THE POSITIONWith supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.The Support Services Manager is responsible for all administrative services in the Community Response Department with an emphasis on budgets, fiscal analysis and management. This position will be responsible for coordination of the departmentwide budget and reviewing division submissions. Additionally, this position will lead financial analysis efforts and provide critical insights and guidance over the department operating budget and the budget for multiple year operating programs.
Under limited direction, a Support Services Manager organizes and coordinates regulatory processes for a departmental operation; directs a broad range of centralized administrative services; oversees staff assigned to support appointed Boards and Commissions; and supervises subordinate staff assigned to the section.
DISTINGUISHING CHARACTERISTICSThis management level classification may be populated with multiple incumbents who exercise a broad range of authority over centralized administrative services including human resources/personnel functions, fiscal analyses, or resource development and management critical to the department's mission. This class requires work beyond typical administrative work involving budget, purchasing, or personnel support. Incumbents must demonstrate knowledge of regulatory service requirements, and lead in delivery of such service. Support Services Manager is distinguished from the next lower class of Administrative Officer in that the Support Services Manager is responsible for all administrative services for a department.
SUPERVISION RECEIVED AND EXERCISEDLimited direction is provided by a department head, or division manager on specific assignments. Responsibilities include direct supervision over professional, technical, and clerical staff. Supervision on a regular basis of three or more assigned staff positions is required to hold this classification.
ESSENTIAL DUTIES AND RESPONSIBILITIES- Serves as principal staff contact in support of an appointed Board or Commission; oversees agenda preparation, hearing schedules, notices, and disseminates final decisions.
- Drafts procedures and methodologies within compliance requirements; interprets and applies existing policies to actual situations; coordinates development of work plans, meets with staff to identify and resolve problems, assigns work activities, and evaluates work products; develops and maintains informational and statistical reports regarding departmental performance, goal attainment, and service levels.
- Manages administrative functions including budget preparation, financial analysis and management, contract administration, personnel administration, and space utilization.
- Confers with department heads, division chiefs, members of professional staff and other officials on programs and regulations, administrative procedures, Board or Commission rules or practices, and departmental policies; maintains effective working relationships with internal and external customers including other City departments, appointed officials, administrative law judges, and outside agencies involved in the department's activities; conducts customer service audits and delivers customer service training.
- Represents the department in a variety of meetings involving administrative services or regulatory requirements.
- Works with vendors and suppliers to identify and order major equipment and furniture; researches and recommends software and equipment upgrades, telephone system improvements.
- Provides exceptional customer service to those contacted in the course of work.
- Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.
QUALIFICATIONSKnowledge of: - Functions and missions of publicly appointed Boards or Commissions.
- Principles and practices of public administration, governmental budgeting, personnel administration, and procurement methods.
- Methods and practices of modern office management.
- Advanced principles and methods of analysis including statistical analysis.
- Research techniques, methods, and procedures.
- Applicable Federal, State, and local laws and regulations.
- Principles and practices of supervision.
Skill in: - Collecting and analyzing large volumes of data; reaching a conclusion supported by research.
- Preparing technical or analytical reports.
- Building a consensus among parties with competing or conflicting interests.
- Use of computers, computer applications, and software.
- Managing multiple tasks and deadlines.
- Supervising and motivating employees and generating department-wide cooperation in support of strategic goals and plans.
Ability to: - Interpret and apply regulatory practices, rules, and policies to actual situations.
- Present ideas effectively, orally and in writing.
- Establish and maintain effective working relationships with regulators, elected officials, government agencies, and the business community.
- Meet deadlines in a highly political environment.
- Effectively plan, develop, and implement a comprehensive staff services unit.
- Manage highly complex subject matter.
- Analyze complex fiscal and administrative problems and make sound policy and procedural recommendations.
- Exercise administrative supervision and direction over professional, technical, and clerical staff.
EXPERIENCE AND EDUCATIONExperience:
Six years of professional level project management experience or highly responsible, professional level administrative and analytical experience, two years of which must have been in a supervisory capacity.
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Education:
Graduation from an accredited four-year college or university with major coursework in business or public administration or a closely related field.
Substitution:
A post-graduate degree may substitute for one year of the required professional level project management or administrative/analytical experience.
PROOF OF EDUCATION Proof of education such as, but not limited to, university/college transcripts anddegrees 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 QUALIFICATIONSSpecial Selection Criteria:
Some positions in this classification may require additional knowledge and experience in the following:
• 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 PROCEDUREPlease 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 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:
- 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 https://www.cityofsacramento.gov/HR/employment ;
- Send an email to employment@cityofsacramento.org ; 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.
Additional Information
Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf
Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html
Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf
Closing Date/Time: 9/12/2024 11:59 PM Pacific
