County of Alameda

DESCRIPTION

Under general direction, plans, organizes, coordinates and directs the administrative services of the General Services Agency (GSA); acts as the Director, GSA in his/her absence when assigned; and performs related assignments as required.

 

DISTINGUISHING FEATURES

 

The Chief Deputy, Administration, is a single-position class reporting to the Director, GSA. This position serves as a member of the executive team and acts as the principal assistant to the Agency Director in administrative matters. The Chief Deputy, Administration, participates in strategic planning and assists in the development, implementation, and evaluation of GSA’s goals, initiatives, and policies.

The Chief Deputy, Administration, has responsibility for administrative services, including Finance, Procurement, Information Systems, Child Care Services, and Office of Acquisition Policy (OAP). This position may oversee various functional areas, programs, and services as assigned.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

 

1. Acts on behalf of the Agency Director on matters related to administrative services; represents him/her at meetings with administrative officials, Board of Supervisors, legislative bodies, boards, commissions, and various community groups and other organizations; and explains and interprets policies, procedures and regulations for complex program issues.

2. In collaboration with the executive team, develops, evaluates, and implements operational business plans; develops and monitors key performance indicators/metrics; participates in decision-making of key agency-wide issues; and makes recommendations for continuous improvement.

3. Directs and oversees, through supervisory staff, Finance, Procurement, Information Systems, Child Care Services, and OAP; coordinates and monitors activities of these departments and programs to maximize services.

4. Confers with executive and management staff and other County departments concerning the administrative needs and requirements of services, programs, policies, rules, and regulations.

5. Develops, implements, and evaluates policies, procedures, systems, and programs; and develops solutions to maintain internal controls and improve and streamline business processes to increase efficiency and effectiveness.

6. Oversees Agency’s Information Systems strategic planning and initiatives to enhance operational processes, business needs, and resolve problems through the use of advanced technology and systems.

7. Sets goals, priorities and objectives in alignment with Agency's goals and in compliance with local, state, and federal law and regulations; and consults regularly with managers so that appropriate goals can be identified and achieved.

8. Analyzes administrative services to determine cost effectiveness, maintain standard, and identify and implement improvements.

9. Plans, organizes, and implements strategic planning, in collaboration with GSA executive and management staff.

10. Oversees and directs the Agency’s budget and contract compliance, and ensures the Agency is in compliance with local, state, and federal administrative regulations and guidelines.

11. Develops and oversees the budget for administrative services; requests appropriate staff, equipment, and space; allocates resources and monitors spending to keep within appropriate limits; and recommends revenue enhancement and cost reduction strategies.

12. Advises the GSA Director and executive staff regarding trends, audits or problems related to any budgets; and prepares budget justifications and reviews.

13. Oversees and directs the Department Operations Center (DOC); and prepares the Agency to respond efficiently and effectively to disasters and emergencies to ensure the continuity of government services.

14. Represents the Agency on matters related to safety and Cal/OSHA; ensures that Cal/OSHA citations are being abated by working with management and Cal/OSHA; and oversees safety contracts.

15. Represents the Agency and participates in various meetings and committees (e.g., Personnel, Administration and Legislative Committee, and Emergency Operations Committee).

16. Directs special projects as assigned by the Agency Director.

MINIMUM QUALIFICATIONS

Education:

Possession of a bachelor’s degree in business administration, public administration, or related field from an accredited college or university.

AND
Experience:

The equivalent of eight (8) years of recent full-time increasingly responsible administrative experience, including financial analysis and budgeting, contract compliance, planning, evaluation and implementation of administrative services, and change management. Two years must include supervisory experience of professional staff.

(A master’s degree in business administration, public administration, or related field from an accredited college or university is highly desirable.)

License:

Possession of a valid California Motor Vehicle Operator's license.


NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

 

Knowledge of:

• Principles and practices of public administration
• Principles and practices of organizational and project management
• Strategic planning
• Negotiation strategies and techniques
• Evaluation methodologies, and management and data analysis
• Fiscal and budgetary policies
• Financial analysis
• Principles and practices of procurement and contracts
• Contract compliance, negotiation, and administration
• Management principles and practices, including strategic work planning, employee supervision, and resource allocation
• Effective public relations and governmental policies
• Applicable federal, state, and local regulations

 

Ability to:

• Demonstrate vision, leadership, and strong managerial skills
• Analyze and evaluate administrative services
• Plan, organize, and direct administrative services
• Communicate effectively orally and in writing
• Make clear and effective presentations
• Make sound recommendations and decisions
• Establish and maintain effective working relationships
• Analyze and develop budgets
• Negotiate
• Be flexible and adapt to change

 

CLASS SPEC HISTORY

Newspecs: 0193
EL:ah
CSC Date: 1/4/17

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.