County of Alameda

DESCRIPTION

Under direction of the department head, to perform the administration of estates and personnel functions of the Public Administrator/Public Guardian-Conservator; to act for the Public Administrator/Public Guardian-Conservator in his/her absence on matters pertaining to the Public Administrator function; and to do related work as required.

DISTINGUISHING FEATURES

This is uniquely classified second line supervisory class which has responsibility for planning, recommending, and implementing policy and procedures, and direct operational management of the Public Administrator program and estate and accounting support functions for the Public Guardian-Conservator program. The Chief Deputy Public Administrator is assigned primary responsibility for managing Public Administrator duties within the Public Administrator/Public Guardian-Conservator program and for overseeing accounting and estate management functions for the Public Guardian-Conservator. The position is responsible for examining estates to determine whether they fall within the jurisdiction of the Public Administrator; for supervising the investigating and clerical staff which locates, maintains, secures, and disposes of assets within estates under the Public Administrator's control and supervising the final distribution of such assets; for managing all aspects of estate administration for the Public Administrator and Public Guardian-Conservator and for managing all but the most serious personnel matters within span of control. The class of Chief Deputy Public Administrator is distinguished from the next higher one of Director, Division of Adult Protection in that the latter class has overall administrative responsibility for establishing divisional program policy and setting goals and objectives.

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. Reviews reported estates to determine whether they are within the jurisdiction of the Public Administrator; directs investigators to search for assets and rightful heirs; collects assets such as bank accounts, credit union accounts, wages, insurance, social security, veterans' allowances, dividends or refunds; orders and/or arranges for the sale of assets such as real property, stocks, bonds, automobiles, businesses, furniture, and personal property; examines all claims against estates and approves or rejects them as indicated; signs warrants for payments of claims against estates; calculates fees of attorneys and others for administering estates; directs final accounting and distribution of estates; petitions courts as required to administer estates; appears in Probate Court for the Public Administrator and the Public Guardian-Conservator to report on and account for estates assigned.

2. Plans, coordinates, and directs the operations of the Public Administrator and Public Guardian-Conservator estate management ensuring conformance to policies and procedures established by higher level management, Federal and State law, County ordinances; recommends and plans for program policies and procedures and develops the methods necessary for achieving program objectives; makes budget recommendations and monitors expenditures; allocates staff needed to accomplish goals and objectives; evaluates quality and result of services provided; coordinates program activities with other service providers both in and out of the county service.

3. Reviews and participates in the selection, assignment, training and evaluation of subordinate personnel. Approves recommendations of subordinate supervisors or initiates disciplinary actions and resolves grievances when appropriate; participates with and informs labor organizations regarding problem resolution, new programs and procedures, operational issues; confers with superiors on personnel problems and policy matters and may substitute for the Director, Division of Adult Protection in her/his absence.

4. Administers the estate management process and supervises Estate Investigators, Estate Managers, and Administrative Specialists in the inventory, appraisal, control, and, when appropriate, the sale or auction of real and personal property held in trust by the Public Administrator/Guardian-Conservator program for conservatees; directs the location, marshalling, and protection of the assets of proposed conservatees; oversees the preparation of reports for the Court on sale of real and personal property.

5. Assumes the responsibility for managing clerical, estate management, and accounting support staff, including procedures, accounting techniques, and audit requirements; acts liaison with County Counsel, who provides legal counsel for the Public Administrator/Public Guardian-Conservator.

6. Researches and directs studies seeking solutions to program issues and problems; researches, directs, and manages special projects that may lead to new program methods and procedures; oversees collection of data to evaluate new techniques and procedures; acts as liaison between individuals, community groups, clients, Federal, State, and County agencies to resolve problems, share information, or to facilitate integrated collaborative services to maximize resources; maximizes the use of automated systems for program operation.

7. Participates in agency strategic planning helping to determine the scope and nature of social services; represents the Agency at meetings, conferences, and public hearings; represents the Agency with County, State, and Federal officials; provides information to the media and maintains appropriate public relations informing upper management as to status and content; responds to other agencies and community groups; prepares a variety of reports and correspondence.

8. Plans, attends, and holds staff meetings, conferences, and staff development; confers with other Agency management to develop training strategies for multiple program implementation.

9. Reviews and approves actions or decides upon course of action in the most sensitive Public Administrator or Public Guardian-Conservator property management case problems that could not be resolved at a lower level; interprets laws and regulations for staff, clients, public, and outside organizations; addresses community groups and conducts training sessions as required; confers with subordinate supervisors on organizational problems such as caseload distribution, personnel problems such as training needs and performance evaluation, and technical problems related to program activities; coordinates Public Administrator program and Public Guardian-Conservator estate management activities with the Office of the County Counsel and Superior Court.

10. Performs a wide variety of assignments requiring a thorough working knowledge of administrative procedures involving probate laws; prepares inventory and appraisals of estates; ensures the preparation of tax returns on estates; has signature authority for client bank transactions and legal documents generated by County Counsel.

MINIMUM QUALIFICATIONS

Either I


The equivalent of one year of full-time experience in the class of Supervising Assistant Public Guardian-Conservator, Adult Protective Services Supervisor, Estate Investigator, Estate Manager-Investigator or higher level class in the Social Services Agency in the Alameda County classified service. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Or II

The equivalent of six years of full time increasingly responsible managerial or administrative experience in Public Guardian or Adult Protective Services, or in a private conservatorship environment, or in the trust, estate or probate department of a financial institution, of which, two years was in a supervisory capacity; or in another human/social services related field which must have included two years equivalent experience managing a major staff function or program.

(NOTE: Possession of a Bachelor’s degree from an accredited college or university in a social service field may be substituted for one year of the required experience; a Master’s Degree in Social Work, Gerontology, Public Administration or Jurist Doctorate may be substituted for two years of the required experience.)


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, and techniques of administration, personnel management and organizational development.
• Administrative methods for the application of legal procedures and pertinent laws, and regulations.
• Organization, programs, and functions of the various departments of the Alameda County Social Services Agency.
• Community resource development.
• Psychological, socioeconomic, and other factors that may affect client and family functioning.
• Principles of effective supervision, performance evaluation and staff training and development.
• Client and public relations.
• Methods of program development and evaluation and administrative problem-solving
• Public finance, public sector budgeting and accounting, fiduciary requirements and trust fund and/or estate management.
• Automated system capabilities and applications.
• Laws governing the function of the County Public Administrator/Public Guardian-Conservator, including knowledge of administration of estates, probate law and practices, estate accounting, tax laws and responsibilities of fiduciary, and claims evaluation.
• Fundamentals of budget preparation and expenditure control.
• Modern office methods and procedures.
• Investigative methods and practices.
• Principles of identifying, marshaling, protecting, and liquidating real and personal property.


Ability to:

• Maintain effective relations with other County departments, with public and private organizations, and with the general public.
• Communicate effectively orally and in writing.
• Decision making
• Analyze and evaluate complex programs and administrative problems and recommend effective solutions
• Plan and organize
• Management control
• Lead
• Demonstrate interpersonal sensitivity
• Demonstrate flexibility

CLASS SPEC HISTORY

HC:fm
3/12/81
Old document: 0794h
New doc: 8514
ys/9/01
CSC Date: 4/6/81
SA:pf Rev. 1/6/04
CSC Date: 3/31/04
IB:cs Revised 3/15/13
CSC Date: 7/24/13

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.