What are the responsibilities and job description for the Administrative Services Manager position at County of San Benito?
Description
DEFINITION
Under general direction, to be responsible for the development, maintenance, and tracking of a Department's fiscal information and data; to perform a variety of administrative and staff management duties; to assign, schedule, coordinate, supervise, and evaluate the work of assigned staff; to perform a variety of difficult, complex, and specialized information gathering, organization, analysis, and presentation assignments; and to do related work as required.
DISTINGUISHING CHARACTERISTICS
This is a highly specialized Administrative Services Manager classification. Incumbents have responsibilities for the fiscal management, personnel administration, payroll, building and equipment maintenance, inventory control in one of the County's larger departments or agencies. Responsibilities also include overseeing, supervising, and performing a variety of administrative and staff management functions.
REPORTS TO
Department Head, Assistant Department Head, or designee
CLASSIFICATIONS SUPERVISED
Accountant I, II; Staff Services Analyst I, II; Office Clerical Supervisor; Office Assistant I, II, III; Account Clerk I, II, III.; and other Department technical or clerical support, depending upon the Department or Agency to which assigned.
Typical Physical Requirements
Sit for extended periods; frequently stand and walk; normal manual dexterity and eye-hand coordination; lift and move objects weighing up to 25 lbs.; corrected hearing and vision to normal range; verbal communication; use of office equipment, including computer, telephone, calculator, copiers, and FAX.
TYPICAL WORKING CONDITIONS
Work is performed in an office environment; continuous contact with other staff.
Example of Duties
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES (The following is used as a partial description and is not restrictive as to duties required.)
Serves as chief fiscal support person for a larger County Department or Agency;
Develops, maintains, and tracks Department budget and fiscal information;
Maintains and tracks a variety of fiscal and budget control journals and records;
Keeps Department/Agency management aware of budget and fiscal status, including expenditure levels and the need to adjust expenditures for specific programs and operational areas; may have responsibility for the development, control, maintenance, and reporting for special grants and special funds;
Coordinates Department/Agency fiscal data and information with the Auditor/Controller and other fiscal control agencies, such as the State and Federal government;
Provides supervision, training, coordination, scheduling, and work evaluations for assigned staff;
Serves as the Department/Agency Personnel Officer, coordinating recruitment efforts, conducting new employee orientations, and completing and submitting all personnel paperwork;
Completes and submits the Civil Rights Plan;
Investigates complaints as needed;
Completes Worker's Compensation paperwork as needed;
Trains, supervises and evaluates professional and administrative support staff; performs a wide variety of administrative and staff support functions;
May assist with long term planning and establishing of Department goals and performance objectives;
Coordinates and facilitates Department purchasing procedures;
Performs a variety of accounting work;
Works with and maintains computerized financial management systems;
Establishes and updates information retrieval systems;
Gathers, organizes, analyzes, and presents data and information for review and action by Department management;
Performs special projects;
Directs the development of a variety of reports
Other duties as assigned
Minimum Qualifications
Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
One year of experience in the Interagency Merit System performing duties comparable to Staff Services Analyst II.
OR
Two years of increasingly responsible analytical experience in staff services such as management, personnel, fiscal, staff development, or data processing analysis work, including the preparation of recommendations and reports.
Special Requirements
Possession of, or ability to obtain a valid class C California Drivers License
May be required to pass a fingerprint/background investigation.
Knowledge Of/Ability To
Knowledge Of
General accounting theory, principles, and practices and their application to a variety of accounting transactions and problems.
Laws, rules, regulations, and policies affecting the financial operations and transactions of an assigned Department.
Government cost accounting and budgeting.
Principles of account classification.
Budget development and control.
Computerized financial management systems.
Purchasing methods and procedures.
Public personnel administration policies and procedures.
Applicable Federal and State laws, policies and procedures regarding Civil Rights issues and complaint investigation techniques.
Principles of work direction, work coordination, supervision, training, and work evaluation.
Ability To
Plan, organize, develop, and coordinate fiscal and personnel administration functions for an assigned County Department/Agency.
Perform a variety of accounting and financial transaction work.
Analyze and evaluate financial information, researching and gathering appropriate information to resolve problems.
Provide supervision, work coordination, performance evaluations, and training for other staff.
Monitor and update fiscal records.
Prepare a variety of financial reports and statements.
Gather, organize, analyze, and present a variety of information.
Use a computerized financial management system.
Effectively represent an assigned County department/agency in contacts with other County staff, the public, and other government agencies.
Establish and maintain cooperative working relationships.
Selection Process: All completed applications and supplemental questionnaires will be reviewed. Depending upon the number of applicants who meet the minimum qualifications, the examination process may include a screening committee (pass/fail) and/or an oral examination (100%) which may include a written practical component to determine placement on the eligible list.
In accordance with California Government Code section 3100, et., seq., all County of San Benito employees are considered disaster service workers who may be required to report for duty, or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.
San Benito County Benefits For Management Employees
(This is meant to be an overview of benefits only. For full benefit terms and conditions, please see MOU)
Employees in regular, full-time positions will be eligible to participate in the following employee benefits:
Pay Day: Employees are paid bi-weekly.
Insurance Deductions: The insurance and benefits deductions will take place bi-monthly, normally the first two pay periods of the month. Bank/Credit union and 457 Retirement Deferrals deductions will take place bi-weekly.
Vacation: Based on continued years of service. Newly hired MEG employees may be eligible for higher vacation accrual rate for previous public sector experience (verification required). Maximum accruals may apply depending on the bargaining unit.
Holidays: 13.5 holidays (including 3 floating) for most employees. Safety officers and dispatchers receive approximately 5% holiday pay in addition to their base pay in lieu of paid holidays off.
Sick Leave: 15 days per year. Maximum accruals apply.
Medical Plan: Comprehensive CalPERS medical plans available for full-time employees. Employees appointed to a regular position at a time base of 50% or higher are eligible to participate.
Increase County contributions to medical effective January 2024.
HRA: Employee Only Medical Plan: $1,500 maximum
Employee Plus One Medical Plan: $3,000 maximum.
Employee Plus Family Medical Plan: $4,000 maximum.
Employees who are eligible to receive a "cash in lieu of' enrollment in the County's medical plan shall receive a taxable payment of $150 monthly (pro-rated into biweekly installments of $69.23).
Dental Plan: County contributes $30 to Delta Dental plan for full-time employees and their families.
Vision Plan: The County pays for employee coverage and the employee can pay for dependent coverage. This benefit is available to full-time employees only.
Employee Assistance Program: The County provides confidential short-term counseling services to employees and dependents.
Life Insurance/AD&D: County pays for a $20,000 BASIC life insurance policy for each employee. Voluntary life insurance plans available.
Disability Insurance: Confidential and Management groups participate in the State Disability Insurance.
Credit Union: Membership to the Santa Clara Federal Credit Union is available to San Benito County employees.
Deferred Compensation: Employees may participate in tax-deferred retirement savings. Three 457 plans are available. Employees may rollover funds from prior 401k or 457 accounts. IRS limits apply.
Retirement: Regular employees will be enrolled into the CalPERS retirement system in accordance with the Public Employees' Retirement Law. Employee contributions vary according to bargaining unit.
All New Miscellaneous (non-Safety) employees enrolled into the CalPERS retirement system participate in the full formula of 2% at 62. Miscellaneous employees participate in Social Security in addition to CalPERS.
Supplemental Insurance: Employees may participate in various AFLAC plans such as accident, disability, and cancer insurances.
Flexible Spending Accounts: Health and Dependent Care available, pre-tax deductions.
Closing Date/Time: 4/8/2025 5:00 PM Pacific
DEFINITION
Under general direction, to be responsible for the development, maintenance, and tracking of a Department's fiscal information and data; to perform a variety of administrative and staff management duties; to assign, schedule, coordinate, supervise, and evaluate the work of assigned staff; to perform a variety of difficult, complex, and specialized information gathering, organization, analysis, and presentation assignments; and to do related work as required.
DISTINGUISHING CHARACTERISTICS
This is a highly specialized Administrative Services Manager classification. Incumbents have responsibilities for the fiscal management, personnel administration, payroll, building and equipment maintenance, inventory control in one of the County's larger departments or agencies. Responsibilities also include overseeing, supervising, and performing a variety of administrative and staff management functions.
REPORTS TO
Department Head, Assistant Department Head, or designee
CLASSIFICATIONS SUPERVISED
Accountant I, II; Staff Services Analyst I, II; Office Clerical Supervisor; Office Assistant I, II, III; Account Clerk I, II, III.; and other Department technical or clerical support, depending upon the Department or Agency to which assigned.
Typical Physical Requirements
Sit for extended periods; frequently stand and walk; normal manual dexterity and eye-hand coordination; lift and move objects weighing up to 25 lbs.; corrected hearing and vision to normal range; verbal communication; use of office equipment, including computer, telephone, calculator, copiers, and FAX.
TYPICAL WORKING CONDITIONS
Work is performed in an office environment; continuous contact with other staff.
Example of Duties
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES (The following is used as a partial description and is not restrictive as to duties required.)
Serves as chief fiscal support person for a larger County Department or Agency;
Develops, maintains, and tracks Department budget and fiscal information;
Maintains and tracks a variety of fiscal and budget control journals and records;
Keeps Department/Agency management aware of budget and fiscal status, including expenditure levels and the need to adjust expenditures for specific programs and operational areas; may have responsibility for the development, control, maintenance, and reporting for special grants and special funds;
Coordinates Department/Agency fiscal data and information with the Auditor/Controller and other fiscal control agencies, such as the State and Federal government;
Provides supervision, training, coordination, scheduling, and work evaluations for assigned staff;
Serves as the Department/Agency Personnel Officer, coordinating recruitment efforts, conducting new employee orientations, and completing and submitting all personnel paperwork;
Completes and submits the Civil Rights Plan;
Investigates complaints as needed;
Completes Worker's Compensation paperwork as needed;
Trains, supervises and evaluates professional and administrative support staff; performs a wide variety of administrative and staff support functions;
May assist with long term planning and establishing of Department goals and performance objectives;
Coordinates and facilitates Department purchasing procedures;
Performs a variety of accounting work;
Works with and maintains computerized financial management systems;
Establishes and updates information retrieval systems;
Gathers, organizes, analyzes, and presents data and information for review and action by Department management;
Performs special projects;
Directs the development of a variety of reports
Other duties as assigned
Minimum Qualifications
Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
One year of experience in the Interagency Merit System performing duties comparable to Staff Services Analyst II.
OR
Two years of increasingly responsible analytical experience in staff services such as management, personnel, fiscal, staff development, or data processing analysis work, including the preparation of recommendations and reports.
Special Requirements
Possession of, or ability to obtain a valid class C California Drivers License
May be required to pass a fingerprint/background investigation.
Knowledge Of/Ability To
Knowledge Of
General accounting theory, principles, and practices and their application to a variety of accounting transactions and problems.
Laws, rules, regulations, and policies affecting the financial operations and transactions of an assigned Department.
Government cost accounting and budgeting.
Principles of account classification.
Budget development and control.
Computerized financial management systems.
Purchasing methods and procedures.
Public personnel administration policies and procedures.
Applicable Federal and State laws, policies and procedures regarding Civil Rights issues and complaint investigation techniques.
Principles of work direction, work coordination, supervision, training, and work evaluation.
Ability To
Plan, organize, develop, and coordinate fiscal and personnel administration functions for an assigned County Department/Agency.
Perform a variety of accounting and financial transaction work.
Analyze and evaluate financial information, researching and gathering appropriate information to resolve problems.
Provide supervision, work coordination, performance evaluations, and training for other staff.
Monitor and update fiscal records.
Prepare a variety of financial reports and statements.
Gather, organize, analyze, and present a variety of information.
Use a computerized financial management system.
Effectively represent an assigned County department/agency in contacts with other County staff, the public, and other government agencies.
Establish and maintain cooperative working relationships.
Selection Process: All completed applications and supplemental questionnaires will be reviewed. Depending upon the number of applicants who meet the minimum qualifications, the examination process may include a screening committee (pass/fail) and/or an oral examination (100%) which may include a written practical component to determine placement on the eligible list.
In accordance with California Government Code section 3100, et., seq., all County of San Benito employees are considered disaster service workers who may be required to report for duty, or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.
San Benito County Benefits For Management Employees
(This is meant to be an overview of benefits only. For full benefit terms and conditions, please see MOU)
Employees in regular, full-time positions will be eligible to participate in the following employee benefits:
Pay Day: Employees are paid bi-weekly.
Insurance Deductions: The insurance and benefits deductions will take place bi-monthly, normally the first two pay periods of the month. Bank/Credit union and 457 Retirement Deferrals deductions will take place bi-weekly.
Vacation: Based on continued years of service. Newly hired MEG employees may be eligible for higher vacation accrual rate for previous public sector experience (verification required). Maximum accruals may apply depending on the bargaining unit.
- 5 to 9 years of service = 15 days per year
- 10 to 14 years of service = 18 days per year
- 15 years of service = 20 days per year
Holidays: 13.5 holidays (including 3 floating) for most employees. Safety officers and dispatchers receive approximately 5% holiday pay in addition to their base pay in lieu of paid holidays off.
Sick Leave: 15 days per year. Maximum accruals apply.
Medical Plan: Comprehensive CalPERS medical plans available for full-time employees. Employees appointed to a regular position at a time base of 50% or higher are eligible to participate.
Increase County contributions to medical effective January 2024.
- Employee Only: $750.00, which would include the PEMHCA Minimum
- Employee Plus One: $1,250.00, which would include the PEMHCA Minimum
- Family: $1,515.00, which would include the PEMHCA Minimum
HRA: Employee Only Medical Plan: $1,500 maximum
Employee Plus One Medical Plan: $3,000 maximum.
Employee Plus Family Medical Plan: $4,000 maximum.
Employees who are eligible to receive a "cash in lieu of' enrollment in the County's medical plan shall receive a taxable payment of $150 monthly (pro-rated into biweekly installments of $69.23).
Dental Plan: County contributes $30 to Delta Dental plan for full-time employees and their families.
Vision Plan: The County pays for employee coverage and the employee can pay for dependent coverage. This benefit is available to full-time employees only.
Employee Assistance Program: The County provides confidential short-term counseling services to employees and dependents.
Life Insurance/AD&D: County pays for a $20,000 BASIC life insurance policy for each employee. Voluntary life insurance plans available.
Disability Insurance: Confidential and Management groups participate in the State Disability Insurance.
Credit Union: Membership to the Santa Clara Federal Credit Union is available to San Benito County employees.
Deferred Compensation: Employees may participate in tax-deferred retirement savings. Three 457 plans are available. Employees may rollover funds from prior 401k or 457 accounts. IRS limits apply.
Retirement: Regular employees will be enrolled into the CalPERS retirement system in accordance with the Public Employees' Retirement Law. Employee contributions vary according to bargaining unit.
All New Miscellaneous (non-Safety) employees enrolled into the CalPERS retirement system participate in the full formula of 2% at 62. Miscellaneous employees participate in Social Security in addition to CalPERS.
Supplemental Insurance: Employees may participate in various AFLAC plans such as accident, disability, and cancer insurances.
Flexible Spending Accounts: Health and Dependent Care available, pre-tax deductions.
Closing Date/Time: 4/8/2025 5:00 PM Pacific
Salary : $20,000
