Administrative Services Manager I
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Administrative Services Manager I
Salary: $82,284.80 - $100,027.20 Annually
Location: Ukiah, CA
Job Type: Full-time Permanent
The Position
The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions in a variety of departments, service areas, and locations throughout the County, should they occur. The current vacancy is in Ukiah with the Public Defender's Office.
Under direction, plans, organizes and manages fiscal, administrative and support operations and staff of a department, or a division within a large department; oversees and performs duties in support of budget development and management, grant administration, collections, accounting work, strategic planning, organizational oversight and policy development/implementation. Performs other duties as assigned.
Manager Academy is mandatory for all managers and consists of nine courses that must be completed within two years. Participation is required and completed during work hours.
Job Requirements and Minimum Qualifications
Duties may include but are not limited to the following:
Manages fiscal, administrative, and support services in accordance with policies, procedures, and applicable law in a department by planning, assigning and supervising professional, administrative and technical support staff and programs responsible for preparing and monitoring department budget, information technology systems, accounting functions, inventory, cash receipts, accounts receivable and payable, cost accounting, and payroll; reviews and approves financial reports; monitors progress in the achievement of established targets in order to meet departmental goals and objectives.
Monitors and evaluates the efficiency/effectiveness of operational performance, methods of service delivery and procedures by reviewing workload and support systems to identify opportunities for improvement; develops, recommends and implements modifications to programs, policies and procedures and/or new concepts and innovations in work processes to enhance operational efficiency.
Carries out supervisory responsibility in accordance with policies, procedures and applicable laws including: interviewing, hiring and training, planning, assigning and directing work; establishing deadlines; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems; works with employees to correct deficiencies; implements discipline and termination procedures.
Prepares complex, routine and non-routine reports as requested utilizing a variety of software; receives, sorts, and summarizes materials for the preparation of reports; prepares work reports; completes surveys; relays and interprets administrative decisions, policies, and instructions.
Establishes, reviews, revises and communicates policies to staff and other interested parties; ascertains the impact of new or revised policies and disseminates pertinent information to affected parties; assists in planning and implementing short-term or annual goals, objectives, and strategies for the department, projects, or programs, to ensure efficient organization and completion of work.
Oversees department personnel and payroll functions, including approving personnel transactions.
Directs the departmental budget process from initial development through review and implementation by coordinating budget activities of divisions/sections within the assigned department in order to forecast the need for additional funds for staffing, equipment, materials and supplies; maintains budgetary control by overseeing and approving expenditures, evaluating the need for augmentation and preparing/implementing budgetary adjustments to ensure adherence to the approved budget.
Performs financial analysis and/or provides data at the request of the manager, other officials, and the public.
Obtains financing for projects through grants; writes grant applications and monitors grant documents from initial application to the final reimbursement request to ensure that grant requirements (both reporting and operational) are met and monies are not forfeited.
Serves as staff liaison to the County Board of Supervisors and Office of the County Administrator by effectively providing comprehensive information covering a variety of issues in various formats, public meetings, closed sessions and in writing; serves as information source to the public governmental agencies and county departments regarding the departmental operations.
Determines departmental requirements for equipment, information systems, office space, supplies and related resources through needs assessment and coordinates their acquisition/installation and subsequent training for staff to ensure smooth and efficient operations.
Prepares and/or assists in the preparation and/or negotiation of contracts, resolutions, and agenda summary forms.
Ensures that assigned staff performs duties and responsibilities in a safe and prudent manner, which does not expose them or others to unnecessary harm or risk of on-the-job injury.
Maintains and upgrades knowledge, skills and abilities by attending and participating in seminars, training programs and professional groups; stays abreast of new trends and innovations in the field by reading trade and professional journals and publications.
Performs other related duties as assigned.
MINIMUM QUALIFICATIONS REQUIRED
Education and Experience:
A Bachelor's degree (or equivalent) from an accredited college or university in finance, accounting, public administration, or a closely related field, AND three (3) years of responsible wide-ranging experience providing financial and administrative support services; including staff supervision and budget development responsibilities.
Substitution: Two (2) years of related experience may be substituted for up to two (2) years of the education. Example: An Associate's degree (or equivalent units) and five (5) years of responsible wide-ranging experience providing financial and administrative support services including staff supervision and budget development responsibilities.
License or Certificate: Valid CA driver's license.
Knowledge, Skills, and Abilities
Knowledge of:
Administrative and management principles and practices, including personnel administration, budget control, goal setting and implementation.
Principles and practices of effective supervision and training.
Governmental financial operations.
Generally accepted accounting and budgeting principles as applied to governmental accounting.
Principles of organizational development.
Principles and practices of grant administration.
Financial management practices and standards used in the public sector.
Computer applications and hardware related to the performance of the essential functions of the job.
Department policies and procedures.
Collective bargaining agreement provisions applicable to assigned staff.
Personnel policies.
Principles and practices of budget administration.
Pertinent financial Federal, state and local laws, codes and regulations.
Financial software packages, including spreadsheets and databases.
Methods and techniques of research, statistical analysis and report presentation.
Correct English usage, including spelling, grammar, punctuation, and vocabulary
Skill in:
Using tact, discretion, initiative and independent judgment within established guidelines.
Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
Preparing clear and concise reports, correspondence and other written materials.
Managing and evaluating the operations and functions of the assigned department.
Planning, organizing, assigning, directing reviewing, evaluating, selecting, motivating, and training staff.
Developing and implementing, objectives and procedures for effective and efficient administrative, budget and support services.
Analyzing problems, project consequences of proposed actions, identify alternative solutions, and implement recommendations in support of goals and objectives, including the provision of efficient and cost-effective services.
Administering annual budgets, including monitoring and approving expenditures; preparing and implementing budgetary adjustments, as necessary.
Evaluating and organizing the operations and functions of the assigned department.
Developing and preparing complex annual budgets, including forecast revenues and expenses; allocate limited resources in a cost effective manner.
Completing grant applications and monitoring the flow of grant documents from initial application to the final reimbursement request.
Researching, analyzing and evaluating new service delivery methods, procedures and techniques.
Designing and delivering effective presentations of budgets, plans, policies and objectives to boards, commissions, public groups and civic organizations, tailoring the message for the targeted audience.
Writing clear and concise narrative and financial reports.
Interpreting and applying pertinent policies, procedures, laws, codes and regulations.
Using a computer to accurately and rapidly enter and retrieve data and information.
Mental and Physical Ability to:
Understand and carry out written and oral instructions, giving close attention to detail and accuracy.
Operate modern office equipment including computer equipment and financial software.
Communicate in a clear concise manner, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Read, analyze, and interpret professional periodicals and journals, technical procedures and government regulations.