ADMINISTRATIVE SERVICES MANAGER

Job Specifications

Class Code: UW7

Analyst: TC, EM

Date Originated:	9/99
Dates Revised:	11/00, 1/16

SANTA CRUZ COUNTY

DEFINITION

Under general direction, to plan, organize, direct and coordinate the central administrative functions, fiscal operations, program support, management information systems and data processing support activities of a large department/agency or multiple programs with County-wide impact; and to perform other duties as required.

DISTINGUISHING CHARACTERISTICS

The Administrative Services Manager is a management class which has responsibility for managing the administrative and fiscal support services of a large department/agency or multiple programs with County-wide impact, including management information, accounting and fiscal, facilities and decentralized personnel operations. Incumbents in this class may be assigned to manage a variety of functions that directly support or control the quality of services delivered and investigation of client complaints or fraud. This class is distinguished from the Department Fiscal Officer by having management responsibility of diverse programs while the latter's focus is on financial activities.

TYPICAL TASKS

Plans, organizes and directs through subordinate managers and supervisors the work of staff engaged in central administrative functions in a large department/agency or multiple programs with County-wide impact, including fiscal claiming, facilities management, quality control, purchasing, information system, decentralized personnel and recordkeeping and clerical support; supervises, trains and evaluates subordinate management and supervisory staff; coordinates and directs budget preparation for the agency; prepares analysis and reports to justify the proposed budget; oversees budget control and projections; prepares and/or oversees the preparation of complex reports; may oversee fair hearing programs; coordinates program/division activities with other divisions; directs the development and implementation of policies and procedures for fiscal operations and central administration as part of the management team; oversees audit hearings; ensures that State, Federal and local rules, regulations and directions are appropriately interpreted and implemented; analyzes proposed legislation affecting services, revenues and programs to determine impact on budget, staffing and administrative organization; studies workload and staffing, space requirements, capital outlay projects, organization and makes recommendations and changes as appropriate; represents the department/agency in dealing with Federal, State and local agencies and other County officials on fiscal and administrative matters; develops agency position statements and official reports for presentation to the Board of Supervisors and State agencies; manages the routine activities of a decentralized personnel function including handling the difficult personnel problems; performs special assignments as required; attends meetings and conferences; prepares correspondence and reports.

EMPLOYMENT STANDARDS

Knowledge:

Thorough knowledge of:

• Governmental finance and budgeting procedures.
• Work organization, simplification and layout.
• The principles and practice of supervision, training and personnel management.
• The principles and practices of organization and administration.

Working knowledge of:

• The principles and techniques of administrative survey and analysis.
• Administrative problems involved in the operation of a large or complex agency.
• Information systems relating to financial and records management.
• Purchasing and contracting procedures.

Ability to:

• Plan, organize and direct through subordinate managers and supervisors the work of staff performing a wide variety of administrative, fiscal, information systems and program support function.
• Exercise initiative, ingenuity and sound judgement to solve difficult fiscal and administrative problems.
• Analyze, interpret, explain and apply complex regulations, laws and directives.
• Develop new policies and procedures as necessary to improve operations and implement changes required by laws and regulations.
• Establish and maintain effective working relationships with departmental staff, government officials, and others contacted in the course of work.
• Evaluate policy and practices, define problem areas.
• Develop policies and practices to improve operations.
• Express ideas effectively in oral and written form.
• Prepare clear and concise reports and correspondence.
• Interpret departmental operations and programs to the public and represent the department in speaking to community groups.

Education and Experience

Any combination of education and experience which would provide the required knowledge and abilities is qualifying, unless otherwise specified.

A typical way to obtain the knowledge and abilities would be:

• Bachelor' degree from an accredited college or university in Public Administration, Business Administration, Accounting or a closely related field,

AND

• Three years of increasingly responsible management or supervisory experience in a large or complex centralized administrative or financial operation. Additional qualifying experience may be substituted for the required education on a year-for-year basis.

PREVIOUS CLASS TITLES: Administrative Services Officer III
Bargaining Unit: 11
EEOC Job Category: 02
Occupational Grouping: 85
Workers' Comp Code: 0053