Administrative & Fiscal Officer - I

This is a promotional recruitment - only permanent and/or probationary County employees are eligible to apply.

There is currently one vacancy within the Placer County Assessor's Office. The ideal candidate will have experience with the following: budget development, tracking and management, procurement, procedure and policy creation, all aspects of human resource relations as well as experience using Workday. Familiarity with building, telecom and fleet management is highly desirable.

The eligible list created by this recruitment may be used to fill future county-wide vacancies as they arise.

Placer County offers a comprehensive benefits package to employees. The following information represents benefits currently available to permanent Placer County employees and may be subject to change. Applicants should inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

Click here to view Management benefits

For more information regarding the benefits Placer County has to offer please visit Placer County's Human Resources website.

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.

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.  

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.

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.  

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.

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

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.

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

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.

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.

The eligible list 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 level) 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.

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.