Administrative Services Specialist

Administrative Support Coordinator

Under direction, to plan, organize, supervise, and participate in the administrative support functions of a County Department; to assist Department management staff with preparing and monitoring the Department budget; to perform complex administrative support functions for the County Department; to prepare administrative and budget reports; and to do related work as required.

This is a specialized administrative and supervisory classification for coordinating and supervising the administrative support functions of a County Department. The incumbent in this class is responsible for the day-to-day supervision of assigned administrative support staff and performing a broad scope of complex administrative and fiscal work for a County Department.

Reports To: Various County Department Directors

Classifications Supervised: Accounting and Administrative Support positions.

Typical Physical Requirements: Sit for extended periods; frequently stand and walk; stool, kneel and crouch to pick up or move objects; normal manual dexterity and eye-hand coordination; physical ability to lift, push, carry, and move objects weighing up to 25 lbs.; corrected hearing and vision to normal range; verbal communication; use of office equipment, including telephone, calculator, copiers, and FAX.

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

Example of Duties: Plans, assigns, supervises, and evaluates the work of assigned support staff; schedules and reviews work assignments; provides training and consultation on work procedures and problems; analyzes the Department administrative functions and operations, developing recommendations on staffing requirements and work responsibilities; assists Department management with preparation, review, and monitoring of the Department budget; develops information and prepares special Department reports; prepares Department payroll documents; has responsibility for planning and performing a variety of administrative programs/projects as assigned; plans, organizes, and participates in the Department computerized information systems; provides a variety of fiscal and administrative support for Department programs through the review of financial documents, payroll records, claims, and statistical data; supervises and monitors the preparation of invoices, travel authorizations, warrants, receipts, and other items; monitors on-going fiscal expenditures, revenues, fund transfers, and purchase orders; prepares budget transfer requests; prepares Department agenda items for submission to the County Board of Supervisors by the Department Director; prepares and reviews program fiscal reports for submission to requisite State agencies; serves as a liaison between the Department and other County departments and units; oversees, supervises and coordinates the development and maintenance of the Department's computer systems and related issues; may provide specialized and confidential secretarial support for the Department Director.

Minimum Qualifications: Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: Four years of increasingly responsible experience in performing a variety administrative support work, including substantial experience in fiscal monitoring and reporting. Special Requirements: Possession of, or ability to obtain a valid class C California Drivers License May be required to pass a fingerprint/background investigation.

Knowledge Of/Ability To: Knowledge of: Functions, programs, and policies of the County Department where assigned. Computers and software used in Department information systems. Principles of supervision, training, and staff development. Program development, monitoring, and evaluation. Principles of budget development and administration. Statistical and financial record keeping methods, procedures, and techniques. Ability to: Plan, organize, schedule, and coordinate the administrative support functions of the Department where assigned. Provide supervision, training, and work evaluation for assigned staff. Gather, organize, analyze, and present a variety of narrative and statistical data and information. Assist with the development and administration of the Department budget. Prepare administrative reports and correspondence. Analyze situations accurately and determine effective courses of action. Prioritize work load to meet established time lines and special requests. Coordinate Department use of computer equipment and software. Work within multiple time frames and deadlines. Maintain confidentiality of materials and use discretion in sensitive situations. Deal tactfully and courteously with the public, other County staff, and representatives of other government agencies, when explaining the functions, policies, and programs of the Department. Establish and maintain cooperative working relationships. Disaster Service Workers: All San Benito County employees are designated "Disaster Service Workers" through state and local laws (CA Government Code Sec. 3100-3109 and Emergency Services Chapter 6 via adoption of local Ordinance No. 361 § 1, 2-25-75). As Disaster Service Workers, all County employees are expected to remain at work, or to report for work as soon as practicable, following significant emergency or disaster.

San Benito County Benefits for Management Employees (This is meant to be an overview of benefits only. For full benefit terms and conditions, please see MOU) Employees in regular, full-time positions will be eligible to participate in the following employee benefits: Pay Day: Employees are paid bi-weekly. Insurance Deductions: The insurance and benefits deductions will take place bi-monthly, normally the first two pay periods of the month. Bank/Credit union and 457 Retirement Deferrals deductions will take place bi-weekly. Vacation: Based on continued years of service. Newly hired MEG employees may be eligible for higher vacation accrual rate for previous public sector experience (verification required). Maximum accruals may apply depending on the bargaining unit. Administrative Leave: Management employees receive 80 hours of administrative leave per calendar year. Forty (40) unused hours can be paid out at the end of the calendar year. Administrative leave is pro-rated. Holidays: 13.5 holidays (including 3 floating) for most employees. Safety officers and dispatchers receive approximately 5% holiday pay in addition to their base pay in lieu of paid holidays off. Sick Leave: 15 days per year. Maximum accruals apply. Medical Plan: Comprehensive CalPERS medical plans available for full-time employees. Employees appointed to a regular position at a time base of 50% or higher are eligible to participate. Increase County contributions to medical effective January 2024. a. Employee Only: $750.00, which would include the PEMHCA Minimum b. Employee Plus One: $1,250.00, which would include the PEMHCA Minimum c. Family: $1,515.00, which would include the PEMHCA Minimum The County's contribution above shall be prorated for positions that are less than.90 FTE rounding to the nearest one-quarter time. HRA: Employee Only Medical Plan: $1,500 maximum Employee Plus One Medical Plan: $3,000 maximum. Employee Plus Family Medical Plan: $4,000 maximum. Employees who are eligible to receive a "cash in lieu of' enrollment in the County's medical plan shall receive a taxable payment of $150 monthly (pro-rated into biweekly installments of $69.23). Dental Plan: County contributes $30 to Delta Dental plan for full-time employees and their families. Vision Plan: The County pays for employee coverage and the employee can pay for dependent coverage. This benefit is available to full-time employees only. Employee Assistance Program: The County provides confidential short-term counseling services to employees and dependents. Life Insurance/AD&D: County pays for a $20,000 BASIC life insurance policy for each employee. Voluntary life insurance plans available. Disability Insurance: Confidential and Management groups participate in the State Disability Insurance. Credit Union: Membership to the Santa Clara Federal Credit Union is available to San Benito County employees. Deferred Compensation: Employees may participate in tax-deferred retirement savings. Three 457 plans are available. Employees may rollover funds from prior 401k or 457 accounts. IRS limits apply. Retirement: Regular employees will be enrolled into the CalPERS retirement system in accordance with the Public Employees' Retirement Law. Employee contributions vary according to bargaining unit. All New Miscellaneous (non-Safety) employees enrolled into the CalPERS retirement system participate in the full formula of 2% at 62. Miscellaneous employees participate in Social Security in addition to CalPERS. Supplemental Insurance: Employees may participate in various AFLAC plans such as accident, disability, and cancer insurances. Flexible Spending Accounts: Health and Dependent Care available, pre-tax deductions.