Deputy Administrative Officer

FLSA: Exempt

DEFINITION

Under administrative direction, performs complex operations analysis work to assist the County Administrative Office in resolving budget, administrative and management issues; coordinates and supervises County department operations, resolves inter-departmental issues; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives administrative direction from the Assistant Chief Administrative Officer or designee. Exercises direct supervision over management, supervisory, professional, technical, and administrative support staff through subordinate levels of supervision.

CLASS CHARACTERISTICS

This management level classification functions independently and is expected to possess a comprehensive knowledge of Butte County political environment, policies and procedures, and organizational development strategies; serves as a resource to Chief Administrative Officer (CAO) and Board of Supervisors.

EXAMPLES OF TYPICAL JOB FUNCTIONS

Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics.  The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Conducts and coordinates research and studies in the review of County administrative and modernization strategies, such as organization structure and planning, administrative and operational policy, workload and efficiency, and financial and statistical trends.
• Collects, compiles and analyzes data and information; develops recommendations; and prepares and presents reports to CAO and Board; directs the preparation of reports which summarize and forecast County activities and financial position based on past, present and expected operations.
• Coordinates the planning and implementation of the annual County budget process; plans and monitors the budget cycle, sets and enforces timelines, and manages the formal approval process.
• Monitors County budget and expenditures; reviews and analyzes annual County budget proposals for compliance with Board’s goals; consults with department management, conducts complex analyses, and develops recommendations.
• Analyzes trends, and forecasts revenues, expenditures and workload based on complex internal and external data sources; evaluates program requirements and resource utilization; coordinates program planning and compliance evaluation teams.
• Monitors County operations and recommends change in organization's functions and processes.
• Identifies issues and collateral problems, develops alternative solutions, projects consequences of proposed actions, and presents recommendations in support of objectives.
• Furnishes advice and information to CAO and Board of Supervisors as needed; reviews budget status and all Board agenda items to assure compliance with County goals and policies.
• Analyzes trends and issues; interprets concerns, defines desired results, and creates solutions; resolves concerns and problems of departments; recommends direction of new County strategies.
• Coordinates information and assures effective communications between County departments; clarifies and reconciles issues relating to County funds, budgets and accounting procedures.
• Represents Butte County to external agencies; provides and explains technical and financial information; negotiates and coordinates intergovernmental issues and agreements.
• Confers with department officials, public officials and other professionals to define and develop strategies to achieve program objectives.
• Manages and directs the daily activities of the analyst work group through appropriate delegation, managerial support, and work supervision; assures the quality of the analyst’s work products.
• Guides and assists department staff; provides coaching, counseling and assistance on professional responsibilities and technical skills; prioritizes and assigns tasks; develops staff skills and conducts performance evaluations; identifies training needs and provides training for staff.
• Performs other related duties as assigned.

Knowledge of:

• General accepted accounting principles for public sector budget administration.
• Butte County organization, operations, and accounting and budgeting systems.
• Current legislative, political, and economic trends in governmental activities.
• Principles, practices, and trends in public administration, leadership, and management.
• Administrative theory, and contract and project management principles.
• Principles and practices of mathematical computations and statistical modeling.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability To:

• Organize, direct, and plan complex administrative services for the County.
• Develop and implement long-range fiscal and operational plans.
• Effectively manage, lead and delegate tasks and authority.
• Assess and prioritize multiple tasks, projects and demands.  
• Analyze complex administrative and operational data and issues, evaluate alternatives, and make logical recommendations based on findings.
• Prepare complex special reports, and effectively present organizational, demographic and statistical information to public and professional audiences.
• Read, understand, and apply relevant county, state and Federal statutes, rules, ordinances, codes, regulations, administrative orders, and other governing regulations. 
• Assess procedures for efficient and cost effective management of resources.
• Effectively represent the department and County in meetings with governmental agencies, community groups, various business, professional, and regulatory organizations, and in meetings with individuals.
• Understand, interpret, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• 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:

Bachelor’s degree in public administration, business administration or a related field; and

Five (5) years of progressively responsible experience in a governmental agency or non-profit, with responsibilities including organizational administration or financial and budgetary analysis.  Experience preferably coming from work directly in the County Administrator’s office.

Certifications and Licenses:

• Must possess a valid US driver’s license upon date of application. Must obtain California driver’s license following hire date per California DMV regulations.

PHYSICAL DEMANDS

• Mobility to work in a standard office setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 10 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

WORKING CONDITIONS

• Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
• Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. 

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes personal computer and standard office equipment.  

Disaster Service Worker

All Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker related training as assigned, and to return to work as ordered in the event of an emergency.

Salary : $130,354 - $174,678