Administrative Services Officer at County of Riverside in Riverside, California

Job Description:

ABOUT THE POSITION

The Facilities Management Department is seeking to fill an Administrative Services Officer for the Project Management Office located in Riverside.

The Administrative Services Officer plans, organizes and coordinates a wide variety of centralized administrative support staff duties; makes recommendations for the development, implementation and improvement of departmental operations, services and programs budgetary expenditures; performs other related duties as required.

The Administrative Services Officer is the principal level administrative support classification and reports to an appropriate manager or director level position. This class is allocated to departments in which administrative activities require a full-time, stand-alone administrative division in order to complete its mission. The Administrative Services Officer is characterized by the responsibility to plan, organize and coordinate administrative support activities to complement centralized administrative services for an entire county department. Depending on location and assignment, incumbents supervise staff performing a variety of administrative support duties such as fiscal operations, budget preparation and control, purchasing, policies and procedural development, organizational analysis and planning, contract administration and monitoring, facilities and personnel management, and special projects. Incumbents generally are not responsible for line functions and do not perform line duties of the specific department. However, most positions require that the incumbent become knowledgeable in those areas in order to provide administrative support.

The Administrative Services Officer is distinguished from the Administrative Services Manager I by the latter's responsibility for multi-million-dollar budgets, assignment to departments having more than 400 employees and designation as a policy creating member of the department's Senior Management team, which formulates administrative policies and procedures.

This class has been deemed eligible for the Performance Recognition Plan as set forth under Article 3, Section 311 of the County Management Resolution. Program eligibility requires employees to be in a leadership position, manage other employees or programs, and have significant influence on the achievement of organizational objectives.

The Facilities Management Department is not currently offering Telecommuting or hybrid work schedule options at this time, all positions are reporting in office full time.

Meet the Team!
Riverside County Department of Facilities Management provides property management and operations services for county owned and leased facilities throughout the 7,200 square miles of Riverside County and over 14 million square feet of space. The department is responsible for keeping county buildings safe and productive for both county staff and the public.

EXAMPLES OF ESSENTIAL DUTIES

• Resolve varied administrative problems and direct work in accounting, budget preparation and control, lease negotiation, collections, supply, personnel, payroll, office services, and general business activities of the department.

• Prepare and assemble budget documents for administrative review; review expenditures for compliance with approved budget plan.

• Interview and recommend on employment of job applicants.

• Plan, organize and manage office service units, such as the general and fiscal clerical, duplication service, communications service, supply room, central files, information units, and the coordination of building maintenance services.

• Develop and approve programs for the effective utilization of office space, forms, supplies equipment, and other property.

• Make cost and procedures studies of services and maintenance operations and make changes to promote more efficient production; develop production standards.

• Revise procedures and manuals and direct the instruction in their use.

• Supervise the keeping of property records and requests for purchase of major items of new property or repair of existing property.

• Confer with representatives of other agencies in County departments on administrative, fiscal, and budgetary reports.

MINIMUM QUALIFICATIONS

Education: Graduation from an accredited college or university with a bachelor's degree, preferably with a major in accounting, business or public administration, finance, or a closely related field to the assignment. (Additional qualifying experience may substitute for the required education on the basis of one year of full-time experience equaling 30 semester or 45 quarter units of the required education.)

Experience: Three years in an administrative or staff capacity, which included at least one year of supervisory experience in at least two of the following areas: gathering and compiling facts and statistics to evaluate program effectiveness and recommend program revisions; preparing and maintaining a budget or maintaining and controlling the fiscal recordkeeping functions and systems in a department, division, unit, or company. (Completion of graduate level courses from an accredited college or university in accounting, public or business administration, or finance may substitute for up to two years of the non-supervisory experience on the basis of 12 semester or 24 quarter units equaling six months of the required experience.

Knowledge of: The principles and practices of public or business administration, organizational analysis, and fiscal management including but not limited to Accounts Payable, Accounts Receivable and payroll; budget preparation and control; principles and practices of supervision.

Ability to: Analyze administrative problems, reach practical and logical conclusions, and put effective solutions into practice; develop cooperative working relationships; plan, organize and direct the work of others; prepare clear and concise reports.

SUPPLEMENTAL INFORMATION

If you have any questions regarding this posting, please contact Amanda Duarte at aduarte@rivco.org

If you are experiencing technical problems, you may contact the governmentjobs.com applicant support desk Monday through Friday, 6 am to 5 pm Pacific Time at support@governmentjobs.com or toll-free 1-855-524-5627.

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APPLICATION INFORMATION

Veteran's Preference
The County has a Veterans Preference Policy applicable to new hires. To qualify, upload a copy of your (or your spouse's) Member-4 Form DD-214 indicating dates of service, and a copy of your spouse's letter of disability (if applicable) with your application. For privacy reasons, it is recommended that you remove your social security information from the document(s). A Human Resources Representative will review the materials and determine if you qualify for veterans' preference.The Veterans Preference Policy, C-3 is available here: https://rivcocob.org/board-policies

Reasonable Accommodations
The County of Riverside is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter for the position noted above. For additional information and/or to obtain the appropriate form for requesting a reasonable accommodation, please visit the Disability Access Office web page located at: https://rc-hr.com/disability

Proof of Education
If using education to qualify or when requested by the recruiter, upload a copy of any license(s), official/unofficial transcript(s), degrees, and/or related employment documents to your NeoGov account at the time of application and before the closing date. Official or unofficial transcripts will be accepted.

If your education was completed outside of the United States, you will need to provide a copy of your Foreign Education Equivalency evaluation from a member of the National Association of Credential Evaluation Services ( NACES ) or Association of International Credential Evaluators, Inc. ( AICE ).

Equal Opportunity Employer
The County of Riverside is an Equal Opportunity Employer. It is the policy of the County of Riverside to provide equal employment opportunities for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.

Pre-Employment
All employment offers are contingent upon successful completion of pre-employment requirements including a criminal background investigation, which involves fingerprinting. (A felony or misdemeanor conviction may disqualify the applicant from County employment). A pre-employment physical examination and background check may be required.

Probationary Period
As an Approved Local Merit System, all County of Riverside employees, except those serving "At Will," are subject to the probationary period provisions as specified in the applicable Memorandum of Understanding, County Resolution, or Salary Ordinance. Temporary and Per Diem employees serve at the pleasure of the agency/department head.

General Information
Current County of Riverside and/or current employees of the hiring department may receive priority consideration. Qualified candidates may be considered for future County vacancies.

Job postings may close without notice based on application volume. Submit your complete application by the recruitment close date; no late applications are accepted. Ensure all relevant experience/education is reflected on your application/resume, as a failure to demonstrate position requirements may disqualify applicants. A description of job duties directly copied from the job classification or job posting will not be considered.

Please read and follow any special application instructions on this posting. Click the 'Apply' link located on this page to submit your application. For additional instructions on the application process, examinations, Veteran's preference, pre-employment accommodation or other employment questions, please refer to our web site, www.rc-hr.com .

If you are experiencing technical problems, you may contact the governmentjobs.com applicant support desk Monday through Friday, 6 am to 5 pm Pacific Time at support@governmentjobs.com or toll-free 1-855-524-5627.

MEDICAL/DENTAL INSURANCE: A Flexible Benefit Credit is provided on a monthly basis as governed by the Management Resolution or applicable bargaining unit. Vision coverage is provided through Vision Service Plan (VSP) at no cost to employee or eligible dependents.

Note: Employees on assignment through the Temporary Assignment Program (TAP) receive different benefits. See the list here .
MISCELLANEOUS RETIREMENT: County of Riverside has three retirement Tiers through the California Public Employees' Retirement System (CalPERS).

• 
  Tier I (Classic Member - Formula 3% @ 60): Applicable to current and former County of Riverside local miscellaneous employees hired prior to 08/24/2012 and did not withdraw CalPERS contributions. The employee contribution is eight (8%) percent.


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  Tier II (Classic Member - Formula 2% @ 60): Applicable to local miscellaneous employees 1) hired after 08/23/2012 through 12/31/2012; 2) Previously employed with another CalPERS contracting public agency or a reciprocal retirement system, with a break in service of less than six months between the separation date with the previous employer and the appointment date with the County of Riverside. The employee contribution is seven (7%) percent.


• 
  Tier III (PEPRA New Member - Formula 2% @ 62): Applicable to CalPERS local miscellaneous new members hired on or after the implementation of the Public Employees' Pension Reform Act of 2013 (PEPRA) which took effect January 1, 2013. Effective July 1, 2023 employee contributions are 7.25% and will increase to 7.75% effective July 1, 2024.
  

A new member is defined as any of the following:

A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who has no prior membership in any California Public Retirement System.

A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who was a member with another California Public Retirement System prior to that date, but who is not subject to reciprocity upon joining CalPERS.

A member who first established CalPERS membership prior to January 1, 2013, and who is rehired by a different CalPERS agency after a break in service of greater than six (6) months.

CalPERS refers to all members that do not fit within the definition of a new member as "classic members".

Contribution rates are subject to change based on the County of Riverside annual actuarial valuation.

Note:

This summary is for general information purposes only. Additional questions regarding retirement formulas can be sent to retirement@rivco.org or by calling the Benefits Information Line at (951) 955-4981,
Option 2.

If you have prior service credit with another CalPERS agency or within agencies, please contact CalPERS at (888) 225-7377 to determine which retirement tier would be applicable to you. CalPERS is governed by the Public Employees' Retirement Law. The Retirement Law is complex and subject to change. If there's any conflict between this summary and the law, the law will prevail over this summary.
DEFERRED COMPENSATION: Voluntary employee contribution with a choice between two 457 deferred compensation plan options.

401(a) MONEY PURCHASE PLAN: County contribution of $50 per pay period towards choice between two 401(a) plan providers.

ANNUAL LEAVE (Bi-Weekly Accrual):
0 < 36 months = 8.92 Hours
36 to <108>108 or more months = 12.00 Hours

Maximum Annual Leave accumulation is 1,800 hours. Employee may receive pay in lieu of up to 80 hours per calendar year. Agency/Department Head may approve an additional 80 hours.

HOLIDAYS: Normally 12 paid holidays per year.

BEREAVEMENT LEAVE: 5 days (3 days are County paid; 2 days can be taken through use of accrued leave balances).

BASIC LIFE INSURANCE: $50,000 of term life coverage. Premiums are paid by the County. Additional Supplemental Life plan is available for employee purchase.

LONG-TERM DISABILITY (LTD): Benefit pays 66.67% of earnings to a maximum of $10,000 per month; 30-day waiting period; pays to age 65. Benefit can be coordinated with other available leave balances to provide up to 100% of pay.

POST RETIREMENT MEDICAL CONTRIBUTION: A monthly contribution is made by the County towards retiree health insurance offered through the County as governed by the Management Resolution or applicable bargaining unit.

OTHER: There may be other benefit provisions as specified in the applicable Memorandum of Understanding, Management Resolution, or Salary Ordinance. Please contact the recruiter listed on the job posting directly for more information.

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