Administrative Officer (Records)

Please Note: a candidate must successfully pass a thorough background investigation including a criminal history check for job-related convictions fingerprinting polygraph test credit check and a drug use history to be considered for this position.

IDEAL CANDIDATE STATEMENT

The Sacramento Police Department is seeking an Administrative Officer to serve as the Manager of the Departments Records Division. The ideal candidate is a highly organized and detail-oriented professional with a strong understanding of records management principles and public agency operations. They excel at maintaining focus under pressure demonstrate exceptional accuracy when handling confidential information and possess excellent communication skills for collaborating across departments. Proficiency with records management systems the ability to adapt to evolving technology and procedures and a commitment to efficiency compliance and customer service are highly desired.

Under general direction an Administrative Officer plans directs and supervises centralized administrative services for a department operation; handles one or more major portions of centralized administrative services; conducts studies and makes recommendations.

DISTINGUISHING CHARACTERISTICS

This advanced journey level classification may be populated with multiple incumbents who perform human resources/personnel functions fiscal analysis resource development and management functions. The Administrative Officer is distinguished from the next lower class of Administrative Analyst in that the former supervises professional level staff who perform support services work or has the responsibility for handling major portions of centralized administrative services. The Administrative Officer is distinguished from the next higher classification of Support Services Manager in that the Support Services Manager is responsible for all administrative and regulatory processes for a departmental operation. The Administrative Officer is distinguished from the Program Specialist in that the latter has responsibility for the management and administration of large or complex programs within a department.

SUPERVISION RECEIVED AND EXERCISED

General direction is provided by higher-level department or division administrative staff. Responsibilities include the direct or indirect supervision of professional technical and clerical staff.

• Plans coordinates supervises and participates in administrative services including personnel budget methods and procedures procurement and various office services.
  
• Develops amends and interprets existing policies procedures and regulations concerning administrative matters.
  
• Confers with department heads division chiefs members of professional staff and other officials concerning the administrative needs and requirements of departmental programs policies rules and regulations.
  
• Performs fiscal analysis and prepares recommendations relating to the status of various enterprise fund balance projections fiscal transactions and related financial activities pertaining to the preparation and maintenance of the departments capital and operating budgets; analyzes and prepares enterprise rate setting recommendations; conducts studies surveys and collects information on department service fee structures; analyzes findings; prepares recommendations for department management.
  
• Represents the department in contacts with news media business and civic organizations other City departments and various outside public and private agencies; serves as staff to City Council Committees and Commissions.
  
• Supervises trains and evaluates subordinate staff.
  
• Other related duties may also be performed; not all duties listed may necessarily be performed by each individual holding this classification.

Knowledge of:

• Principles and practices of public administration and governmental finance budgeting and accounting; personnel administration; procurement methods.
  
• Principles of program management.
  
• Technical report writing.
  
• Methods of analysis.
  
• Principles and practices of supervision.

• Managing multiple tasks and deadlines.
  
• Use of computers computer applications and software.

• Effectively plan develop and implement a comprehensive program with a broad scope and high degree of complexity.
  
• Exercise administrative supervision and direction over professional technical and clerical staff.
  
• Analyze fiscal problems and make sound policy and procedural recommendations.
  
• Make effective presentations to public officials committees and outside agencies.
  
• Establish and maintain effective working relationships with employees and the general public.
  
• Prepare technical and analytic reports.
  
• Communicate effectively orally and in writing.

• Human Resources
• Auditing principles
• Basic methods of statistical analysis
• Procurement contracting or grant writing.

Please note the City of Sacramentos preferred method of communication with applicants is via e-mail. As such please ensure you verify the e-mail address on your application and check your e-mail frequently including your spam and junk folders.All e-mail notifications can also be accessed through the applicant inbox.

1. Application:(Pass/Fail) All applicants must complete and submit onlinea City of Sacramento employment application by the final filing deadline;

• Employment applications must besubmittedonline; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:

• • If applicants do not list current and past job-related experience in the duties area of the Work Experience section. Note: Qualifying experience is based on 40 hours per week (pro-rated if less than 40 hours/week).
  • If see resume is noted in the Work Experience section; a resume will not substitute for the information required in the Work Experience section.

• Position/job titles will not be considered indeterminingeligibility for meeting the minimum qualifications for this position.
• Proof of education such as but not limited to university/college transcripts and degrees should be submitted onlinewith your application. Proof of education will berequiredat time of appointment.

2. Supplemental Questionnaire:(Pass/Fail) In addition to the City of Sacramento employment application all applicants must complete and submit online responses to the supplemental questionnaire to the City of Sacramento Employment Office by the final filing deadline;

• Responses to the supplemental questionnaire must besubmittedonline; paper questionnaire will not be accepted.
• Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.
• A resume will not substitute for the informationrequiredin the supplemental questionnaire.
• Possession of the minimum qualifications is not necessarily a guarantee for further advancement in the selection process.

• Please visit for a comprehensive step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT contact Live Application Support at .
• Visit the City of Sacramento Human Resources Department website at an email to ;or
• Call the Human Resources Department at