County of Alameda

DESCRIPTION

Under administrative direction, to manage and oversee various administrative service staff and functions at an agency or departmental level; to serve in a consultative role to management in addressing and resolving administrative, programmatic and policy matters; to facilitate the implementation of a wide variety of programs and projects; and to do related work as required.

DISTINGUISHING FEATURES

Positions in this class normally exercise full management authority for making decisions and implementing programs to facilitate the effective provision of administrative, business and analytical services to the assigned organizational unit. Areas of responsibility may include budget development and administration, personnel, purchasing, management and operational analysis and the provision of office and related support. Supervision of professional and/or paraprofessional staff is also required. This class is distinguished from Financial Services Officer which has management level responsibilities in the specialized areas of budget development and integration, contracts and grants administration, revenue projection and enhancement and financial analysis, with general administrative services being of a secondary nature. It is further distinguished from Administrative/Financial Services Manager, which, as a second-level manager, directs and oversees both administrative and financial services staff and activities at an agency level or for a large county department with complex, multiple funding sources and contracting and reporting activities.

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. Oversees and directs through subordinate supervisory and professional staff all administrative activities and services for the agency or department to which assigned.

2. Serves in a consultative role to departmental management on administrative and related issues and strategies; provides significant input into policy, operational and service delivery decisions; implements and facilitates policy and programmatic changes as required.

3. Represents the agency or department and serves as liaison with other County departments and agencies in areas of mutual concern; confers with representatives of governmental, business and community organizations and the public.

4. Supervises the work of professional and support staff, either directly or through subordinate supervision; plans, directs, reviews and evaluates the work of staff; provides for the training of staff in work procedures; recommends the selection of staff; recommends and implements discipline as required.

5. Participates in or oversees the planning and budget development processes for the department; makes expenditure projections and monitors expenditures for available funds; authorizes payments and requests fund transfers; prepares a variety of budgetary reports.

6. Administers the departmental personnel function, including labor relations and payroll processing; investigates grievances and participates in the negotiation process; conducts varied analyses and studies; serves as the departmental affirmative action officer.

7. Administers departmental purchasing activities; authorizes the purchase of materials and supplies; coordinates the maintenance of facilities and equipment; may be required to respond to facility emergencies.

8. Negotiates and administers contracts for services; oversees the preparation of or prepares claims for reimbursement; verifies receipt of claims requested.

9. Plans and conducts administrative or operational studies; determines information gathering processes; obtains required information for analysis; evaluates alternatives and makes recommendations for technological and policy changes; prepares reports and materials for the Board of Supervisors and makes presentations.

10. Interprets and applies a variety of policies, rules and regulations; provides information which may require tact and judgment to employees and others.

11. Prepares a variety of correspondence, narrative and statistical reports, procedures and other written materials; may access varied data bases or use information from various sources to prepare such materials.

12. Operates a variety of standard office equipment including a word processor and/or computer; may drive a County or personal vehicle to attend meetings.

MINIMUM QUALIFICATIONS

EITHER

Equivalent to three years of full-time experience at the level of Administrative Specialist II, Financial Services Specialist II, or higher class in the administrative series.

Completion of the Alameda County Management Academy “Management & Supervision Certificate Program” may be substituted for six (6) months of the required qualifying experience for the internal patterns.

OR
Education:

Equivalent to graduation from an accredited four-year college or university (180 quarter units or 120 semester units) with major coursework in business or public administration, or a field related to the work.

(Additional professional or paraprofessional administrative services experience may be substituted for the education on a year-for-year basis.)

AND
Experience:

Equivalent to three years of full-time professional-level experience in independently planning, organizing and conducting complex studies and providing administrative or management services at a level equivalent to or higher than the County class of Administrative Specialist II, preferably in a public agency setting. This experience must have included at least one year of supervising the work of others.

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:

· Management principles and practices, including work planning, employee supervision and business management.
· Principles of public administration.
· Practices and techniques of administrative analysis and report preparation.
· Computer applications and hardware and software related to the work.
· Public personnel, purchasing and contract administration practices.
· Budgetary and financial recordkeeping techniques.
· Office administrative practices and procedures, including records management and the operation of standard office equipment.

Ability to:

· Serve effectively as a member of a departmental management team.
· Manage a variety of administrative functions, including personnel, purchasing and budgetary and related business activities.
· Plan, supervise, review and evaluate the work of others, either directly or through subordinate supervision.
· Plan and conduct complex administrative and operational studies.
· Research, compile and summarize varied information, evaluate alternatives and each sound conclusions.
· Interpret, explain and apply complex policies, regulations and procedures.
· Prepare clear and accurate reports, correspondence, procedures, policies and other written materials.
· Represent the department and the County in meetings with others.
· Organize and prioritize work and meet critical deadlines.
· Exercise sound independent judgment within established policies and guidelines.
· Establish and maintain effective working relationships with those contacted in the course of the work.

Licenses:

Specified positions may require possession of a valid California driver's license.

CLASS SPEC HISTORY

AM:sw
Admin. Study
ll/93
Y:\1231H.WPF
Old document name: 1231h under Job Specs/Oldspecs
New document name: 0221 under Job Specs/Newspecs
co updated: 4/21/00
CSC Date: 4/6/94
RY:cs Revised 11/6/15
CSC Date:6/8/16

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.