County of Alameda

DESCRIPTION

Under direction, provide professional, financial and administrative services to the divisions to which assigned; develop, implement and manage contract services; act as County facilitator with contractors, other County departments and governmental agencies; recommend and assist with the implementation of program, policy and procedure modifications; plan, design and conduct operational, policy and programmatic studies; and do related work as required.


DISTINGUISHING FEATURES

These positions are located in the Management Services Division of the Sheriff's Department, and report directly to the Sheriff's executive management team. These positions independently perform sophisticated research and operational policy analysis designed to maximize resources and operational effectiveness. These positions also exercise authority for decisions to insure administrative, financial and analytical services to an agency with a gross budget in excess of 100 million dollars. All positions are typically characterized by the following elements:

• The focus of responsibilities is of a dual nature, related both to operational/program development and expansion and to the provision of financial services to the units to which assigned.

• Areas of responsibility typically include budget development, control and administration for multiple divisions, contracts and grants management, financial analysis, marketing and business plans, purchasing capital acquisitions and LAN administration.

This class is distinguished from the Administrative Services Officer classification, which has responsibility for supervising the performance of administrative, budget, fiscal, personnel, business management services, management analysis, contract/grant management and program systems, and organizational studies. It is further distinguished from the Administrative Specialist I/II and the Financial Services Specialist I/II in that the AS I/II performs professional-level administrative, operational and organizational services to County Departments, and the FS I/II provides professional-level financial services in budget developing and processing, contract negotiation and administration and grants management.

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. Prepares narrative and/or statistical reports; presents findings to executive management, the Board of Supervisors and other political entities as required.

2. Interprets and applies a variety of complex policies, rules and regulations including but not limited to those involving the criminal justice system; provides information to employees, other departments and outside organizations requiring tact and judgment commensurate with an elected official.

3. Write policies, procedures and other directives that affect agency operations.

4. Acts as a technical expert to executive management on program planning and monitoring and administrative and financial issues; provides significant input on policy and operational decisions; implements and facilitates policy and programmatic changes as required.

5. Represents the Sheriff as a liaison with state, federal and local agencies in matters of Public Safety; confers with representatives of government, business, community organizations and the public.

6. Directs, reviews and/or supervises the work of others on a project or day-to-day basis.

7. Researches operational and/or operational alternatives, funding sources, marketing strategies and other elements with operational and/or program impacts; evaluates alternatives, prepares reports and makes recommendations to reduce County cost.

8. Acts as the operational, programmatic and/or fiscal link for the agency with various other providers and service users; provides coordination among County departments, state or other funding sources and community or business organizations; interacts with planning councils and boards; answers questions and provides training and technical assistance as required.

9. Monitors assigned operations and/or programs and ensure operational and fiscal compliance with contract provisions and funding regulations; recommends and facilitates implementation of fiscal and operational changes to maximize service delivery and revenue enhancement.

10. Controls fiscal activities by authorizing or disallowing expenditures for multiple budgets; may recommend contract extension or termination.

11. Prepares grants and other funding requests; maintains records, prepares and submits financial reports; answers questions and provides information during monitoring and auditing processes.

12. Acts in a primary role in budget preparation, revenue and expenditure analysis and claims reimbursement; develops projections related to assigned budget responsibilities; assesses budget status and recommends fiscal strategies; provides information for periodic financial audits.

13. Performs a variety of administrative services; designs and prepares requests for proposal; provides staff support to committees, commissions and/or policy-decision making boards; participates in unit planning processes.

14. Serves as project/team leader and chairs policy-making committees as assigned by the Sheriff.

15. Negotiates and manages contracts with other agencies and/or business entities; ensures contracts compliance, levies penalties as applicable; prepares and maintains contract documentation.

16. Evaluates the effect of current and pending legislation on unit/agency/department programs and operations; develops response and legislative proposals; liaisons with state and federal officials.

MINIMUM QUALIFICATIONS

Either I

Experience:

The equivalent of three years of full-time experience in the class of Administrative Specialist I/II, Financial Services Specialist I/II or equivalent or higher level in the Alameda County classified service (non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts).

Or II

Education:

Equivalent to graduation from an accredited four year college or university (180 quarter units or 120 semester units) with major course work in business or public administration, or a field related to finance, accounting, budget, grants, contracts.

(Additional experience as outlined below may be substituted for the education on a year for year basis.)

AND

Experience:

The equivalent of three years of full time professional level experience in independently providing complex financial planning or analysis, contract negotiation and administration, and/or budget development and processing, at a level equivalent to or higher than the County class of Financial Services Specialist II.

Licenses:

Specified positions may require possession of a valid California driver's license. Specified positions may also require licensure or certification in the programmatic area to which assigned.


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, practices, funding sources and administrative requirements in the program/operation area to which assigned.
• Principles and practices of program/operation planning and evaluation.
• Practices and techniques of administrative and financial analysis and report preparation.
• Computer applications related to the work.
• Office administrative practices and procedures, including records management and the operation of standard office equipment.
• Applicable federal, state and local laws, rules and regulations.
• Budgetary, contract and grant administration and financial record keeping and reporting practices.
• Basic principles and practices of contract and grant administration.
• Oral and written communication.

Ability to:

• Plan and conduct complex financial, revenue and strategic planning analyses.
• Identify administrative, financial and operational problems, investigate and evaluate alternatives and implement effective solutions.
• Provide sound technical advice on financial and administrative matters to the program/operation and/or unit to which assigned.
• Interpret, explain and apply complex regulations, policies and procedures.
• Prepare clear, accurate and effective reports, correspondence, policies, informational brochures and other written materials.
• Represent the department and the County in meetings with others and make effective presentations to diverse groups.
• Organize and prioritize work and meet critical deadlines.
• Maintain accurate records and files.
• Exercise sound independent judgment within established policies and guidelines.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Develop and prepare innovative marketing strategies.

CLASS SPEC HISTORY

Typed: 2/97
DF/AM:lm
1344h.doc
co:updated 5/2/00
Old document name: 1344h under Jobspecs/Old Specs
New document name: 0237 under Jobspecs/New Specs
Csc date: 4/2/97
NLB:cs Revised 11/9/15
CSC Date: 12/9/15

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.