Administrative Services Officer - Risk Management and Facilities

  • Los Angeles County Employees Retirement Association (LACERA)
  • Pasadena, California
  • Oct 10, 2019
Full Time Administration and Management Facilities Management Risk Management and Insurance Claims Supervisory
  • Salary: $8,088.00 Monthly
  • Salary Top: $12,242.00
  • Negotiable/DOQ: Yes
  • Apply By: Nov 29, 2019

Summary

Positions allocable to this class function in the central administrative staff organization giving both technical and administrative supervision to administrative generalists. Positions are involved in heading teams charged with developing and monitoring the budget, risk management, facilities maintenance, procurement, and general management studies. These positions are distinguished from Supervising Administrative Assistant II, LACERA primarily by the greater consequence of decisions they make concerning budgets, risk management, special studies, and plans which they are charged with developing and the need for somewhat more specialized knowledge about programs and administrative methodology arising from the greater complexity and diversity of such programs and complex or unusual means of financing them. At this level, Administrative Services Officers, LACERA are always involved as peers in the total planning of the department's program from the standpoints of financing and economy and efficiency. Employees in this classification are expected to be cross-trained in several functional areas to enhance the effective management of the Administrative Services Division.

Job Description

 ABOUT THE POSITIONThe position is responsible for planning, and supervising the work of staff responsible for

  • Purchasing equipment, supplies and services,
  • Providing facility support services that includes maintenance and renovation of office space.
  • Developing and administering an insurance program for the organization.
  • Designing, developing and managing a Business Continuity Program (BCP)

Vacancy Information: The current vacancy is in the Administrative Services Division.

Work Schedule:  This full-time position is required to work a 5/40 schedule (e.g. an eight (8) hour day, Monday through Friday) for at least the first six (6) months of employment.

The following examples are intended to describe the general nature and level of work performed by persons assigned to each classification.  Depending on the assignment, duties may include, but are not limited to the following

Directs the control of appropriations within approved program; develops and justifies budget adjustments and periodic allocation changes.

Conducts and supervises cost studies of major LACERA programs and coordinates cost control and cost analysis systems; influences line management to accept realistic budgetary standards.

Plans, develops and directs a comprehensive, management and analysis program; and participates in the implementation of major changes in policies, procedures and organization in the department.

Participates fully in program planning and providing expert advice and solving problems of specialized programs, financing, and staffing.

Identifies and analyzes experience and risk exposure to determine program modifications to ensure appropriate coverage to control risk, prevent loss, and reduce cost.

Maintains the general liability and fiduciary insurance program for LACERA including LACERA corporations, properties and Board Member liability insurance.

Analyzes proposals by LACERA's insurance broker for annual contract renewals, meets with LACERA's Legal Office to determine legal ramifications of new contracts, and negotiates with the broker for the most cost effective instruments.

Reviews with LACERA's Safety Officer and Human Resources staff established workplace safety programs and property loss prevention programs to develop effective solutions to problems, increase effectiveness, and ensure compliance with local, state and federal regulations.

Develops, maintains and revises the Business Continuity Program which includes plans for emergency response, resumption of business after a disaster, staff training, and restoration of services after a disaster.

Selects and oversees the work of consultants and vendors hired to provide services to LACERA.

Directs the review and analysis of legislation and regulations which have a significant impact on the administration of programs; and makes recommendations on whether the department should support or oppose the proposed changes.

Represents the interests of LACERA with County, local, Federal and State representatives.

May supervise the activities of a team of subordinate administrative generalists engaged in front end analysis, development and preparation of departmental budgets and in the presentation of the budget to the Boards of Retirement and Investments.

May supervise administrative specialists in the areas of facilities management, asset tracking, procurement, document processing, insurance, health and safety, and loss prevention.

Assumes, as assigned, responsibility for performing other specialized duties related to the overall management of the association.

Perform other related duties as assigned.

Job Requirements

SELECTION REQUIREMENTS:

Five (5) years of experience in a general administrative staff or specialized staff capacity analyzing and making recommendations for the solution of problems of organization, systems and procedure, program, facility planning, or risk management.

A Bachelor Degree from an accredited college or university may be equated for three (3) of the five (5) years of the required experience.


-OR-


 Two (2) years of experience at the level of Administrative Assistant III, LACERA.

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.

Special Instructions

Please visit LACERA's website to view the full job posting and instructions on how to apply online.

Please mention you found this employment opportunity on the CareersInGovernment.com job board.

Additional Information

DESIRABLE QUALIFICATIONS:
Demonstrated experience:

  • supervising, planning and coordinating the work of staff responsible for purchasing equipment, supplies and services, including the coordination and development of formal and informal bids;
  • supervising, planning and organizing the work of facility support services that includes maintenance, renovation, and acquisition of office space;
  • developing, implementing and administering an insurance program for an organization to include understanding and evaluating insurance policies, assessing risk and executing purchases;
  • designing, developing and managing a Business Continuity Program (BCP) to include developing procedures, coordinating BCP tests, and documenting test results;
  • analyzing complex problems, evaluating alternatives and implement creative recommendations for solutions to problems, procedures and programs; and
  • project management experience, including working on several assignments simultaneously, setting priorities, meeting deadlines, and working independently within established guideline; and
  • strong interpersonal skills, strong written and verbal communication skills, to include making effective oral presentations and preparing clear, concise and complete written reports.

Knowledge of: Policies and procedures related to records management health and safety, risk management including liability insurance, business continuity, facilities management; and procurement; correct English usage, grammar, spelling, punctuation and vocabulary; interpersonal skills using tact, patience, and courtesy; customer service skills; principals and applications of the Microsoft Office Applications including Word, Power Point and Excel.

Ability to: Learn and interpret specific rules, laws and policies and apply them in a variety of procedural situations; effectively manage staff; perform effective decision making that includes accurate situation analysis and ability to adopt an effective course of action; exercise initiative and independent judgment within defined policies and procedures; communicate clearly and effectively, orally and in writing; establish and maintain effective relationships with public and with other staff internally and externally; understand and follow oral and written directions; provide leadership; work with minimum supervision; plan and organize their work and the work of others; make presentations to governing body; and operate a personal computer utilizing Microsoft applications such as Word and Excel.