SUPERVISING ADMINISTRATIVE ASSISTANT III

Los Angeles County Department of Human Resources - Los Angeles, CA
$81,681 - $107,128 a year
$81,681 - $107,128 a year
DEPARTMENT OF HEALTH SERVICES

EXAM NUMBER:
Y0898A

TYPE OF RECRUITMENT:
OPEN COMPETITIVE JOB OPPORTUNITY

FIRST DAY OF FILING: February 5, 2019 at 8:00 a.m.(PST)
UNTIL THE NEEDS OF THE SERVICES ARE MET AND IS SUBJECT TO CLOSURE WITHOUT PRIOR NOTICE

DEFINITION:
Plans and supervises the work of staff engaged in analyzing and making recommendations for the solution of problems of organization, budget, systems and procedures, program, facilities acquisition, general management and personnel in a very large department having very complex programs.

ESSENTIAL JOB FUNCTIONS:

Supervises the activities of a team of subordinate administrative generalists engaged in front end analysis, development and preparation of departmental budgets and in the defense of budgets before submission.

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

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

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

Participates fully in departmental program planning and providing expert advice and solving problems of financing and staffing.

Directs and implements extensive studies of program costs and revenue, selling study techniques and the need for studies to departmental management, and influencing line management to accept realistic budgetary standards.

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

Supervises housekeeping functions of the department, such as accounting, supply and payroll.

Defends and attempts to persuade central staff agencies to accept and act upon recommendations once they have been approved by the department.

Conducts and supervises cost studies of major departmental programs and coordinates departmental cost control and costs analysis systems.

Develops and supervises departmental capital projects programs and long range facilities acquisition programs.

REQUIREMENTS:

MINIMUM REQUIREMENTS:
Five years' 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, budget, or personnel, two years of which must have been in a supervisory capacity*** -OR- Two years' experience as a**** Supervising Administrative Assistant I, Administrative Assistant III, Head Staff Services, or Administrative Analyst.
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 II - Light: Light physical effort which may include occasional light lifting to a 10 pound limit, and some bending, stooping or squatting. Considerable walking may be involved.

SPECIAL REQUIREMENT INFORMATION:
  • General administrative staff capacity is defined as:
  • Assisting management by performing research, analysis and making recommendations on use of personnel, allocation of funds, workload and workload fluctuations, and programs and procedures for accomplishing departmental objectives.

    **Specialized staff capacity is defined as: Staff experience requiring specialized knowledge of rules, regulations, and other guidelines relating to completing assignments in the program area assigned. Knowledge is usually attained through extensive, increasingly difficult, and practical experience and training the subject matter field.

    ***Supervisory capacity is defined as: provides direct supervision to planning, assigning, and reviewing work of staff of the unit, evaluating employee performance, counseling and recommending discipline.

    ****Applicants who expect to qualify through experience as a Supervising Administrative Assistant I, Administrative Assistant III, Head Staff Services, or Administrative Analyst must have held that County payroll title for the required time. No out-of-class experience will be accepted.

    DESIRABLE QUALIFICATIONS:
    • Experience in student financial aid directly related to financial aid counseling, eligibility determination and needs analysis
    • Experience in directing and managing the Electronic Health Record Incentive compliance program.

    ADDITIONAL INFORMATION:

    EXAMINATION CONTENT:
    This
    exam will consist of an evaluation of experience based upon application information and desirable qualifications weighted 100%.

    CANDIDATES MUST ACHIEVE A PASSING SCORE OF 70% OR HIGHER ON THIS EXAMINATION IN ORDER TO BE ADDED TO THE ELIGIBLE REGISTER.

    ELIGIBILITY INFORMATION:
    Applications will be processed on an "as received" and those receiving a passing score will be promulgated to the eligible register accordingly.

    The names of candidates receiving a passing score in the examination will be added to the eligible register in the order of their score group for a period of twelve (12) months following the date of promulgation.

    NO PERSON MAY COMPETE IN THIS EXAMINATION MORE THAN ONCE EVERY TWELVE (12) MONTHS.

    SPECIAL INFORMATION:
    Appointees may be required to work any shift including evenings, nights, weekends and holidays.

    VACANCY INFORMATION:
    The resulting Eligible Register will be used to fill vacancies throughout the Department of Health Services as they occur.

    APPLICATION AND FILING INFORMATION:

    APPLICATIONS MUST BE FILED ONLINE ONLY. APPLICATIONS SUBMITTED BY U.S. MAIL, FAX OR IN PERSON WILL NOT BE ACCEPTED.

    Apply online by clicking on the green "Apply" button at the top right of this posting. You can also track the status of your application using this website.

    All information is subject to verification. We may reject your application at any time during the examination and hiring process, including after appointment has been made. Falsification of any information may result in disqualification or rescission of appointment.

    Utilizing VERBIAGE from the Class Specification and Minimum Requirements serving as your description of duties WILL NOT be sufficient to demonstrate that you met the requirements. Doing so may result in an INCOMPLETE APPLICATION and you may be DISQUALIFIED.

    This examination will remain open until the needs of the service are met. Application filing may be suspended at any time with or without advance notice.

    Fill out your application completely. The acceptance of your application depends on whether you have clearly shown that you meet the MINIMUM REQUIREMENTS. Provide any relevant education, training, and experience in the spaces provided so we can evaluate your qualifications for the job. For each job held, give the name and address of your employer, your job title, beginning and ending dates, number of hours worked per week, and description of work performed. If your application is incomplete, it will be rejected.

    SOCIAL SECURITY NUMBER:
    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 PUBLIC 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.

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

    FAIR CHANCE INITIATIVE:
    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 individual 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.

    DEPARTMENT CONTACT:
    Ani Shaboyan, Exam Analyst
    [email protected]
    Phone: (323) 914-8251
    Fax: (323) 869-0942

    ADA COORDINATOR PHONE:
    (323) 914-7111

    CALIFORNIA RELAY SERVICES PHONE:
    (800) 735-2922
    Apply
    Attention - In the recruitment process, legitimate companies never withdraw fees from candidates. If there are companies that attract interview fees, tests, ticket reservations, etc. it is better to avoid it because there are indications of fraud. If you see something suspicious please contact us: [email protected]