Job: Administrative Services Manager-QA/Administrative Support (Open & Promotional)

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Job Description

Overall Job Objective

Job Title:Administrative Services Manager-QA/Administrative Support (Open & Promotional)
Closing Date/Time:Tue. 09/26/17 11:59 PM Pacific Time
Salary:$48.37 - $60.46 Hourly
$3,869.60 - $4,836.80 Biweekly
$8,384.13 - $10,479.73 Monthly
$100,609.60 - $125,756.80 Annually
Job Type:Full-Time
Location:San Mateo County, California
 
The San Mateo County Probation Department is seeking qualified candidates to fill two vacancies for the position of Administrative Services Manager (ASM).
 
Depending on qualifications, the ASM will either manage the Quality Assurance (QA) unit or the Administrative Support unit within the Department. Candidates with a Master's degree in public administration or criminal justice with work experience in the criminal justice system and knowledge in probation programs, to include Federal and State regulatory changes are highly desirable.
 
The QA unit manages the quality assurance and improvement, public information and communications as well as program performance functions of the department. The QA Manager will report to the Probation Assistant Chief and assist other higher-level management; will exercise direct and indirect supervision over lower level supervisory, professional, technical and clerical employees.
 
The successful QA Manager will have:
  • Experience in planning, implementation, and management of QA/QI activities and programs.
  • Experience performing research and collecting, analyzing, and synthesizing data.
  • Experience in program performance management.
  • Experience in using social media for work.
  • Success in data transparency and presentation as an approach to public accountability. 

The Administrative Support unit manager will manage the administrative functions of the department, including legal clerical support, payroll personnel, contracts and procurement, as well as facilities. The Administrative Support unit manager will report to the Deputy Director of Administrative Services.

The successful Administrative Support Unit Manager will be:
  • A strategic thinker and an excellent problem solver with innovative yet practical solutions to problems.
  • A big picture thinker and a change agent who is comfortable with organization movement and has the capacity to manage organizational change.
  • A hard working and productive manager who leads by example, empowers staff and values a culture of collaboration and accountability of employees. A collaborator and consensus builder, who can energize, motivate and mentor Probation employees around improving operational process and performance.
  • Experienced in interpreting legal codes and understanding State and Federal laws and regulations.
  • Knowledgeable in labor laws; Successful in managing personnel issues.
  • A fast learner that has the ability to learn the department and the County's operations and organizational structure.

NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.
 Examples Of Duties:
  • Assess quality assurance/improvement (QA/QI) needs and trends for probation services by reviewing current practices, and gathering, compiling and evaluating data related to employees, services, contracts, problems reported, and client feedback.
  • Assist in monitoring and compiling reports on compliance with federal and state standards and regulations and establish, maintain, and produce data universes for compliance audits; facilitate and support external audit activities and events.
  • Plan/execute risk assessments designed to identify potential revenue loss, program integrity liabilities, and non–compliance with laws and regulations.
  • Plan/execute programs designed to enhance staff knowledge of quality improvement; design/ implement/maintain a quality measurement and quality rating system.
  • Prepare quality assessment/improvement reports, surveys, and written responses for department administration, staff, regulatory agencies, and others.
  • Conduct regular and ongoing service utilization review and performance monitoring across all probation services including adult, juvenile, and institutions services.
  • Collaborate with department managers and staff leadership to develop and maintain annual performance goals, quality improvement plans, state and Federal quality measures, and a quality rating system.
  • Select, train, supervise, coordinate and evaluate the work of subordinate professional and administrative support staff.
  • Publish department newsletters and annual reports.
  • Assist with budget development and performance reporting.
  • Participate in the administration, monitoring and evaluation of departmental contracts.
  • Supervise payroll, building maintenance, office management, personnel, accounting, property control, purchasing, research and statistics, word processing and other clerical services of assigned department.
  • Initiate and maintain effective utilization of office space, equipment, furniture, forms, office supplies, etc.
  • Perform related duties as assigned.

 Qualifications:

Knowledge of:

  • Advanced principles and practices of organizational and systems analysis, research methods and human resource planning.
  • Basic principles and practices of the assigned County department operations and its administration and organization.
  • Advanced principles of financial administration, including public budgeting and reporting.
  • Computer systems and applications as used within the County.
  • Principles of personnel training, supervision and evaluation.

Skill/Ability to:
  • Supervise and coordinate a wide variety of administrative and operational activities related to assigned department.
  • Coordinate section activities with other departments, programs and/or outside agencies.
  • Direct and participate in the analysis of a wide variety of moderate to complex administrative/operational problems and make effective operational and/or procedural recommendations.
  • Interpret departmental policies, guidelines and procedures; develop recommendations for improvements, as necessary.
  • Supervise, evaluate and train assigned personnel.
  • Communicate effectively both orally and in writing.
  • Perform complex mathematical and statistical calculations accurately.
  • Establish and maintain effective work relationships with those contacted in the performance of required duties.


Education and Experience:
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

Three years of increasingly responsible experience performing a wide variety of
administrative duties in a large, complex public agency.


 Application/Examination:

Anyone may apply. Current San Mateo County and San Mateo County Superior Court employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, SEIU or AFSCME represented extra-help/term position prior to the final filing date will receive five points added to their final passing score on this examination.

Responses to supplemental questions are required and must be submitted in addition to the standard San Mateo County employment application. A resume or reference to a resume will not be accepted as a substitute for your responses to these questions. 

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California and applicants must participate at their own expense. 

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply Online" button above or below. If you are not on the County's website, please go to http://jobs.smcgov.org/ to apply. Online applications must be received by the Human Resources Department before midnight on the final filing date.

TENTATIVE RECRUITMENT SCHEDULE:
Final Filing Date: 
September 26, 2017
Applicant Screening (Tentative):  Week of October 2, 2017
Panel Interviews (Tentative): Week of October 23, 2017

The County of San Mateo does not require job applicants to disclose conviction history information until after the applicant successfully completes all examination phases for the recruitment. All passing applicants will receive instructions by email only from Human Resources staff to complete and submit a conviction history questionnaire online within a specified deadline of two business days.  Failure to do so within the timeframe will disqualify you from the rest of the process.  Please visit this link at http://hr.smcgov.org/conviction-information-applicants-faqs to find out more information about the conviction history questionnaire so that you can prepare accordingly.

Note: Positions in criminal justice agencies currently required by law to pass background checks are exempted from this bill, and applicants may be required to submit conviction information at the time of application.


County of San Mateo is an Equal Opportunity Employer
 

HR Contact:  Mandy Singh (09122017) (Administrative Services Manager - D045)
 

 
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