Administrative Officer job vacancy in City of Sacramento – Jobs in California

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Job Details
Company Name :
City of Sacramento
Company Location :
Sacramento, CA 95814
Job Position :
Administrative Officer
Job Category :
Jobs in California

Job Description :
THE POSITION

The City of Sacramento requires all newly appointed employees to be fully vaccinated against COVID-19 as a condition of employment. Candidates seeking an accommodation from this requirement will be considered on a case-by-case basis.

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the State of California with the ability to report to Sacramento-based physical worksites daily if required.

IDEAL CANDIDATE

This position manages the centralized personnel and human resources functions for the Department of Convention and Cultural Services. The incumbent coordinates with each division to provide oversight and assistance for the department’s centralized administrative services, including organizational management activities, position management, recruitments, leave, payroll, employee relations, labor relations, training, discipline, and investigations. The incumbent works closely with Department and Division leadership to determine organizational needs and works with the City’s Human Resources Department to launch and fill recruitments, administer workplace training, and conduct workplace investigations.

The ideal candidate will be a skilled supervisor/manager with strong oral and written communication skills, planning and organizational skills, research skills, discretion to manage sensitive and confidential subject matter, and the ability to work autonomously as well as in a team environment. The ability to build and manage strong relationships internally and externally is critical for success in this position. The successful candidate will have a strong proclivity toward diversity, equity, and inclusion, and will strive to include DEI principles to all elements of the job. The candidate should have knowledge of principles and practices of government and public administration, and the ability to develop procedures and interpret existing policies. The successful candidate will be the primary advisor to the Department Director and other department managers on all organizational management activities, including labor agreements, city HR and Payroll processes/policies, and position management strategies and options. The successful candidate may coordinate or conduct occasional workplace investigations in cooperation with the City’s Labor Relations Office. The successful candidate will operate as part of the Departments administrative team and may be required to perform other duties that support Department and Division level efforts. Additional duties may include project management, contract management, procurement activities, participation in budgeting activities, representing the Department in internal and external activities and other duties as assigned. Knowledge of Oracle PeopleSoft (eCAPS), NeoGov, Acumen, Legistar and the Microsoft Office Suite are desirable, but are not required. Training is available if the best candidate does not have a working knowledge of some or all those systems.

DISTINGUISHING CHARACTERISTICS

This advanced journey level classification may be populated with multiple incumbents who perform human resources/personnel functions, fiscal analysis, resource development, and management functions. The Administrative Officer is distinguished from the next lower class of Administrative Analyst in that the former supervises professional level staff who perform support services work, or has the responsibility for handling major portions of centralized administrative services. The Administrative Officer is distinguished from the next higher classification of Support Services Manager in that the Support Services Manager is responsible for all administrative and regulatory processes for a departmental operation. The Administrative Officer is distinguished from the Program Specialist in that the latter has responsibility for the management and administration of large or complex programs within a department.

SUPERVISION RECEIVED AND EXERCISED

General direction is provided by higher-level department or division administrative staff. Responsibilities include the direct or indirect supervision of professional, technical, and clerical staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Plans, coordinates, supervises, and participates in administrative services including personnel, budget, methods and procedures, procurement, and various office services.
Develops, amends, and interprets existing policies, procedures, and regulations concerning administrative matters.
Confers with department heads, division chiefs, members of professional staff, and other officials concerning the administrative needs and requirements of departmental programs, policies, rules, and regulations.
Performs fiscal analysis and prepares recommendations relating to the status of various enterprise fund balance projections, fiscal transactions, and related financial activities pertaining to the preparation and maintenance of the department’s capital and operating budgets; analyzes and prepares enterprise rate setting recommendations; conducts studies, surveys, and collects information on department service fee structures; analyzes findings; prepares recommendations for department management.
Represents the department in contacts with news media, business and civic organizations, other City departments, and various outside public and private agencies; serves as staff to City Council Committees and Commissions.
Supervises, trains, and evaluates subordinate staff.
Other related duties may also be performed; not all duties listed may necessarily be performed by each individual holding this classification.

QUALIFICATIONS

Knowledge of:

Principles and practices of public administration and governmental finance, budgeting, and accounting; personnel administration; procurement methods.
Principles of program management.
Technical report writing.
Methods of analysis.
Principles and practices of supervision.

Skill in:

Managing multiple tasks and deadlines.
Use of computers, computer applications, and software.

Ability to:

Effectively plan, develop, and implement a comprehensive program with a broad scope and high degree of complexity.
Exercise administrative supervision and direction over professional, technical, and clerical staff.
Analyze fiscal problems and make sound policy and procedural recommendations.
Make effective presentations to public officials, committees, and outside agencies.
Establish and maintain effective working relationships with employees and the general public.
Prepare technical and analytic reports.
Communicate effectively, orally and in writing.

EXPERIENCE AND EDUCATION

Experience:

Four years of professional-level analytical experience.

-AND-

Education:

A Bachelor’s Degree from an accredited four-year college or university with major coursework in business or public administration or a closely related field.

Substitution:

A Master’s degree from an accredited college or university in business or public administration or a closely related field may substitute for one year of the required experience.

An additional four years of qualifying professional-level experience may substituted for the required education.

PROOF OF EDUCATION

Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and
will be required at the time of appointment. Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records
will be due at time of appointment.

SPECIAL QUALIFICATIONS

Special Selection Criteria:

Some positions in this classification may require additional knowledge and experience in the following:

Human Resources
Auditing principles
Basic methods of statistical analysis
Procurement, contracting, or grant writing.

Driver License:

Possession of a valid California Class C Driver License at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.

THE SELECTION PROCEDURE

Please note, the City of Sacramento’s preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox. 1. Application: (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline;

Employment applications must be submitted online; paper applications will not be accepted.
Employment applications will be considered incomplete and will be disqualified:

If applicants do not list current and past job-related experience in the duties area of the “Work Experience” section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
If “see resume” is noted in the “Work Experience” section; a resume will not substitute for the information required in the “Work Experience” section.

Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.

2. Supplemental Questionnaire: (Pass/Fail) – In addition to the City of Sacramento employment application, all applicants must complete and submit online responses to the supplemental questionnaire to the City of Sacramento Employment Office by the final filing deadline;

Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.
Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.
A resume will not substitute for the information required in the supplemental questionnaire.
Possession of the minimum qualifications is not necessarily a guarantee for further advancement in the selection process.

3. Screening Committee: (Pass/Fail) – All applications received by the final filing deadline will be forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

4. Interview Process: Human Resources will forward applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process.

5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass LiveScan/fingerprinting and provide proof of receiving a complete COVID-19 vaccination. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS:
For questions concerning this job announcement and the application process:

Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
For technical support between 6 AM – 5 PM PT, contact Live Application Support at 855-524-5627.
Visit the City of Sacramento Human Resources Department website at http://www.cityofsacramento.org/HR/Career-Opportunities;
Send an email to [email protected]; or
Call the Human Resources Department at (916) 808-5726

Bilingual Pay
Did you know that the City offers bilingual pay? That’s right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees’ Retirement System, and as such, must adhere to the California Public Employee’s Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant’s eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

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