOYEES OF OTHER PUBLIC AGENCIES

Placer County offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please click here.

EQUAL OPPORTUNITY EMPLOYER

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment, discrimination and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of gender (including gender identity and expression), sexual orientation, race, color, ancestry, religion, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including pregnancy, childbirth and related medical conditions), or any other classification protected by federal, state, or local law. Please contact the Human Resources Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

BENEFITS

The following information represents benefits currently available to permanent Placer County employees and may be subject to change.  It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

Click here to view benefits for Management bargaining unit


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.

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