Administrative Services Officer I/II - Facilities Division

Description

Applicants interested in this position can find additional information on the job responsibilities and duties for the Facilities Division here.

DEFINITION

Administrative Services Officers perform a wide variety of professional level administrative support duties involving budgets, policies, procedures, organization, planning, contracts, facilities, systems, equipment, supplies, personnel and special projects; perform related duties as assigned. The incumbent may be assigned to any administrative and/or operational area of the Sacramento Superior Court.

DISTINGUISHING CHARACTERISTICS

The Administrative Services Officer performs the full range and a wide variety of administrative support services. Specific duties of individual positions vary considerably, and analytical, budgetary, and fiscal duties may be a major or minor part of individual jobs depending on location and assignment. Incumbents generally are not responsible for line functions and do not perform line duties of the specific division or program to which they are assigned, but most positions require that the incumbent become knowledgeable in those areas to provide administrative support. Duties are performed in the Court’s administrative and/or operational divisions.

DEFINITION OF LEVELS

Administrative Services Officer is one class with two salary levels. The level at which appointments are made and when advancements occur are at the discretion of the appointing authority.

Administrative Services Officer (Level I) is the journey level in the Administrative Services Officer series. These are generalist level positions. Incumbents in these positions perform a wide variety of assignments, subject to close or general supervision, depending on assignment, and may receive work direction from an Administrative Services Officer (Level II).

The Administrative Services Officer (Level I) may provide work direction to one or more technical or clerical staff, or may provide work direction to subordinate administrative personnel, or may work independently. Emphasis of duties is on one or more administrative activities including assisting in preparation and monitoring of the division budget and other fiscal matters; policies and procedures; facilities management; systems; collections; grants development; equipment and supplies; personnel; and special projects. The range of activities is limited and duties are performed as part of an administrative team.

Administrative Services Officer (Level II) is the advanced journey level or specialist class in the Administrative Services Officer series. Incumbents report to a Director or designee. Incumbents in these positions perform a wide variety of assignments, representing the division independently within specific assignments, subject to general supervision, depending on assignment. Typical assignment is either as a team leader or specialist.

The Administrative Services Officer (Level II) may provide work direction to one or more technical or clerical staff, or may provide work direction to subordinate administrative personnel, or may work independently. Emphasis of duties is on several major administrative activities including assisting in preparation and monitoring of the division budget and other fiscal matters; policies and procedures; facilities management; systems; collections; grants development; equipment and supplies; personnel; and special projects.

Examples of Duties

Duties may include, but are not limited to the following:

• Plans, organizes and conducts administrative studies, including improvement projects of court-wide significance or specific to a court division; conducts, directs or participates in studies of new and existing programs and special projects to determine feasibility, resolves problems, including organizational, technical and fiscal research and analysis; consults with division staff and staff of other divisions and agencies; develops recommendations; and implements and monitors changes.
• Assists in the management of the division by evaluating existing and proposed organizational policies and procedures.
• Reviews, analyzes, and recommends management organizational policies and procedures for division operations; participates in the development of new or revised programs, systems, procedures, and methods of operations; consults with and advises division personnel; makes recommendations; reviews and evaluates the implementation of changes.
• Identifies court programs that can be enhanced by grant funding, and prepares grant proposals.
• Reviews existing and proposed local, State and Federal legislation for impact on the Court’s activities; prepares analyses and monitors the effectiveness and results of new initiatives; consults with division personnel; develops recommendations; and prepares proposed changes.
• Prepares, directs and participates in the preparation of the Court’s annual budget, including analysis and estimates of expenditures; analysis and projections of revenue; review of intra-division requests and sub-budgets; recommendations on allocations of funds and personnel; review and consultation with division management staff; final budget preparation; and presentations to the Court Executive staff.
• Analyzes and evaluates requests from division personnel for changes in budget allocations throughout the fiscal year in such areas as staffing levels, facilities, systems, and equipment; coordinates and consults with other division personnel and other divisions; makes recommendations; and obtains final approval for changes.
• Consults, researches, negotiates and monitors contracts and agreements with outside suppliers, service providers, leasing agents and others.
• Represents the Court in management, fiscal, program and personnel matters to the various management staff, other agencies and offices.
• Trains and arranges for training of division personnel in such subjects as coordinated computer systems, supervisory and management methods, and new office procedures.
• Provides work direction to clerical and technical staff, directly or through supervisors or lead workers.
• Responds to requests from the public and other governmental and private entities for organizational, technical, operational and administrative information about the division.
• Represents the division on committees and task forces for the development, scheduling, implementation and monitoring of programs and projects that impact several or all Court divisions, or that require coordination between the Court and other public and private entities.
• Prepares narrative, graphical and statistical reports with alternative solutions for resolving issues; prepares correspondence and other written materials.
• Coordinates, monitors and directs the acquisition, allocation and use of equipment, supplies, telecommunication systems, office and facility space, records storage and retrieval systems, and forms; conducts research and develops procedures to improve efficiency and cost-effectiveness; and monitors expenditures.
• Coordinates compliance with Court safety procedures between division staff and safety personnel.

Minimum Qualifications

Administrative Services Officer (Level I):

EITHER I

Experience: One (1) year of experience in a supervisory level class whose duties included personnel selection, counseling and discipline, budgeting and policy/procedure development, enforcement and interpretation.

OR II

Experience: One (1) year of professional administrative experience in one or more operational and/or administrative areas such as fiscal, budgets, accounting, cost analysis, auditing, contracts/purchasing, facilities and/or human resources.

OR III

Experience: Two (2) years of progressively responsible experience, performing lead, budgetary, administrative, or personnel work or providing direct clerical or administrative support for judicial officers on a regular and consistent basis, which would have developed the knowledge and abilities required for this position.

OR IV

Education: A Bachelor’s Degree or higher from an accredited college or university in public administration, business or a closely related field.

Administrative Services Officer (Level II)

EITHER I

Experience: Two (2) years of experience in the class of Administrative Services Officer (Level I) in the Sacramento Superior Court or comparable class in government service.

OR II

Education: Bachelor’s degree from an accredited college or university in public administration, business or a closely related field.

• And-

Experience: Three (3) years of professional administrative experience in one or more operational and/or administrative areas such as fiscal, budgets, accounting, cost analysis, auditing, contracts/purchasing, facilities and/or human resources.

Substitution: Two (2) years of additional professional administrative experience in one or more operational and/or administrative areas such as fiscal, budgets, accounting, cost analysis, auditing, contracts/purchasing, facilities and/or human resources may be substituted for the Bachelor’s degree.

OR III

Education: Bachelor’s degree from an accredited college or university in public administration, business or a closely related field.

• And-

Experience: Four (4) years of progressively responsible experience in a trial court or governmental agency performing work equivalent to a courtroom clerk, judicial assistant, deputy clerk IV or supervisor which would have developed the knowledge and abilities required for this position.

Substitution: Two (2) years of additional progressively responsible experience in a trial court or governmental agency performing work equivalent to a courtroom clerk, judicial assistant, deputy clerk IV or supervisor which would have developed the knowledge and abilities required for this position may be substituted for the Bachelor’s degree.

Knowledge Of

Public administration, organization and management; budget preparation and control; accounting; statistical methods; personnel; supervision; procedures and processes of Court budget preparation and maintenance; organizational and functional structure of the Court; local, State, and Federal laws, regulations and procedures affecting the Court; methods and techniques involved in conducting analytical studies of administrative and management practices, methods and procedures; legislative processes of the Court, County, State and Federal government; practical application of computers and peripheral equipment; inventory control and space management; contract negotiation, preparation and monitoring; basic word processing techniques; English grammar, punctuation, spelling and usage.

Ability To

Perform budget analysis, preparation and monitoring; research, analyze and make recommendations on administrative, management and procedural practices; write logical, comprehensive, concise reports and correspondence; prepare effective presentations of conclusions and recommendations orally and in writing; establish and maintain effective and cooperative working relationships; acquire subject matter expertise in the functions and activities of the division or other assigned work unit, including applicable laws, rules, regulations, procedures and technical operations; use computer related peripheral equipment; prioritize work efficiently; work independently; prepare and analyze financial and statistical data; provide work direction to clerical and technical personnel and subordinate administrative staff; develop and train others in following procedures and instructions for administrative activities; effectively represent the division to other divisions, agencies and the public.

In addition to the above the Administrative Services Officer (Level II) must have the ability to perform duties independently under general, minimal supervision within specific assignments.

Other Information

Typical Physical Requirements

Sit for extended periods; frequently stand and walk; normal manual dexterity and eye-hand coordination; lift and move objects weighing up to 25 lbs.; corrected hearing and vision to normal range; verbal communication; use of office equipment, including computer, telephone, calculator, copier and fax.

TYPICIAL WORKING CONDITIONS

Work is performed in an office environment; continuous contact with other staff and the public.

Other Requirements

Must be able to pass a criminal history information background check.

To view the Sacramento Superior Court's Benefits Summary Sheet please click here.

The following is an explanation of the benefits, which apply to those employed in regular or limited-term positions:

Vacation: Vacation with pay varies depending upon the employee representation unit. New employees typically earn 10 days per year and accrual rates normally increase according to years of service.

Holidays: The Superior Court of California, County of Sacramento recognizes 14 holidays and 5 floating holidays per year.

Sick Leave: Employees accrue 5.0 hours per bi-weekly pay period.

Parental Leave: Employees with at least 1 year of service are eligible for paid parental leave upon the birth or adoption of a child.

Retirement: Employees are covered by the Sacramento County Employee's Retirement System (SCERS) and Social Security.

Group Health Insurance: The Court offers several choices of employee and dependent health insurance coverage, with a significant portion paid by the employer.

Dental and Vision Services Plan: Employee and dependent dental and vision insurance plans are provided at no cost.

Life Insurance: Basic employee life insurance is provided at no cost to the employee with additional optional life insurance available at the employee's cost.

Medical and Childcare Flexible Spending Accounts: The ability to deduct a portion of your salary before taxes to apply toward medical expenses and/or child care expenses.

Deferred Compensation: The Court offers a Deferred Compensation Program.

Sacramento Credit Union: The credit union offers loan facilities and systematic savings plans through payroll deduction.

Tuition Reimbursement: The Court reimburses up to $3,000.00 dollars of an employee's educational expenses as outlined in its Tuition Reimbursement policy.

Long Term Disability: A Long Term Disability (LTD) plan is provided at no cost to employees.

Transit Subsidy: The Court provides a transit subsidy to eligible employees based on current policy.

01

With your understanding of the duties and responsibilities, describe in detail your training and work experience that qualify you for the position of Administrative Services Officer I in the Facilities Unit.

02

This is a multifaceted position and is responsible for diverse tasks. Describe in detail your experience and the methods/tools you have used to keep yourself organized and prioritize workload.

03

This position deals directly with Court staff by responding to requests and providing direction. Describe your experience in your current position or in previous positions with providing work direction to staff directly or through a supervisor or lead worker.

04

Describe your experience in resolving problems with outside vendors or other agencies. Please include the process you followed to reach a resolution and any difficulties you encountered.

• Required Question