ADMINISTRATIVE SERVICES MANAGER I / EMERGENCY APPOINTMENTS HOMELESSNESS

Job Description:

ADMINISTRATIVE SERVICES MANAGER I / EMERGENCY APPOINTMENTS HOMELESSNESS

Description

Position/Program Information

TYPE OF RECRUITMENT:
OPEN COMPETITIVE-EMERGENCY

FILING DATES:

September 19, 2024 at 9:00 A.M. (Pacific Time)

This opportunity will remain open until the needs of the service are met

EXAM NUMBER:

b1002B-EA
The LA County Board of Supervisors recently declared a local state of emergency for homelessness, and the County is working to revise and expand our response to help all who are affected. We are looking for qualified and passionate individuals to help us in the mission of addressing issues like housing, mental health, and substance use. If you are looking for a new career that will directly benefit the population of LA County, this may be the opportunity for you.

The Department of Mental Health is seeking qualified candidates to fill emergency Administrative Services Manager I vacancies related to the homelessness crisis.

Under the emergency order, applicants who meet the requirements may be hired for an initial period of up to 90 days, with an opportunity for permanent County employment.

Before the end of your initial work period, you will be assessed on your work performance. This assessment will be weighted 100%.

Those who successfully pass the assessment will be considered for permanent appointment to Administrative Services Manager I.

Essential Job Functions

DUTIES AND RESPONSIBILITIES:

All Positions

Conducts complex and sensitive research assignments requiring locating and gathering of data from multiple sources and interpretation of often conflicting and ambiguous data to reach sound conclusions; identifies research problems and challenges, determines analytical techniques appropriate to an assignment's purpose; develops statistical and information-gathering processes to ensure quality, integrity, validity, and relevance of data obtained for analysis and decision making purposes.

Compiles information by grouping and/or categorizing the information (e.g., in tables, spreadsheets, data files) in meaningful ways in order to facilitate meeting specific analytical requirements.

Uses qualitative and/or quantitative analytical methods in order to identify issues, summarize findings and draw fact-based conclusions often based upon large amounts of information.

Analyzes complex operational, financial, program and other issues and makes recommendations on appropriate courses of action; participates in the development of options and positions that meet objectives and best balance the interests of various stakeholders; develops and/or recommends the development of programs or policies to address problems or improve operations by applying the results of research and analysis of pertinent information in order to ensure the highest likelihood of success.

Prepares a variety of documents (e.g., reports, business correspondence, memoranda) often of a highly sensitive nature requiring the exercise of organizational acumen; uses appropriate software programs (e.g., word processing, desktop publishing, presentation) to create materials in a variety of formats and approaches in order to effectively communicate information to various audiences (e.g., departmental personnel, members of the public, governing boards).

Interacts with a variety of individuals (e.g., vendors, managers, representatives of external agencies/organizations) often on sensitive and confidential issues; participates in meetings to make presentations, provide advice and/or consultation services, resolve conflicts, mediate disputes, and negotiate agreements; coordinates activities with County central agency and departmental staff, contractors, consultants, outside agencies, etc., to ensure that programs are successfully implemented.

Monitors processes and programs by gathering and analyzing relevant information in order to ensure that processes are capable and stable, and programs are proceeding as planned; monitors emerging issues and concerns in order to develop timely, proactive responses.

Evaluates the effectiveness of various programs by comparing program outcomes to program goals in order to determine whether to continue, modify, or discontinue programs.

Performs various administrative duties (e.g., creating and maintaining files; formatting standard documents; receiving, processing, and routing documents) by appropriately applying Federal and State laws, County and local ordinances, and departmental policies and procedures in order to ensure all work done complies with established guidelines and requirements.

Lead Positions

Leads a team/unit of lower-level analysts by providing work guidance and direction to subordinates, and participates in the work of team/unit members; participates in scheduling, assigning and monitoring work of other employees for completeness, accuracy and conformance with departmental standards; provides information, instruction and training on work processes; provides input to supervisor on employee work performance and behaviors; estimates personnel, equipment and material requirements for assigned jobs.

Supervisory Positions

Plans, organizes, assigns, and evaluates the work of a unit of lower-level analysts; with staff, develops, implements and monitors work plans to achieve assigned unit objectives; provides input and monitors performance; participates in developing, implementing and evaluating plans, processes and procedures to achieve established goals and objectives in accordance with department standards.

Interviews, participates in selecting new unit staff; establishes performance requirements and personal development targets; regularly monitors performance and provides training, coaching and mentoring for performance improvement; recommends performance recognition when warranted; subject to management concurrence, takes disciplinary action in accordance with County policies.
EXAMPLE OF DUTIES:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

Human Resources:
Prepares and presents cases for Civil Service or Employee Relations hearings by interviewing witnesses, assembling evidence, analyzing information, developing a strategy of presentation, preparing written and oral arguments, briefs, and motions and examining and cross-examining witnesses.

Analyzes and resolves problems concerning personnel needs and formulates various procedures as needed to assure the practical and efficient operation of the personnel office.
Initiates and develops recruitment programs, including advertising, contact with public and private agencies and organizations, and liaison with other county departments.

Provides advice and instruction to departmental managers in matters relating to departmental policies and procedures, disciplinary action, writing proper performance evaluations, techniques for correcting specific behavior or performance problems, and the application of Civil Service Rules.

Plans, directs and reviews the work of a small personnel unit responsible for such functions as the conduct of departmental examinations, classification studies or other personnel operations.

Contracts:
Conducts complex contracting feasibility and cost analysis studies of various departmental operations; prepares reports detailing findings and makes recommendations.

Performs or administers contract solicitations, develops specifications and/or scope of work, develops and prepares solicitation packages, participates in the proposal/bid evaluation process, and prepares documentation to support contract recommendations for a variety of contracted services.

Negotiates, or participates in the negotiation of highly complex, legal and operational terms, requirements, and conditions for contract awards and modifications; prepares related documents including contracts, amendments and letter agreements.

Conducts complex legal research in applicable laws and regulations, reviews pending legislation, analyzes impact to department contracting efforts, and confers with County attorneys to formulate recommendations.

Prepares letters and memos to the Board of Supervisors recommending contract awards.
Advises line operations in identifying contractual and funding problems, and in resolving differences with contractors.

Formulates and recommends procedures and policies for contract development, and designs forms and other tools to aid in contract development.

Conducts review of contractor compliance with such requirements as licensures, insurance, Living Wage Ordinance and Jury Duty Ordinance.

Budget/Finance and other closely related administrative functional areas:

Supervises a small administrative staff responsible for assisting in the preparation of the departmental budget.

REQUIRED COMPETENCIES AND QUALIFICATION STANDARDS:

GENERAL COMPETENCIES:

Knowledge:

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.

Clerical - Knowledge of administrative and clerical procedures and systems such as managing files and records, designing standard forms, and other general office procedures and terminology.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Skills:

Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Mathematical Reasoning - The ability to choose the right mathematical methods or formulas to solve a problem.

Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Coordination - Includes planning, scheduling, organizing, prioritizing, and monitoring work activities by utilizing resources (both human and material) to their fullest and aligning work plans with departmental goals.

Time Management - Managing one's own time and the time of others.

Instructing - Teaching others how to do something.

Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Quality Control Analysis - Conducting tests and inspections of products, services, or processes to evaluate quality or performance.

Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

Abilities:

Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.

Oral Expression - The ability to communicate information and ideas in speaking so others will understand.

Written Expression - The ability to communicate information and ideas in writing so others will understand.

Reasoning - The ability to apply the rules of logic when synthesizing a variety of information to identify a problem or reach a workable decision, resolution, or recommendation.

Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

SPECIALTY COMPETENCIES:

In addition to the general knowledge requirements listed above, individuals must also possess additional knowledge specific to their specialty area:

Contracts:

County Contracting Authority and Terms and Conditions - Includes knowledge of how to identify and select sources of authority for the County of Los Angeles (e.g., the Board of Supervisors, The County's Purchasing Agent, department heads), knowledge of Proposition A, knowledge regarding legally required contract provisions, knowledge of legally required and Board of Supervisors mandated contract provisions, etc.

Contracting Strategy and Planning - Includes knowledge of the key components of the strategy and planning process, knowledge of the concept of risk as it pertains to contracts, knowledge of how to define the scope of a project and identify requirements to ensure successful contract development, etc.

Creating a Solicitation - Includes knowledge of how to structure solicitations (e.g., the six stages of solicitation, themes of the solicitation process, considerations in the approach to solicitation), knowledge about when and how to prepare materials (e.g., RFSQs, RFPs, SOQs), knowledge regarding the evaluation process (e.g., how to select evaluation committee members, the creation of business requirements, evaluation requirements), knowledge of how to appropriately structure the solicitation response (e.g., facilitating the evaluation, separating cost from function/service, avoiding interpretation of response material), etc.

Managing the Solicitation Process - Includes knowledge of the Contract Analyst's role, knowledge of the role of the project team, knowledge of techniques to exercise control of a project, etc.

The Proposal Evaluation Process - Includes knowledge of the Informed Averaging Evaluation Methodology, knowledge of appropriate evaluation process documentation, knowledge regarding Countywide Protest Policy, etc.
Contract Negotiation and Approval Process - Includes knowledge of the preparation process for contract negotiations, knowledge of contract negotiation principles and processes, knowledge of internal and external review/approval processes, etc.

WORK STYLES:
Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations.

Adaptability/Flexibility - Job requires being open to change (positive or negative) and to considerable variety in the work place.

Cooperation - Job requires being pleasant with others on the job and displaying good-natured, cooperative attitude.

Stress Tolerance - Job requires accepting criticism and dealing calmly and effectively with high stress situations.

Integrity - Job requires being honest and ethical.

Concern for others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

Assertiveness - Job requires a willingness to lead, take charge, and offer opinions and direction.

Persistence - Job requires persistence in the face of obstacles.

Initiative - Job requires a willingness to take on responsibilities and challenges.

Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.

Requirements

MINIMUM REQUIREMENTS:

TRAINING AND EXPERIENCE:
Option 1

A Bachelor's degree from an accredited college or university -AND- *Three years of experience performing analytical assignments, two years of which must have been at the associate analyst level**, primarily researching, analyzing and synthesizing data, as well as making recommendations for resolving administrative or operational problems within one or more of the following administrative fields: human resources, budget, finance, contracts or other closely-related administrative field.

*A Master's degree or higher in Business Administration, Public Administration, Law or closely related field may be substituted for one year of the required experience.

Option 2

Five years of experience performing analytical assignments, two years of which must have been at the associate analyst level**, primarily researching, analyzing and synthesizing data, as well as making recommendations for resolving administrative or operational problems within one or more of the following administrative fields: human resources, budget, finance, contracts or other closely-related administrative field.
**Associate analyst level work involves 1.) the independent performance of a variety of routine to moderately complex assignments and/or 2.) under more direct supervision, the performance of complex assignments. Both types of assignments require the use of established research and analytical methods and techniques, as well as sound professional judgment to analyze and resolve problems and issues related to administrative functions such as human resources, budget, finance, contracts and other closely-related administrative functional areas. This level of work is generally assigned to positions in classifications above the entry level classification of the respective series.
Note: For a fuller description of associate-level analytical work, refer to Los Angeles County's Management Analyst classification (Item #1848).

NO OUT-OF-CLASS EXPEREIENCE WILL BE ACCEPTED. REQUIRED EXPERIENCE MUST BE FULLY MET AND INDICATED ON THE APPLICATION BY THE LAST DAY OF FILING . NO WITHHOLDS WILL BE ALLOWED FOR THIS EXAMINATION.

LICENSE:
A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

PHYSICAL CLASS:
Physical Class II - Light: This class includes administrative and clerical positions requiring light physical effort that may include occasional light lifting to a 10 pound limit and some bending, stooping, or squatting. Considerable ambulation may be involved.

Additional Information

EXAMINATION CONTENT :
Under the emergency order, applicants who meet the requirements may be hired for an initial period of up to 90 days, with an opportunity for permanent County employment.

Before the end of your initial work period, you will be assessed on your work performance. This assessment will be weighted 100%. Those who successfully pass the assessment will be considered for permanent appointment.

APPLICATION AND FILING INFORMATION
Applications must be submitted online only and will be reviewed for interview consideration on an ongoing basis. If you have not been contacted within 60 days and the recruitment remains open or reopens for filing, we encourage you to submit a new application. This will allow you to reaffirm your interest and update any relevant information. Application filing may be suspended at any time without advance notice.

INSTRUCTIONS FOR FILING ONLINE

Applications must be filed online only.

Many important notifications will be sent electronically to the email address provided on the application, so it is important that you provide a valid email address. Please add najordan@dmh.lacounty.gov as well as noreply@governmentjobs.com and info@governmentjob.com to your email address and list of approved senders to prevent email notification from being filtered as span/junk/clutter mail.

Applications must be submitted online only and will be reviewed for interview consideration on an ongoing basis. If you have not been contacted within 60 days and the recruitment remains open or reopens for filing, we encourage you to submit a new application. This will allow you to reaffirm your interest and update any relevant information.

You have the ability to opt out of emails from LA County. If you unsubscribe, you will not receive any email notification for any examination for which you apply with Los Angeles County. Regardless of whether you choose to unsubscribe, you can always check for notifications by logging into governmentjobs.com and viewing your profile inbox, which saves a copy of all emailed notices.

Plan to submit your online application well in advance before the deadline as you may be required to verify your email address. This only needs to be done once per email address, and if you already have a job seeker account on govermmentjobs.com/careers/lacounty,gov you can verify at any time by logging in and following the prompts. This is to enhance the security of your online application and to ensure you do not enter an incorrect email address.

SOCIAL SECURITY NUMBER LANGUAGE
Please include your Social Security Number for record control purposes. Federal law requires that all employed persons have a Social Security Number.

COMPUTER AND INTERNET ACCESS AT LIBRARIES
For candidates who may not have regular access to a computer or the internet, applications can be completed on computers at public libraries throughout Los Angeles County.

FAIR CHANCE EMPLOYER
The County of Los Angeles is a Fair Chance employer. Except for a very limited number of positions, you will not be asked to provide information about a conviction history unless you receive a contingent offer of employment . The County will make an individualized assessment of whether your conviction history has a direct or adverse relationship with the specific duties of the job, and consider potential mitigating factors, including, but not limited to, evidence and extent of rehabilitation, recency of the offense(s), and age at the time of the offense(s). If asked to provide information about a conviction history, any convictions or court records which are exempted by a valid court order do not have to be disclosed.

NO SHARING USER ID AND PASSWORD
All applicants must file their applications online using their own user ID and password. Using a family member or friend's user ID and password may erase a candidate's original application record.

DEPARTMENT CONTACT:
HR Examinations Unit: (213) 972-7034
HR Examinations Unit Email: exams@dmh.lacounty.gov
Analyst Contact Phone: Nicholas Jordan, (323) 705-3925
Analyst Contact Email: najordan@dmh.lacounty.gov

ADA COORDINATOR PHONE: (213) 972-7034
TELETYPE PHONE : (800) 735-2922
CALIFORNIA RELAY SERVICES PHONES : (800) 735-2922

For detailed information, please click here

Closing Date/Time: Continuous

Salary:

$89,707.68 - $120,888.00 Annually