Administrative Services Manager II

Job Description:

Administrative Services Manager II

Description

The Position

The current vacancy is in Ukiah with BHRS - Mental Health Services. Experience with budgets, Cost Reports, Medi-Cal Realignment, Drug Medi-Cal, and grant funding desired.

The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions in a variety of departments, service areas, and locations throughout the County, should they occur. Pursuant to current bargaining unit agreements, employees regularly assigned to the coastal region or in Covelo are eligible to receive a 5% assignment premium .

Under direction, plans, organizes and manages fiscal, administrative and support operations and staff of a department, or a division within a large department; oversees and performs duties in support of budget development and manage ment, grant administration, collections, accounting work, strategic planning, or gan i za tional oversight and policy development/implementation. Performs other duties as assigned.

Manager Academy is mandatory for all managers and consists of nine courses that must be completed within two years. Participation is required and completed during work hours.

Job Requirements and Minimum Qualifications

Duties may include but are not limited to the following:

• Manages fiscal, administrative, and support services in accordance with policies, procedures, and applicable law in a department by planning, assigning and su per vising pro fes sion al, admini strative and techni cal support staff and programs responsible for preparing and monitoring department budget, information technology systems, accounting functions, inventory, cash receipts, accounts receivable and payable, cost accounting, and payroll; reviews and approves financial reports; monitors progress in the achieve ment of estab lished tar gets in order to meet departmental goals and objectives.
  
• Monitors and eval uates the efficiency/effectiveness of operational performance, methods of service delivery and proce dures by reviewing workload and support systems to identify opportunities for im prove ment; de velops, recommends and implements modifications to programs, policies and procedures and/or new con cepts and innovations in work processes to enhance operational efficiency.
  
• Carries out supervisory responsibility in accordance with policies, procedures and applicable laws including: interviewing, hiring and training, planning, assigning and directing work; establishing deadlines; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems; works with em ployees to cor rect deficiencies; implements discipline and termination procedures.
  
• Prepares complex, routine and non-routine reports as requested utilizing a variety of software; receives, sorts, and summarizes materials for the preparation of reports; prepares work reports; completes surveys; relays and interprets administrative decisions, policies, and instructions.
  
• Establishes, reviews, revises and communicates policies to staff and other interested parties; ascertains the im pact of new or revised policies and disseminates pertinent information to affected parties; assists in planning and implementing short-term or annual goals, objectives, and strategies for the department, projects, or programs, to ensure efficient organization and completion of work.
  
• Oversees department personnel and payroll functions, including approving personnel transactions.
  
• Directs the depart ment al budget process from initial development through review and imple mentation by coordi nat ing budget activities of divisions/sections within the assigned department in order to forecast the need for addi tional funds for staffing, equip ment, materials and supplies; maintains budgetary control by overseeing and approving ex pen di tures, evaluating the need for aug men ta tion and preparing/imple menting bud get ary adjustments to en sure adherence to the ap proved budget.
  
• Performs financial analysis and/or provides data at the request of the manager, other officials, and the public.
  
• Obtains financing for projects through grants; writes grant applications and monitors grant documents from initial application to the final reimbursement request to ensure that grant requirements (both reporting and op erational) are met and monies are not forfeited.
  
• Serves as staff liaison to the County Board of Supervisors and Office of the County Administrator by ef fect ively providing comprehensive information covering a variety of issues in various formats, public meet ings, closed ses sions and in writing; serves as information source to the public governmental agencies and county departments regarding the departmental operations.
  
• Determines departmental requirements for equipment, information systems, office space, supplies and related re sources through needs assessment and coordinates their acquisition/installation and subsequent training for staff to ensure smooth and efficient operations.
  
• Prepares and/or assists in the preparation and/or negotiation of contracts, resolutions, and agenda summary forms.
  
• Ensures that assigned staff performs duties and responsibilities in a safe and prudent manner, which does not expose them or others to unnecessary harm or risk of on-the-job injury.
  
• Maintains and upgrades knowledge, skills and abilities by attending and participating in seminars, training pro grams and professional groups; stays abreast of new trends and innovations in the field by reading trade and professional journals and publications.
  
• Performs other related duties as assigned.
  

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience:

A Bachelor’s degree (or equivalent units) from an accredited college or university in finance, accounting, public administration or a closely related field; AND five (5) years of responsible wide-ranging experience providing financial management and administrative sup port ser vices, including staff supervision and bud get development responsibilities.

Substitution: Two (2) years of related experience may be substituted for up to two (2) years of the education on a year for year basis. Example: An Associate’s degree (or equivalent units) and seven (7) years of responsible wide-ranging experience providing financial management and administrative support services including staff supervision and budget development responsibilities.

License or Certificate:

Valid CA driver’s license.

Knowledge, Skills, and Abilities

Knowledge of:

• Administrative and management principles and practices, including personnel administration, budget control, goal setting and implementation.

• Principles and practices of effective supervision and training.
• Governmental financial operations.
• Generally accepted accounting and budgeting principles as applied to governmental accounting.
• Principles of organizational development.
• Principles and practices of grant administration.
• Financial management practices and standards used in the public sector.
• Computer applications and hardware related to the performance of the essential functions of the job.
• Department policies and procedures.
• Collective bargaining agreement provisions applicable to assigned staff.
• Personnel policies.
• Principles and practices of budget administration.
• Pertinent financial Federal, state and local laws, codes and regulations.
• Financial software packages, including spreadsheets and databases.
• Methods and techniques of research, statistical analysis and report presentation.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary

Skill In:

• Using tact, discretion, initiative and independent judgment within established guidelines.
• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
• Preparing clear and concise reports, correspondence and other written materials.
• Managing and evaluating the operations and functions of the assigned department.
• Planning, organizing, assigning, directing reviewing, evaluating, selecting, motivating, and training staff.
• Developing and implementing, objectives and procedures for effective and efficient administrative, budget and support services.
• Analyzing problems, project consequences of proposed actions, identify alternative solu tions, and imple ment recommendations in support of goals and objectives, including the provision of effi cient and cost-effective services.
• Administering annual budgets, including monitoring and approving expendi tures; pre paring and implementing bud getary adjustments, as necessary.
• Evaluating and organizing the operations and functions of the assigned department.
• Developing and preparing complex annual budgets, including forecast reve nues and expenses; allocate limited resources in a cost effective manner.
• Completing grant applications and monitoring the flow of grant documents from initial application to the final reimbursement request.
• Researching, analyzing and evaluating new service delivery methods, procedures and techniques.
• Designing and delivering effective presentations of budgets, plans, policies and objectives to boards, commis sions, public groups and civic organizations, tailoring the message for the targeted audience.
• Writing clear and concise narrative and financial reports.

Mental and Physical Ability to:

• Understand and carry out written and oral instructions, giving close attention to detail and accuracy.
• Operate modern office equipment including computer equipment and financial software.
• Communicate in a clear concise manner, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Read, analyze, and interpret professional periodicals and journals, technical procedures and government regulations.
• Apply concepts such as fractions, percentages, ratios and proportions to practical situations.
• While performing the essential functions of this job the employee is regularly required to sit, use hands to finger, handle, or feel, and speak and hear.
• While performing the essential functions of this job the employee is occasionally required to lift and carry, push and/or pull, or move items weighing up to 20 pounds.

Selection Procedure & Other Important Information

Important Application Information:

• It is your responsibility to demonstrate through your application materials how you meet the minimum qualifications of the position/s for which you apply.
• You must complete all sections of the application. A résumé or other information you feel will help us evaluate your qualifications may be attached to your completed application, but will not be accepted in lieu of completing any part of the application. Blank applications that contain only a résumé or those that reference “see résumé” will be rejected as incomplete.
• Check your application before submitting to ensure it is complete and correct; no new or additional information will be accepted after the closing date.
• Inquiry will be made of your former and current employers; please provide the names and telephone numbers of supervisors on your application.
• You must provide the names and contact information of at least three (3) references (not relatives) that have knowledge of your job skills, experience, ability and/or character.
• Application materials are the property of Mendocino County and will not be returned.
• It is your responsibility to keep your NEOGOV profile updated, including any changes to your telephone number or address. Failure to do so may result in missed notification of exams or interviews.
• The exam process listed on this flyer is tentative. Mendocino County reserves the right to make necessary modifications to the examination plan. Such revisions will be in accordance with approved personnel standards. Should a change be made, applicants will be notified.
• The provisions of this job bulletin do not constitute an expressed or implied contract.

Examination Process: All complete applications will be reviewed; incomplete applications will not be considered. Based on the number of qualified candidates, applicants meeting the job requirements and qualifications will be invited to participate in an oral examination (weight 100) or an unassembled exam, consisting of an evaluation of education and experience as stated on the application form. The examination process will test the knowledge and abilities described above. A minimum score of 70 must be attained for placement on the employment list.

Special Testing: The County of Mendocino is committed to the full inclusion of all qualified individuals. In accordance with the Americans with Disabilities Act (ADA) and California’s Fair Employment and Housing Act (FEHA), if special accommodations for a disability or religious conviction are necessary at any stage of the application and/or testing process, please notify the Human Resources Department in advance at (707) 234-6600. Reasonable notice is required to allow adequate time for review and evaluation of your request.

Special Requirements: Employment in some County departments or positions may require the successful completion of a pre-employment criminal background, which may include fingerprinting, and/or a medical examination, which may include drug screening.

This announcement is a synopsis of duties and requirements of this job. To review the complete classification specification and benefits, please see the HR website. Applications must be submitted to the Human Resources Department by the final filing date.

The County of Mendocino is an Equal Opportunity Employer

This information is a summary of general benefits. Benefits listed in Mendocino County Resolutions or Memorandums of Understanding prevail over this listing. This information is not legally binding, nor does it constitute a Contract.

SALARY
Compensation is based on a five-step salary range, with annual merit-based increases within the salary range.

RETIREMENT
Covered under Social Security and the 1937 act; both employees and the County pay into the retirement fund. For the most current information regarding County Retirement please go to:
https://www.mendocinocounty.org/retirement

HOLIDAYS AND PERSONAL LEAVE
Mendocino County observes 11 paid holidays per year. Employees are granted 24 - 48 hours of personal leave annually, depending upon Bargaining Unit.

VACATION
Accrues at the rate of two weeks per year for three years. Three weeks per year after three years, four weeks after eight years and five weeks after 15 years.

SICK LEAVE
Paid sick leave accrues at the rate of 1.25 days per month, or 15 days per year. Accruals are pro-rated for part-time employees working at least 20 hours per week. Part-time employees working less than 20 hours per week, and extra-help employees receive up to 24 hours (or 3 days) of paid sick leave annually.

MEDICAL, DENTAL, VISION, AND LIFE INSURANCE
The County and the employee share the cost of an employee selected health care plan; enrollment in the plan includes $20,000 Life Insurance.

HEALTH INSURANCE
For the most current information regarding Health Insurance please go to:
http://www.mendocinocounty.org/hr/ehb

EMPLOYEE ASSISTANCE PROGRAM
For the most current information regarding Employee Assistance please go to:
http://www.mendocinocounty.org/hr/eap

EMPLOYEE WELLNESS PROGRAM
For the most current information regarding Employee Wellness please go to:
http://www.mendocinocounty.org/hr/mcwow

LABOR CONTRACTS
For the complete list of most current labor agreements please go to:
http://www.mendocinocounty.org/hr/labor

Closing Date/Time: 1/23/2025 11:59 PM Pacific

Salary:

$96,803.20 - $117,665.60 Annually