Full Job Description
Under general direction, plans, organizes, oversees, coordinates, and manages the staff and operations of the administrative services functions and operations, including administrative processes, organizational development, accounting, human resources, contract administration, grants management, purchasing, legislative and regulatory compliance and office management ;participates in the development of policies and strategies for division operations; manages the effective use of division resources to improve organizational productivity and customer service; provides complex and responsible support to the department director in areas of expertise; and performs related duties as assigned.
Supervision Received and Exercised
Receives general direction from assigned management personnel. Exercises supervision over management, supervisory, professional, technical, and administrative support staff through subordinate levels of supervision.
Examples of Duties
The job functions listed below are not inclusive or exclusive and are intended only as illustrations or examples of the various types of work that may be performed in various divisions/departments. Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law.
3 Plans, manages, and oversees the daily functions, operations, and activities of the administrative services division of a large County department defined by the size and scope of the department budget, staff, and operations; responsibilities include management of administrative processes, organizational development, accounting, human resources, contract administration, grants management, purchasing, legislative and regulatory compliance and office management.
3 Participates in the development and implementation of goals, objectives, policies, and priorities for the division as well as participating in the same for overall department operations; continuously monitors the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitors workload, administrative, and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement.
3 Participates in the development, administration, and oversight of division budget as well as the administration of the overall department budget; determines funding needed for staffing, equipment, materials, and supplies; ensures compliance with budgeted funding.
3 Participates in the selection of, trains, motivates, and evaluates assigned personnel; works with employees to correct deficiencies; recommends and implements discipline and termination procedures.
3 Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with County specifications and service quality.
3 Allocates resources effectively to support ongoing projects, operational needs, and new initiatives; evaluates resource requirements for various projects and programs, considering staffing, equipment, and funding; optimizes resource allocation to enhance project efficiency and completion within established timelines.
3 Identifies opportunities for process improvement and operational efficiency; implements initiatives to enhance organizational effectiveness, employee engagement, and collaboration.
3 Oversees the implementation and maintenance of technology systems and tools to streamline administrative processes; collaborates with the IT department to ensure the proper functioning of software applications, databases, and communication platforms; identifies opportunities to leverage technology for improved data analysis, reporting, and decision-making.
3 Plans, directs, and manages, multiple and complex budgetary operational services functions funded by and responsible to multiple funding agencies and/or revenue sources as well as the County organization; communicates with and report to external agencies, governing boards, and/or special districts.
3 Manages the human resources functions of the department; coordinates with County HR on personnel-related matters; establishes and sets policy for department human resources procedures; consults with department management on personnel matters to ensure compliance with legal and contractual human resources requirements in departments with a broad range of applicable rules and regulations.
3 Attends and participates in a variety of taskforces, committees, and meetings, both internal and external, relating to assigned administrative functions; serve as a representative of assigned agency or department/divisions; coordinate data, resources, and work products in support of a productive and positive working relationship.
3 Plans, directs, and leads the completion of a variety of studies; supervise research activities; evaluate and analyze departmental or agency goals/objectives and legal mandates; analyze existing and proposed legislation and directives to determine their impact on budgetary, fiscal, or operational procedures of assigned agency or department/divisions; develop and lead the implementation of changes to ensure compliance with County policies and procedures and regulatory requirements.
3 Direct and manage the work of consultants; assist in the preparation of requests for proposals, review bids, interview and select consultants; manage workflow, set expectations and priorities, and monitor outcomes; negotiate contracts.
3 Prepares and presents staff and agenda reports and other necessary correspondence related to assigned activities and services; presents reports to various commissions, committees, and boards.
3 Conducts a variety of organizational and operational studies and investigations; recommends modifications to assigned programs, policies, and procedures, as appropriate.
3 Serves as a liaison for assigned functions with other County departments, divisions, and outside agencies; provides staff support to commissions, committees, and task forces as necessary.
3 Attends and participates in professional group meetings; stays abreast of new trends and innovations in Administrative Services; research emerging products and enhancements and their applicability to County needs.
3 Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
3 Receives, investigates, and responds to difficult and sensitive problems and complaints in a professional manner; identifies and reports findings and takes necessary corrective action.
3 Directs the establishment and maintenance of working and official division files.
3 Ensures staff compliance with County and mandated safety rules, regulations, and protocols.
3 Performs related duties as assigned.
Employment Standards / Minimum Qualifications
Knowledge of:
3 Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management.
3 Principles and practices of budget development and administration.
3 Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
3 Principles and practices of leadership.
3 Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
3 Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility.
3 Organization and management practices as applied to the development, analysis, and evaluation of programs, policies, and operational needs of the assigned area of responsibility.
3 Principles and practices of contract administration and management.
3 Generally accepted accounting principles, governmental accounting standards, and other pertinent governmental accounting and reporting procedures.
3 Advanced principles and practices of public and business administration with emphasis in human resources, contract administration, grants management, purchasing, facility and fleet management, information technology, legislative and regulatory compliance, and/or office management.
3 Principles and practices of County-wide operations and County administration and organization.
3 Project management methodologies, including planning, execution, risk management, and resource allocation.
3 General principles of risk management related to the functions of area(s) of assignment.
3 Technical, legal, financial, and public relations problems associated with the management of fiscal, budgetary, and administrative services operations and programs.
3 Practices of researching issues, evaluating alternatives, making sound recommendations, and preparing and presenting effective reports.
3 Techniques for effectively representing the County in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
3 Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
3 Methods and techniques of preparing technical and administrative reports, and general business correspondence.
3 County and mandated safety rules, regulations, and protocols.
3 Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
3 The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
3 Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to the work performed.
Ability to:
3 Plan, organize, oversee, and manage the staff and operations of the Administrative Services division.
3 Develop and implement goals, objectives, practices, policies, procedures, and work standards.
3 Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner.
3 Provide administrative, management, and professional leadership for the division.
3 Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
3 Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
3 Evaluate and develop improvements in operations, procedures, policies, or methods.
3 Research, analyze, and make recommendations on administrative services, budget, and accounting/fiscal operations policies, guidelines, and procedures specific to assigned division/department.
3 Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
3 Think strategically, align administrative processes with departmental goals, and contribute to the development of long-term plans.
3 Adapt to changing priorities, new challenges, and evolving regulations in a dynamic government environment.
3 Incorporate negotiation techniques to achieve favorable contract terms and resolve conflicts effectively.
3 Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
3 Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
3 Analyze, interpret, summarize, and present technical information and data in an effective manner.
3 Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
3 Effectively represent the division and the County in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
3 Direct the establishment and maintenance of a variety of filing, record-keeping, and tracking systems.
3 Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
3 Effectively use computer systems, software applications relevant to the work performed, and modern business equipment to perform a variety of work tasks.
3 Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
3 Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
3 Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
3 Equivalent to a bachelors degree from an accredited four-year college or university with major coursework in business or public administration, business administration, or a closely related field and four (4) years of management-level experience in the oversight of a broad range of administrative functions and activities in a public sector agency.
Licenses and Certifications
3 Possession of, or ability to obtain by the time of appointment, an appropriate California drivers license.
Physical Demands
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various County and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and
