Administrative Officer

Administrative Officer

The Administrative Officer in the Fiscal Operations group of the Fleet Management division is responsible for preparing the rate model, budget for the division, and fleet maintenance budget for other City departments. This position also is responsible for reviewing and completing the vehicle replacement plan for the City. This position completes budget journals to move funding from the correct City department to the correct Fleet project account and supervises multiple staff members of the Fleet Administrative Team.

The ideal candidate will be a team player who is also self-directed and self-motivated. They will be detailed-oriented, exhibit critical thinking and problem-solving abilities. Preparation of technical and analytical reports and intermediate / advanced experience with spreadsheets is preferred. Experience in fleet management and rate modeling is highly desired. Under general direction, an Administrative Officer plans, directs, and supervises centralized administrative services for a department operation; handles one or more major portions of centralized administrative services; conducts studies and makes recommendations.

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.

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 : 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 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 the time of appointment.

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.

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;

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;

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 Live Scan / fingerprinting. 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 :