Administrative & Fiscal Operations Manager

Job Description:

Administrative & Fiscal Operations Manager

Description

Introduction

Living in Placer County from Placer County Video Portal

Placer County is comprised of over 1,400 square miles of beautiful and diverse geography, ranging from the residential and commercial areas of South Placer, through the historic foothill areas of Auburn, Foresthill, and Colfax, and to the County's jewel of the North Lake Tahoe basin. Placer is a great place to live, work, play, and learn! For more information about Placer County, please visit www.placer.ca.gov .

POSITION INFORMATION

Placer County is seeking to fill a permanent, full-time position for Administrative & Fiscal Operations Manager in the County Executive Office. The position will be located in Auburn and may offer a flexible work schedule.

The County Executive Office supports and implements Board policies and priorities, provides organizational direction and leadership to county-wide services, coordinates strategic and regional planning efforts, and fosters efficient and effective management of the County workforce and activities.

This position reports to the County Budget and Fiscal Officer. The incumbent will be responsible for leading financial and business operations for the department’s diverse service portfolio, including the management of varied and complex funding sources. In addition to managing and administering financial and budgetary operations, this position will also manage other departmental administrative operations, such as leading the department’s human resource and information technology liaison activities and serving on county-wide committees, task forces, and special project initiatives.

The position will act as a policy and compliance advisor on key fiscal and administrative subject matters and must operate with a high level of independence, initiative, and confidentiality. The ideal candidate will be a solution-oriented team-player, committed to cross-functional collaboration across organizational lines, will possess strong communication skills, both verbally and in writing, and must adhere to the highest ethical and professional standards as part of the County’s leadership team.

The eligible list established from this recruitment may be used to fill future vacancies within the County as they arise.

BENEFITS

Placer County offers a comprehensive benefits package to employees. The following information represents benefits currently available to permanent Placer County employees and may be subject to change. Applicants should inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

Click here to view Management benefits .

For more information regarding the benefits Placer County has to offer please visit Placer County's Human Resources website.

DEFINITION

To plan, direct, manage, and administer the fiscal, budgetary, and other administrative operations of a large, multi-divisional department; to direct, organize, and manage administrative services operations, programs, and activities including areas such as accounting/fiscal operations, personnel functions, contract administration, grants management, purchasing/procurement, facility and fleet management, information technology, and/or legislative and regulatory compliance; to serve as a positive member of the department management team and actively participate in department/division-wide strategic planning, policy development, and legislative analysis; and to represent assigned division or department to a variety of external and internal contacts.

DISTINGUISHING CHARACTERISTICS

The Administrative and Fiscal Operations Manager job classification recognizes positions that provide full line and functional management responsibility for employees within administrative services business units. This classification serves as an advisor to the division or department head/management team on complex financial, budgetary, and other relevant administrative functions.

Employees in the Administrative and Fiscal Operations Manager classification independently manage multiple administrative services business units through lower-level professional, supervisory, and/or mid-management positions. Employees actively participate as a member of the department’s management team including recommending, designing, and coordinating changes to departmental business practices related to budget management, accounting/fiscal operations, and assigned administrative services programs/functions.

The Administrative and Fiscal Operations Manager is distinguished from the Administrative & Fiscal Officer I/II by the size and complexity of the assigned division/department’s employee population and its budget, as well as responsibility for managing budgetary, fiscal, and other administrative services operations of a large, multi-divisional department or Countywide service through lower-levels of professional, supervisory, and/or mid-management positions.

The Administrative and Fiscal Operations Manager is further distinguished from the Administrative Services Manager classification in that the latter has overall full second-line management responsibility, through lower-level supervisors or management staff, for all budgetary, fiscal, and administrative services operations of the largest, multi-divisional departments.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from a department director or his/her designee.

Exercises direct supervision over supervisory, professional, technical, and/or clerical personnel.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

• Manage, direct, evaluate, monitor, and support professional, technical, and clerical staff through lower-level supervisors or managers; provide proactive and informational performance feedback to employees on an ongoing basis; conduct performance evaluations in a timely and effective manner; provide recommendations on hiring, demotion, and employee discipline.
  
• Develop, plan, implement, and evaluate goals, objectives, priorities, and activities within assigned area(s) of responsibility in a manner consistent with the department’s overall goals and objectives; develop strategies for the successful achievement of goals and objectives; direct and coordinate the implementation of strategies.
  
• Actively participate as a member of the department’s management team including recommending, designing, and coordinating changes to departmental business practices related to budget management, accounting/fiscal operations, and assigned administrative services programs/functions, in compliance with County-wide established processes, policies, and procedures and regulatory and legislative requirements.
  
• Provide guidance as a department-recognized subject matter expert and advisor in multi-disciplinary and/or programmatic areas of responsibility. Plan, manage, and participate in the development and implementation of department-wide budgetary and administrative services operation business standards, processes, policies, procedures, and performance measurements; analyze, evaluate, and develop recommendations for changes as necessary and appropriate; direct the development and maintenance of operating procedures/manuals.
  
• Plan, direct, and manage, 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; communicate with and report to external agencies, governing boards, and/or special districts.
  
• Plan, direct, and manage, through lower-level supervisory staff, departmental administrative services including accounting/fiscal operations and human resources, contract administration, grants management, purchasing, facility and fleet management, information technology, legislative and regulatory compliance, and/or office management.
  
• Direct, manage, and participate in the planning, preparation, and monitoring of multiple and complex department budgets, including analyzing and estimating expenditures, analyzing and projecting revenues, recommending allocation of funds and personnel, developing alternative budget scenarios, and reviewing and consulting with management staff; prepare final budget presentation with justifications and ensure the timely submission of budgets to County Executive Office as well as the state, federal, or other governing boards/agencies as required.
  
• Plan, organize, supervise, and review the work of staff responsible for one core department-specific, non-administrative services programs or service areas.
  
• Review and monitor the financial activity of assigned agency or departments’/divisions’ budgets; oversee the collection of data and preparation of financial reports; analyze reports to determine performance to established budget.
  
• Direct, manage, supervise, and monitor the fiscal and accounting operations of assigned agency or department and/or divisions; oversee and approve the preparation of journal entries, adjust revenue and expenditures as necessary; approve purchase requisitions, payments, and invoices or claims; direct, manage, review and monitor account analysis and reconciliation.
  
• Direct, oversee, and coordinate fiscal activities with the appropriate state and federal agencies/funding sources, the State Controller’s Office, the County Executive Office, and other County departments/divisions as necessary and as appropriate.
  
• Attend and participate in a variety of taskforces, committees, and meetings, both internal and external, relating to assigned administrative functions; serve as a representative of assigned department/divisions.
  
• Plan, direct, and participate in the completion of a variety of studies; supervise research activities; evaluate and analyze departmental goals/objectives and legal mandates; analyze existing and proposed legislation and directives to determine their impact on budgetary, fiscal, or operational procedures of assigned department/divisions.
  
• Build and maintain positive working relationships with coworkers, other County employees and managers, outside agencies, and the community utilizing accepted principles of effective customer service.
  
• Maintain awareness of and participation in external professional environment and resources to ensure the highest level of professional standards are applied to service delivery within the County and the assigned department.
  
• Represent the County of Placer and the assigned department to the public and to other agencies in a positive and productive manner.
  
• Serve as a positive and motivational team leader as well as a positive and effective member of a peer group.
  
• Perform related duties as required.
  

MINIMUM QUALIFICATIONS

It is the responsibility of applicants to identify in their application materials how they meet the minimum qualifications listed below.

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience: Five years of increasingly responsible administrative work experience in budgeting, accounting, fiscal control and analysis, or comparable fields, including three years of supervisory experience.

Training: Equivalent to a bachelor's degree from an accredited college or university with major course work in public or business administration, government, accounting, finance, or a related field.

Required License or Certificate: May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

NOTE: Relevant, equivalent experience (performing the same or similar job requiring similar knowledge, skills, and abilities) may be substituted for the required education as determined by the Human Resources Department.

NOTE: Applicants receiving their degree outside the United States must submit proof of accreditation by a recognized evaluation agency.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Administrative principles and practices including goal setting and short- and long-term planning related to areas of responsibility.
  
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of administrative programs and operational needs of assigned department.
  
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.
  
• Advanced principles and practices of budget planning, preparation, and implementation including financial forecasting and analysis.
  
• Generally accepted accounting principles, governmental accounting standards, and other pertinent governmental accounting and reporting procedures.
  
• 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.
  
• Principles and practices of County-wide operations and County administration and organization.
  
• Applicable federal, state, and local laws, regulations, ordinances, and organizational policies and procedures related to assigned area(s) of responsibility.
  
• Practices of researching issues, evaluating alternatives, making sound recommendations, and preparing and presenting effective reports.
  
• Modern office practices, methods, computer equipment, and applications related to the work.
  
• English usage, grammar, spelling, vocabulary, and punctuation.
  
• Techniques for effectively representing the County in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
  
• Techniques for providing a high level of customer service by effectively interacting with the public, vendors, contractors, and County staff.
  

Ability to:

• Develop, recommend, and implement goals, objectives, and practices for providing effective and efficient services.
  
• Train, direct, supervise, and evaluate the work of supervisory, professional, technical, and clerical staff; and in some cases, indirectly through lower-level supervisors.
  
• Plan, manage, and direct the development, implementation, and monitoring of complex department budget(s).
  
• Plan, organize, and manage department accounting and fiscal support operations and assigned administrative services programs.
  
• Analyze, interpret, summarize, and present financial, statistical, and technical information and data in an effective manner.
  
• Research, analyze, and make recommendations on administrative services, budget, and accounting/fiscal operations policies, guidelines, and procedures specific to assigned division/department.
  
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
  
• Perform mathematical and statistical calculations accurately.
  
• Communicate clearly and concisely in both oral and written forms.
  
• Work with various cultural and ethnic groups and individuals in a tactful and effective manner.
  
• Establish and maintain effective working relationships with those contacted in the course of performing assigned duties.
  
• On a continuous basis, analyze budgets and technical reports; interpret and evaluate staff reports; stay current with pertinent laws, regulations, and guidelines; observe performance and evaluate staff; problem solve department related issues; remember various rules and interpret policy.
  
• On a continuous basis, sit at desk and in meetings for long periods of time. Intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone, and communicate through written means.
  
• Negotiate agreement between differing individuals and groups.
  
• Act as a positive and effective team member.
  

SELECTION PROCEDURE

Training & Experience Rating (100%)

Based upon responses to the supplemental questionnaire, the applicant’s education, training, and experience will be evaluated using a pre-determined formula. Scores from this evaluation will determine applicant ranking and placement on the eligible list.

CONDITION OF EMPLOYMENT

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination (which may include a drug screening and possibly a psychological evaluation), sign a constitutional oath, and submit proof of U.S. citizenship or legal right to remain and work in the U.S. For some positions, applicants may also be required to submit proof of age, undergo a background investigation (which may include a voice stress analysis and/or a polygraph), and/or be bonded. Additionally, positions in law enforcement classifications and those supporting law enforcement functions will be required to complete a conviction history questionnaire prior to or during the interview process. Applicants for positions with access to Medi-Cal billing software or who are licensed providers must clear the Federal Exclusion List, credentialing, and social security verification. Failure to clear these requirements may result in an employment offer being withdrawn.

SUBSTITUTE LISTS

The eligible list resulting from this recruitment may be certified as a substitute list for a substantially similar classification. For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey level) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EMPLOYEES OF OTHER PUBLIC AGENCIES

Placer County offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please click here.

EQUAL OPPORTUNITY EMPLOYER

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment, discrimination, and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer, and promotion will be based on the qualifications of the individual for the positions being filled regardless of gender (including gender identity and expression), sexual orientation, race (including traits historically associated with race, including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, ancestry, religion (including creed and belief), national origin, citizenship, physical disability (including HIV and AIDS), mental disability, medical condition (including cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including parental status, pregnancy, childbirth, breastfeeding, and related medical conditions), reproductive health decision making, political orientation, or any other classification protected by federal, state, or local law. Please contact the Human Resources Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

Conclusion

For questions regarding this recruitment, please contact Andrea Marthaler, Administrative Technician, at amarthaler@placer.ca.gov or at (530) 886-4664.

Closing Date/Time: 9/25/2024 5:00:00 PM

Salary:

$55.65 - $69.49/hour; $9,646.00 - $12,044.93/month; $115,752.00 - $144,539.20/year