Administrative Officer

City of Sacramento; Sacramento (CA); Hybrid; USD 90,000 - 120,000; Full time

Job summary

City of Sacramento seeks an Administrative Officer to oversee day‑to‑day administrative operations of the YPCE accounting team and coordinate department workflows, budgets, and procedures. You will train staff and ensure timely financial tasks, reporting to the Support Services Manager.

The role requires strong organization, communication, and analytical skills, with demonstrated ability to manage multiple priorities and interact with stakeholders across government partners.

Qualifications

• Four years of professional‑level analytical experience.
• Bachelor’s degree in business or public administration, or related field.
• Master’s degree may substitute for one year of experience.

Responsibilities

• Plan, direct, and supervise centralized administrative services.
• Coordinate workflows, budgets, and procurement for a department.
• Develop and implement procedures to improve operations.
• Train staff and supervise professional, technical, and clerical staff.
• Prepare technical reports and communicate with officials and the public.
• Represent the department in external meetings and committees.

Skills

Task management

Public speaking

Effective communication

Education

Bachelor's degree in business/public administration

Master's degree in business/public administration

Job description

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

Under the direction of the Support Services Manager, this position oversees the day-to-day administrative operations of the YPCE accounting team and provides coordination and guidance to accounting staff. The position supports department-wide accounting activities, including coordinating workflows, monitoring administrative processes, and ensuring timely completion of required financial and operational tasks. The position also assists with staff training, workload coordination, and the development and implementation of procedures that support consistent and efficient departmental operations.

IDEA CANDIDATE STATEMENT

The ideal candidate will bring strong organizational, communication, and time-management skills, along with the ability to effectively coordinate multiple priorities and deadlines. Strong written and verbal communication skills, including the ability to prepare clear and concise reports and communicate effectively with internal and external stakeholders, are desired. Additionally, the ideal candidate will have the ability to establish and maintain collaborative working relationships with staff, the public, and other governmental partners. Experience applying accounting principles and procedures, reviewing and analyzing information, and developing thoughtful solutions to operational issues is preferred.

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 department’s 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.

Skill in:

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

Ability to:

• 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.

EXPERIENCE AND EDUCATION

Experience

Four years of professional-level analytical experience.

-AND-

Education

A Bachelor’s Degree from an accredited four-year college or university with major coursework in business or public administration or a closely related field.

Substitution

A Master’s degree from an accredited college or university in business or public administration or a closely related field may substitute for one year of the required experience. An additional four years of qualifying professional-level experience may substituted for the required education.

PROOF OF EDUCATION

Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable. An applicant with a college degree obtained outside the United States must have education records evaluated by a credential's evaluation service. Evaluation of education records will be due at time of appointment.

SPECIAL QUALIFICATIONS

Special Selection Criteria:

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