Staff Services Manager

Job Details

Under general direction the Staff Services Manager, manages, supervises, and administers one or more department-wide staff services functions; plans, organizes, directs, and controls functional activities pertaining to general, fiscal, and/or personnel services; performs highly advanced and complex analytical duties in support of the assigned function(s); and performs related duties as assigned.

Minimum Qualifications

Licensing and Certifications:

• Possession of, or ability to obtain, an appropriate valid California Driver’s License.

Education and Experience:

Graduation from an accredited college or university with a Bachelor's degree, with major coursework in business or public administration, human resources, accounting, or a closely related field AND, depending upon the option recruited for, four (4) years of full-time professional experience performing general administration, personnel services, or fiscal analysis work.

Additional directly related education and/or experience may be substituted.

General Recruitment Information

This is not exhaustive of all job responsibilities. For more details, please refer to the link provided below.

To view the complete job description, you have two options: Either visit https://www.governmentjobs.com/careers/lakecountyca/classspecs or simply click on this link.

The information presented in job postings, job descriptions, or recruitment materials does not form a legally binding contract, either explicit or implicit. Benefits may differ among different employee groups. The details provided in these materials are subject to change or cancellation without prior notification. Prospective employees of the County of Lake must undergo the County's pre-employment medical review program upon receiving a conditional job offer before assuming their position with the County.

Applicants may substitute relevant experience and/or education at a 2 to 1 ratio to fulfill minimum qualifications. For further details, individuals should reach out to the Human Resources department.

ADA Accommodations

Individuals in need of accommodation during the application and/or selection process under the Americans with Disabilities Act (ADA) should reach out to County of Lake Human Resources at (707) 263-2213.

The County is an Equal Opportunity-Affirmative Action Employer

Veteran's Preference

STAFF SERVICES MANAGER

DEFINITION
Under general direction the Staff Services Manager, manages, supervises, and administers one or more department-wide staff services functions; plans, organizes, directs, and controls functional activities pertaining to general, fiscal, and/or personnel services; performs highly advanced and complex analytical duties in support of the assigned function(s); and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
This is the highly advanced/management-level class in the professional Staff Services series. In a small department, incumbents may be responsible for managing and administering several staff services functions. In a larger department, incumbents are typically responsible for managing and administering a single, department-wide staff services function, depending on the size and scope of that function. In addition to managing and administering the assigned function(s), the incumbent also performs highly advanced and complex analytical work. Depending on the department the position may or may not supervise subordinate clerical, technical, and/or professional staff. Instead, positions are primarily characterized by their functional management responsibilities over an administrative area and providing subject-matter expertise based upon a highly specialized knowledge, skills, and abilities.

The Staff Services Manager classification is distinguished from the Supervising Staff Services Analyst in that the latter is primarily a first level supervisor over a group of professional analyst staff.

The Staff Services Manager differs from child support or social service program manager classifications in that incumbents in the former manage administrative rather than program related functions pertaining to employment, eligibility, social services, or child support.

Assignment as a Staff Services Manager can emphasize one the following options: personnel or fiscal analysis; or, incumbents may be assigned to perform general duties that encompass a broad scope of administrative analytical functions and areas of responsibility that include personnel and/or fiscal analysis. For positions specifically assigned to a specialized option, specific minimum qualifications and recruitments are permitted.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from assigned management personnel. Exercises direct and/or indirect supervision over various professional, paraprofessional , and administrative support staff.
EXAMPLES OF ESSENTIAL DUTIES
Class specifications are intended to present a descriptive list of the scope of duties performed by employees in this class and are not intended to reflect all duties performed within the job.

• Plans, directs, and manages the activities of a staff services functional area with department-wide scope and impact.
• Provides guidance and technical direction to management, supervisors, and subordinate staff; serves as a highly skilled subject matter expert in area(s) of assignment.
• Plans, directs, and manages the collection and analysis of data; makes recommendations on the formulation of policy and procedures, as well as staffing and organizational changes.
• Plans, directs, and manages the implementation of surveys; directs and/or performs research and statistical analysis on complex administrative, fiscal, personnel, and/or programmatic matters.
• Plans, directs, and manages the design, analysis, development, and implementation of new and revised programs, systems, software, procedures, methods of operation, and forms.
• Plans, directs, and manages the preparation of budgets, reports, manuals, and/or publications.
• Supervises the work of clerical, technical, and/or professional analyst staff; assigns work, establishes work priorities and performance standards, and provides feedback to subordinates.
• Conducts a variety of analytical and operational studies regarding departmental activities; evaluates alternatives, makes recommendations for improvement; and assists with the implementation of procedural, administrative, and/or operational changes after approval.
• Prepares narrative and statistical reports, correspondence, spreadsheets, and graphics.
• Assists in the management of the department by evaluating existing and proposed organization, policies, and procedures; consults with and advises department personnel; makes recommendations and directs, reviews, and evaluates the implementation of changes.
• Directs the maintenance of complete and accurate fiscal, personnel, payroll, and related records; ensures timely completion.
• Participates in the establishment of strategic short-term and long-range program planning.
• Coordinates, monitors, and directs the acquisition, allocation, and use of equipment, supplies, telecommunication systems, and forms; conducts research and develops procedures to improve efficiency and cost effectiveness; monitors expenditures.
• Conducts studies, evaluates, and prepares reports on departmental and assigned division operations including procedures, systems, space requirements, organizational structure, expenditure of funds and types and effectiveness of equipment.
• Drafts, reviews, and analyzes existing and proposed policies, rules, regulations, legislation, and ordinances affecting unit area; recommends and implements changes as needed.
• Plans, directs, and manages activities to meet department-wide training and development needs.
• Plans, directs, and manages the development and/or coordination of resources for department-wide training and staff development including workshops, college coursework, training programs, and on-the-job training sessions.
• Evaluates department training needs; designs and delivers in-service training; evaluates effectiveness.
• Coordinates department participation in the County-wide training program.
• Ensures effective coordination of assigned activities with other departments, divisions, units, and outside agencies; represents the department head in committee meetings; responds to the more sensitive and difficult complaints and requests for information.
• Interviews, selects, and makes hiring recommendations of assigned staff.
• Performs related duties as assigned.

For Personnel Services Option (in addition to the general duties):

• Serves as the personnel officer with department-wide responsibility for administering personnel and payroll functions.
• Plans, directs, and manages labor relations activities including handling grievances.
• Confers with employee representatives on matters of salary, labor practices, and working conditions.
• Plans, directs, manages, and performs investigations into a variety of employee and/or consumer complaints, which may include civil rights complaints.
• Participates in appropriate recruitment and selection programs.
• Performs a variety of recruitment efforts and advises departmental managers and supervisors on selection and placement of employees.
• Prepares forecasts of departmental staff needs and provides advice, direction, and information to department managers and supervisors on a variety of human resource related matters.
• Supervises the maintenance of personnel records, including hires, terminations, promotions, and other personnel data.
• Oversees the process and recordkeeping for workers' compensation claims.

For Fiscal Option (in addition to the general duties):

• Serves as the fiscal officer with department-wide responsibility for administering fiscal functions.
• Directs and oversees staff in performing various fiscal analyses, preparation of recommendations relating to the status of various fund balance projections, fiscal transactions, and related financial activities; analyzes findings and prepares recommendations for department management.
• Plans, directs, manages, and participates in the development of the departmental budget including proper expenditure coding; analysis of estimates of expenditures; analysis and projections of revenue; review of intra-department requests and sub-budgets; recommendations on allocations of funds and personnel; review and consultation with department management staff; review with the County Executive's staff; final budget preparation and presentation.
• Develops policy and procedure recommendations for the preparation and maintenance of the department budget.
• Ensures revenues are maximized by ensuring proper use of time study codes, understanding the nature of allocations (i.e., capped vs. uncapped allocations, grant requirements, etc.).
• Oversees the fiscal administration of specified grant-funded programs, including developing fiscal reporting systems, ensuring that funding requirements are met, and coordinating preparation and response to funding agency audits.
• Analyzes and evaluates requests from department 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 department personnel and other departments; and obtains final approval for changes.
• Monitors and evaluates departmental budgets, budget change proposals, and related expenditures and revenues; monitors expenditure of funds to ensure compliance with legal restrictions and conditions set by funding agency or control of expenditures within authorized budgets.
• Formulates or assists in formulating fiscal policy for the department in consultation with program administrators and other management staff.
• Leads or assists in planning, coordinating, and implementing fiscal goals, objectives, policies and procedures, and internal financial control systems within assigned department.
• Recommends strategies to maintain the fiscal integrity of the department.
• Oversees or participates in consulting, researching, negotiating, and monitoring contracts and agreements with outside suppliers, service providers, leasing agents, and others.

For Behavioral Health Department (in additional to general duties):

• Travel to various work locations to provide services may be necessary, as well as travel for participation in meetings, conferences, planning sessions, or events, both locally and outside the county.

MINIMUM QUALIFICATIONS
Knowledge of:

• Principles and practices of management in a public agency departmental setting.
• Principles and practices of employee supervision, including selection, work planning, organization, performance review and evaluation, and employee training and discipline.
• Principles of management analysis and organizational design necessary to formulate administrative policies and procedures.
• Basic County government rules and responsibilities and functions, terminology, and practices of the department to which assigned.
• Principles of organization, administrative, and fiscal management.
• Principles of program planning and evaluation.
• Principles, problems, and methods of public and business administration, including organization, personnel, fiscal, management, and budgetary control.
• Data analysis and statistical representation techniques.
• Computer applications related to the work, including spreadsheets and basic methods of graphic presentation, word processing, and electronic mail.
• Techniques and methods of organizing and motivating groups.
• Principles and methods of strategic planning.
• Governmental functions and organization.
• Effective leadership and team building principles.
• Effective communication, facilitation methods, and aids used for training programs and presentations.
• Long range financial projecting and forecasting techniques and public financing methods.

For Personnel Option (in addition to general knowledge)

• Personnel management principles and techniques, including interviewing, selection, training, supervision, evaluation, motivation, discipline, and staff development.
• Principles and methods for investigating and resolving grievances and complaints.
• Principles and practices of public sector labor relations administration including interpretation and application of negotiated agreements, collective bargaining, employer-employee relations practices, meet and confer obligations, and progressive discipline.
• Principles and practices of public administration and human resources as applied to departmental administration, including payroll and personnel processing and basic labor relations concepts.

For Fiscal Option (in addition to general knowledge):

• Advanced principles, methods, and procedures of budget preparation and control; general accounting principles.
• Financial statement preparation.
• Economic analysis and forecasting techniques.
• Methods and techniques of public financing.
• Principles and practices of auditing and reconciling financial documents and records related to the functions of the department to which assigned.
• Principles and practices of governmental accounting, auditing, budget analysis, formulation and control, and complex financial systems development and operations.
• Principles and practices of various budgeting processes, including performance-based budgeting, zero-based budgeting, and incremental budgeting.
• Payroll systems and legal requirements.
• Automated systems and applications including word processing, spreadsheet, and database applications.
• Principles and practices of budgeting and fiscal administration including financial and actuarial forecasting and financial analysis in a public agency.

Ability to:

• Plan, organize, direct, control, and review the work of staff and activities of a department-wide staff services function.
• Administer and perform highly complex activities associated with department-wide fiscal, personnel, or general analysis.
• Analyze data and present ideas and information effectively.
• Identify problems and central issues and develop workable solutions.
• Consult with and advise executive staff, managers, and supervisors on a wide variety of matters.
• Participate in strategic planning activities to recommend and implement organizational changes and improvements.
• Analyze complex organizational problems, evaluate and select alternatives, identify potential consequences of proposed actions, and implement recommendations in support of departmental objectives.
• Collect, analyze, interpret, and evaluate a variety of financial and statistical data and prepare persuasive verbal and written reports and recommendations.
• Analyze system requirements, design solutions, and implement processes and communicate with users who have no technical data processing background.
• Analyze situations accurately and initiate appropriate action.
• Supervise subordinate staff, including planning, organizing, coordinating, and reviewing all work.
• Select, train, evaluate, and manage the performance of subordinate staff.
• Consult with and coordinate the administrative requirements of different department staff members.
• Effectively counsel employees on work errors or deficiencies and take appropriate disciplinary actions, as necessary.
• Prepare clear, concise, accurate, and effective correspondence and presentations; financial, statistical, and narrative reports; policies, procedures, and other written materials.
• Speak effectively and convey ideas clearly while facilitating group discussions and training sessions.
• Understand, interpret, apply, and explain complex laws, rules, and regulations as they relate to assigned areas of responsibility.
• Assess the customer's immediate needs and ensure customer's receipt of needed services through personal service or making appropriate referral.
• Effectively represent the department to other departments and agencies and before public bodies; and to secure willing cooperation of operating officials in accepting and carrying out sound personnel management practices.
• Establish and maintain effective working relationships with a variety of department staff.
• Exercise judgment, tact, and diplomacy with a variety of political, social, economic groups in a variety of situations relative to a variety of issues.
• Work independently in identifying the need for and developing proposed changes to operating practices, programs, and policies.

For Fiscal Option (in addition to general abilities):

• Manage and perform various aspects of budget analysis, preparation, and monitoring.
• Analyze and make effective recommendations regarding financial and accounting procedures.
• Develop, implement, and administer a multiple accounting control, fund disbursement, and fiscal reporting system.
• Develop, monitor, and implement a complex annual budget for a moderate-sized public agency, including policy development.
• Monitor proposed state and federal budgetary or legislative actions to identify potential impact to the department's fiscal condition.
• Plan and carry out various analytical studies in the area of budget administration and complete tasks that include high level inter-departmental coordination and cooperation.
• Recommend new and revised policies and procedures necessary for budget program administration.

Licensing and Certifications:

• Possession of, or ability to obtain, an appropriate valid California Driver’s License.

Education and Experience:

Graduation from an accredited college or university with a Bachelor's degree, with major coursework in business or public administration, human resources, accounting, or a closely related field AND, depending upon the option recruited for, four (4) years of full-time professional experience performing general administration, personnel services, or fiscal analysis work.

Additional directly related education and/or experience may be substituted.
WORKING CONDITIONS, ADA, AND OTHER REQUIREMENTS
The County of Lake is an equal opportunity employer and will comply with its obligations under the law to provide equal employment opportunities to qualified individuals with disabilities.

Incumbents generally work in a typical office environment with adequate light and temperature. There may be occasional exposure to extreme temperatures, loud noise, fumes, noxious odors, dust, mist, gases, and poor ventilation; underground, confined, or restricted workspaces; and heights more than five stories above ground level. Incumbents may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Positions in this class typically require: sitting, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing, and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Positions in this class may require local and statewide travel as necessary.

A successful candidate will be required to submit to and pass a background check prior to the appointment. Depending upon the position and/or assigned department, the background check may include but is not limited to civil and criminal history check, reference check, Live Scan, and/or credit check (as allowed under state law).

Disaster Service Workers: As members of the County of Lake Emergency Services Organization, all Lake County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to perform certain emergency services at the direction of the department and / or County.

The contents of this class specification shall not be construed to constitute any expressed or implied warranty or guarantee, nor shall it constitute a contract of employment. The County of Lake assumes no responsibility beyond the general accuracy of the document, nor does it assume responsibility for any errors or omissions in the information contained herein. The contents of this specification may be modified or revoked without notice. Terms and conditions of employment are determined through a “meet and confer ” process and are subject to the Memorandum of Understanding currently in effect.

RETIREMENT - County employees are members of the California Public Employee Retirement system (CalPERS).CalPERS provides a defined benefit pension at retirement for County employees.The pension formulas and employee contribution amounts may vary by bargaining unit, date of hire, prior qualifying service, and classification. Please contact Human Resources for more information.

HEALTH AND INSURANCE BENEFITS - Medical, dental, hospital, vision, life and disability coverage is available to employees and their dependents. The County contributes $1,500 of the monthly premiums for the insurance plan options.

VACATION ACCRUAL may be adjusted for current city or county government employees.

VACATION - 80 hours per year during the first five years of service, 120 hours per year after five years, and additional accruals based on years of service beyond fifteen years. Pro-rated for part-time employees.

SICK LEAVE - Accrues at a rate of 96 hours per year. Pro-rated for part-time employees.

HOLIDAYS- An average of twelve paid 8-hour holidays per year. Pro-rated for part-time employees.

SALARY - Lake County has an adopted salary schedule. The salary range for most classifications is in five increments with a provision for longevity increases. Appointments are normally made at the first step of the salary range.

SOCIAL SECURITY - County employees participate in Social Security.

CALIFORNIA STATE DISABILITY INSURANCE - SDI is available to some County employees.

DEFERRED COMPENSATION PLANS and CREDIT UNION MEMBERSHIPS are available to County employees.

Closing Date/Time: 11/9/2025 5:00 PM Pacific

• 

• County of Lake

• 707-263-2213

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