What are the responsibilities and job description for the Administrative Services Manager II position at County of Mendocino?
JOB
The current vacancy is in Ukiah with BHRS - Mental Health Services. This position will provide management-level oversight of the Behavioral Health and Public Health fiscal departments, ensuring compliance with Medi-Cal, grants, and other funding sources while overseeing all fiscal activities. 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 management, grant administration, collections, accounting work, strategic planning, organizational 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.
EXAMPLE OF DUTIES
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 supervising professional, administrative and technical 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 achievement of established targets in order to meet departmental goals and objectives. Monitors and evaluates the efficiency/effectiveness of operational performance, methods of service delivery and procedures by reviewing workload and support systems to identify opportunities for improvement; develops, recommends and implements modifications to programs, policies and procedures and/or new concepts 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 employees to correct 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 impact 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 departmental budget process from initial development through review and implementation by coordinating budget activities of divisions/sections within the assigned department in order to forecast the need for additional funds for staffing, equipment, materials and supplies; maintains budgetary control by overseeing and approving expenditures, evaluating the need for augmentation and preparing/implementing budgetary adjustments to ensure adherence to the approved 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 operational) are met and monies are not forfeited. Serves as staff liaison to the County Board of Supervisors and Office of the County Administrator by effectively providing comprehensive information covering a variety of issues in various formats, public meetings, closed sessions 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 resources 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 programs 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 REQUIREDEducation 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 support services, including staff supervision and budget 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.
SUPPLEMENTAL 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
The current vacancy is in Ukiah with BHRS - Mental Health Services. This position will provide management-level oversight of the Behavioral Health and Public Health fiscal departments, ensuring compliance with Medi-Cal, grants, and other funding sources while overseeing all fiscal activities. 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 management, grant administration, collections, accounting work, strategic planning, organizational 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.
EXAMPLE OF DUTIES
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 supervising professional, administrative and technical 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 achievement of established targets in order to meet departmental goals and objectives. Monitors and evaluates the efficiency/effectiveness of operational performance, methods of service delivery and procedures by reviewing workload and support systems to identify opportunities for improvement; develops, recommends and implements modifications to programs, policies and procedures and/or new concepts 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 employees to correct 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 impact 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 departmental budget process from initial development through review and implementation by coordinating budget activities of divisions/sections within the assigned department in order to forecast the need for additional funds for staffing, equipment, materials and supplies; maintains budgetary control by overseeing and approving expenditures, evaluating the need for augmentation and preparing/implementing budgetary adjustments to ensure adherence to the approved 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 operational) are met and monies are not forfeited. Serves as staff liaison to the County Board of Supervisors and Office of the County Administrator by effectively providing comprehensive information covering a variety of issues in various formats, public meetings, closed sessions 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 resources 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 programs 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 REQUIREDEducation 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 support services, including staff supervision and budget 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.
SUPPLEMENTAL 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
