Director of Administrative Services

DEFINITION
Under administrative direction, plans, organizes, manages and oversees activates and operations of the administrative support services within the department. This position reports directly to the Department Head and is responsible for fiscal and operational management, accounting, financial, budgetary, personnel management, long range planning, management information systems, oversight of special projects, organizational/management studies and general administration; and to perform other related work as required.

DISTINGUISHING CHARACTERISTICS
This is a single classification class at the executive management level characterized by the overall responsibility to manage and coordinate major projects within the Department.

REPORTS TO
This position reports directly to the Department Head or designee.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Work is performed in an office environment, continues contact with staff and the public Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment : Standard office setting, sits for extended periods; frequently standing and walking. Use of office equipment including but not limited to: computer, telephone, calculator, copier machine, fax machine.
Ph y sical : Sufficient physical ability to lift and move objects weigh up to 30 lbs. Work in an office setting and operate office equipment.
Vision : See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents, normal manual dexterity eye-hand coordination.
Hearin g : Hear in the normal audio range with or without correction.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Plans, directs, coordinates and administers the department's budgeting, fiscal control, general business activities, human resources, employee relations, training, strategic planning, and general administrative functions.Participates as a member of the department's executive team in the review and establishment of policies and procedures for carrying out the department's goals and objectives, and initiates changes in methods and procedures to improve service delivery; recommend and implement policies and procedures. Directs the development, preparation, and implementation of the department's budget, including the review and analysis of division budget requests, development of justification for budget proposals, and the management of expenditures and revenues; approve the forecast of funds needed for staffing, equipment, materials and supplies; approve expenditures and implement budgetary adjustments as appropriate and necessary.Conducts or directs and evaluates complex studies pertaining to a variety of administrative and operational problems, and develops and implements effective solutions; development and implementation of departmental goals, objectives, policies and priorities for each assigned service area. Establish, within County policy, appropriate service and staffing levels; monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; allocate resources accordingly. Plan, direct and coordinate, through subordinate level staff, the Administrative Services department's work plan; assign projects and programmatic areas of responsibility; review and evaluate work methods and procedures; meet with key staff to identify and resolve problems.Assess and monitor workload, administrative and support systems, and internal reporting relationships; identify opportunities for improvement; direct and implement changes. Prepare and present written and oral reports on Administrative Services related issues. Select, train, motivate and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.Explain, justify and defend department programs, policies and activities; negotiate and resolve sensitive and controversial issues. Provide staff assistance to the Department Head, participate on a variety of boards, commissions and committees; prepare and present staff reports and other necessary correspondence. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of public administration, finance and information services. Respond to and resolve difficult and sensitive citizen inquiries and complaints.Perform related duties as required.

Q ualifications :

Considerable education, training and experience which would demonstrate the ability to perform the above tasks and possession of the following knowledge and abilities.

The required knowledge and abilities would typically be acquired through education and experience equivalent to a Bachelor's degree in Business or Public Administration, Organizational Development, or a related field and a minimum of four (4) years recent administrative/managerial experience directing and overseeing complex financial, administrative and information system related operations in a public organization.

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

Employees in regular, full-time positions will be eligible to participate in the following employee benefits:

Pay Day: Employees are bi-weekly. 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. 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

Administrative Leave: Management employees receive 80 hours of administrative leave per calendar year. Forty (40) unused hours can be paid out at the end of the calendar year. Administrative leave is pro-rated.

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.

Health Plan: Comprehensive medical and dental plans available for full-time employees. Employees appointed to a regular position at a time base of 50% or higher are also eligible to participate.

Vision Plan: MES Vision Plan offered which offers exams, frames and lenses on a 12-24-24 basis. 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.. Any regular employee is eligible for up to a total of three (3) hours of counseling sessions within any six (6) month period per County employee. Up to a maximum of six (6) sessions per calendar year are allowed per family

Life Insurance/AD&D: County pays for a $20,000 BASIC life insurance policy for each employee. Two other VOLUNTARY life insurance plans available, including AD&D.

Disability Insurance: General, Confidential and Management groups participate in the State Disability Insurance.

Credit Union: Membership available to San Benito County employees at the Santa Clara County Federal Credit Union.

Deferred Compensation: Employees may participate in tax-deferred retirement savings. Two 457 plans available. Employees may rollover funds from prior 401k or 457 accounts. IRS limits apply.

Retirement: PLEASE NOTE THAT CHANGES ARE CURRENTLY PENDING FOR JANUARY 1, 2013 DUE TO PENSION REFORM LAW AND OTHER DATES DUE TO CONTRACT MODIFICATIONS. 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.

? New Safety employees are covered by the safety full formula 2.7% at 57. Safety employees contribute 9% of the employee contribution. Safety employees do not participate in Social Security.

Extra Insurance: Employees may participate in various AFLAC plans such as accident, disability, and cancer insurances. AFLAC can enroll employees into a pre-tax cafeteria plan and flexible spending accounts including Unreimbursed Medical ($2500) and Dependent Care ($5000).

Administrative Leave

Health Insurance

Dental Insurance

Vision Insurance

Retirement Formula Local MISC 2% @62 for New PERS Members

Social Security

Vacation Based on Continued Years of Service

Sick Leave 15 Days Annually

Floating Holiday

457 Deferred Compensation

Credit Union

Unreimbursed Medical

Flexible Spending Account

Employee Assistance Program

Group Life Insurance

Additional Optional Life Insurances & AD&D

Automatic Deposit

Bi-Weekly Pay Periods

Tuition Reimbursement

01

I understand all County employees will be required to take an Oath of Office and will be called upon to act as Disaster Service Workers, when needed.

• Yes

02

Do you have four (4) years of recent administrative/managerial experience directing and overseeing complex financial, administrative and information system related operations in a public organization?

• Yes
• No

03

Please describe your experience in preparing large complex budgets, including how revenue projections were made, the size of the organization and the amount of the budget and the various funding sources.

04

The Director of Administrative Services is heavily involved in preparing budgets as well as audits. Please describe your experience in these arenas and include an example of how you were able to strike a balance between competing needs while using limited resources.

05

Describe your experience in learning and applying complex laws, regulations, policies and procedures that govern administration of a major fiscal program.

06

Please provide an example of a process or systems improvement that you have initiated. Describe how you identified the need, the role that you played, the process you used, and the outcome of your efforts.

07

Please describe your experience reviewing and/or preparing materials and staff reports for a Board of Supervisors or other elected or appointed Boards.

08

Describe your experience in collaborating with staff across an organization, outside the organization, stakeholders, other governmental agencies, elected officials, and business and community leaders. Provide an example of a specific project and steps taken to gain consensus among multiple stakeholders.

Required Question

Closing Date/Time: 6/13/2023 5:00 PM Pacific