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Job Details

Administrative Officer

Location
Sacramento, CA

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Job Description
THE POSITION
THE IDEAL CANDIDATE
The ideal candidate will have a strong knowledge of the principles of administration including management, organizational analysis, budgets, accounts payable/ receivable, procurement, and grant/contract management. This individual will have experience working in areas inclusive of finance, budget and accounting, managing complex business processes, developing depart-wide policies and procedures and contracts for service development and administration. Additionally, this individual will have strategic decision-making abilities, a strong knowledge of formulating and interpreting departmental and organizational policies and programs, excellent leadership, communication, organizational and problems solving skills, and the ability to compile and analyze complex data. The ability to build and manage strong relationships internally and externally is critical for success in this position. The ideal candidate should have experience supervising and training others and be able to work independently on complex tasks.
THE POSITION
Under general direction, an Administrative Officer plans, directs, and supervises centralized administrative services for a department operation; handles one or more major portions of centralized administrative services; conducts studies and makes recommendations.
DISTINGUISHING CHARACTERISTICS
This advanced journey level classification may be populated with multiple incumbents who perform human resources/personnel functions, fiscal analysis, resource development, and management functions. The Administrative Officer is distinguished from the next lower class of Administrative Analyst in that the former supervises professional level staff who perform support services work, or has the responsibility for handling major portions of centralized administrative services. The Administrative Officer is distinguished from the next higher classification of Support Services Manager in that the Support Services Manager is responsible for all administrative and regulatory processes for a departmental operation. The Administrative Officer is distinguished from the Program Specialist in that the latter has responsibility for the management and administration of large or complex programs within a department.
SUPERVISION RECEIVED AND EXERCISED
General direction is provided by higher-level department or division administrative staff. Responsibilities include the direct or indirect supervision of professional, technical, and clerical staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Plans, coordinates, supervises, and participates in administrative services including personnel, budget, methods and procedures, procurement, and various office services.
Develops, amends, and interprets existing policies, procedures, and regulations concerning administrative matters.
Confers with department heads, division chiefs, members of professional staff, and other officials concerning the administrative needs and requirements of departmental programs, policies, rules, and regulations.
Performs fiscal analysis and prepares recommendations relating to the status of various enterprise fund balance projections, fiscal transactions, and related financial activities pertaining to the preparation and maintenance of the department's capital and operating budgets; analyzes and prepares enterprise rate setting recommendations; conducts studies, surveys, and collects information on department service fee structures; analyzes findings; prepares recommendations for department management.
Represents the department in contacts with news media, business and civic organizations, other City departments, and various outside public and private agencies; serves as staff to City Council Committees and Commissions.
Supervises, trains, and evaluates subordinate staff.
Other related duties may also be performed; not all duties listed may necessarily be performed by each individual holding this classification.
QUALIFICATIONS
Knowledge of:
Principles and practices of public administration and governmental finance, budgeting, and accounting; personnel administration; procurement methods.
Principles of program management.
Technical report writing.
Methods of analysis.
Principles and practices of supervision.
Skill in:
Managing multiple tasks and deadlines.
Use of computers, computer applications, and software.
Ability to:
Effectively plan, develop, and implement a comprehensive program with a broad scope and high degree of complexity.
Exercise administrative supervision and direction over professional, technical, and clerical staff.
Analyze fiscal problems and make sound policy and procedural recommendations.
Make effective presentations to public officials, committees, and outside agencies.
Establish and maintain effective working relationships with employees and the general public.
Prepare technical and analytic reports.
Communicate effectively, orally and in writing.
EXPERIENCE AND EDUCATION
Experience:
Four years of professional-level analytical experience.
-AND-
Education:
A Bachelor's Degree from an accredited four-year college or university with major coursework in business or public administration or a closely related field.
Substitution:
A Master's degree from an accredited college or university in business or public administration or a closely related field may substitute for one year of the required experience.
An additional four years of qualifying professional-level experience may substituted for the required education.
Proof of Education:
Proof of education such as college transcripts and degrees must be submittedby the final filing deadline to the City of Sacramento Employment Office in person, as an attachment(s) to the online application, or ****. If submitting in person or via ****-FIN
on your documents. Unofficial transcripts or copy of a diploma are acceptable.
An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. This evaluation must be submitted before you will be considered for any positions.
SPECIAL QUALIFICATIONS
Special Selection Criteria:
Some positions in this classification may require additional knowledge and experience in the following:
Human Resources
Auditing principles
Basic methods of statistical analysis
Procurement, contracting, or grant writing.
Driver License:
Possession of a valid California Class C Driver License at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.
THE SELECTION PROCEDURE
Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders.All e-mail notifications can be accessed through the governmentjobs.com applicant inbox.
1. Application:
(Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application to the Employment Office by the final filing deadline: Employment applications must be submitted online; paper applications will not be accepted.
Employment applications will be considered incomplete and will be disqualified: If applicants do not list current and past job-related experience in the Work Experience section. Note: Qualifying experience is based on 40 hours per week (pro-rated if less than 40 hours/week).
If see resume is noted in the Work Experience section; a resume will not substitute for the information required in the Work Experience section.
Proof of required education and/or degree equivalency must be submitted online with your application, emailed to ****
, delivered in person, or sent to the Employment Office by fax or mail by the final filing deadline.
2. Supplemental Questionnaire:
(Pass/Fail) - In addition to the City of Sacramento employment application, all applicants must complete and submit online responses to the supplemental questionnaire: Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.
Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.
A resume will not substitute for the information required in the supplemental questionnaire.
Possession of the minimum qualifications is not necessarily a guarantee of further advancement in the selection process.
3.
Screening Committee
: (Pass/Fail)- Human Resources will evaluate employment applications for the minimum qualifications stated on the job announcement.
4. Interview Process
: Human Resources will forward qualified applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process. The Director will review the results, if necessary conduct additional interviews, and forward the recommendation to the City Manager's Office for final action.
5.
Conditional Hire:
Upon receipt of a conditional offer, the selected candidate must complete LiveScan / fingerprinting and receive Human Resources approval prior to receiving a start date from the Department.
QUESTIONS:
For questions concerning this job announcement and the application process: Please visit ****for a comprehensive, step-by-step guide to the application process.
For technical support between 6 AM - 5 PM PT, ****.
Visit the City of Sacramento Human Resources Department website at ****Send an email to ****
****; or
Visit the Human Resources Department at Historic City Hall, 915 I Street, Plaza Level, Sacramento, CA 95814.

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