Administrative Services Manager II

City of Oakland; Oakland (CA); On-site; USD 110,000 - 160,000; Full time

Benefits offered by this job

15 paid holidays

Vacation 2 weeks per year

CalPERS retirement

Health insurance

Dental insurance

Vision insurance

Sick leave

Deferred compensation

Job summary

City of Oakland seeks an Administrative Services Manager II to lead personnel management, strategic planning, and workforce development across multiple departments. You will drive dashboards and data-driven decisions that improve service outcomes, coordinate onboarding and offboarding, and maintain records with discipline and equity in mind.

This role requires strong communication, ethics, and collaboration with HR, IT, Finance, and other City teams to deliver high-quality public services to

Qualifications

• Bachelor’s degree from an accredited college or university in public or business administration, human resources, political science, finance, accounting, or a closely related field.
• Five (5) years of experience performing progressively responsible and complex administrative and managerial duties, including two (2) years of supervisory experience.
• Individuals who are appointed to this position will be required to maintain a valid California Driver’s License or demonstrate the ability to travel to various locations as required.
• Desirable qualifications include implementation experience, document management experience, data visualization/dashboard creation experience, and strategic planning/workforce development expertise.

Responsibilities

• Lead the development and implementation of departmental personnel management processes, including recruitment, classification, training, employee relations, and investigations.
• Lead strategic planning and workforce development initiatives and supporting hiring, onboarding, and offboarding.
• Managing departmental position and personnel records, including position control, records management, and public information requests.
• Developing dashboards and communication tools to monitor contracts, invoices, and other departmental activities.
• Leading website updates and communication plans to promote public understanding and participation in departmental services.
• Supporting continuous improvement initiatives and using data to evaluate programs and improve service outcomes.
• Serving as a liaison to Human Resources, IT, Procurement, Finance, Contracts, and other City departments.

Skills

Strategic leadership

Performance management

Listening & communication

Data-driven

Budget management

Education

Bachelor's degree

Master's degree desirable

Tools

Power BI

Esri

SharePoint

Teams

Microsoft 365

NeoGov

Job description

The City of Oakland is an equal opportunity employer that values workforce diversity, inclusion, and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the city’s historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation, we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting, meaningful outcomes for everyone. Oakland strives to establish an environment that embraces the richness of culture, community, and individualism of employees.

The City of Oakland is recruiting to fill multiple Administrative Services Manager II vacancies within various departments; there are current vacancies in the Human Services Department (HSD) and Planning and Buildings Department (PBD). The list established from this recruitment will be used to fill additional vacancies as they occur while the list is active.

We are looking for someone who is:

• A strategic and process-oriented leader. You have the ability to develop, implement, and continuously improve policies, procedures, and practices. You can identify gaps in resources, processes, and understanding; develop effective solutions; and establish tools and practices to monitor implementation and measure progress.

• Experienced in performance management, strategic planning, and workforce development. You have a proven track record of leading performance management, strategic planning, and workforce development initiatives. You understand the importance of effective onboarding, offboarding, and hiring practices.

• Kind, thoughtful, and encouraging. You are an effective listener and communicator who meets people where they are and provides the support they need to succeed. You are comfortable helping staff navigate change, learn new processes, and take on new responsibilities.

• Technologically proficient and data-driven. You are comfortable using technology and data to improve organizational effectiveness. You have experience developing dashboards using tools such as Power BI and Esri, developing and implementing record maintenance systems in SharePoint and Teams, training staff on how to use software tools such as Microsoft 365 and NeoGov, running reports, and managing data.

• A strong financial manager. You have the ability to support a department's fiscal operations, including budget development, rate studies, payroll, revenue and expenditure analysis, and the development and implementation of fiscal policies and procedures.

What you will typically be responsible for:

• Leading the development and implementation of departmental personnel management processes, including recruitment, classification, training, employee relations, and investigations.

• Leading strategic planning and workforce development initiatives and supporting hiring, onboarding, and offboarding.

• Managing departmental position and personnel records, including position control, records management, and public information requests.

• Developing dashboards and communication tools to monitor contracts, invoices, and other departmental activities.

• Leading website updates and communication plans to promote public understanding and participation in departmental services.

• Supporting continuous improvement initiatives and using data to evaluate programs and improve service outcomes.

• Serving as a liaison to Human Resources, IT, Procurement, Finance, Contracts, and other City departments.

A few reasons you might love this job:

• You love building structure that is goal-driven and results-oriented and are passionate about making sure everyone knows what the job is, how to do it, and how it fits into the big picture of serving communities in Oakland.

• You enjoy teaching and supporting staff to thrive in the work environment they are in.

• You care deeply about providing high-quality services to communities in Oakland, and enjoy developing metrics and communicating systems and results.

• You enjoy taking regulations and policies and turning them into structure people can use to operate.

A few challenges you might face in this job:

• You will make decisions that are often subject to public scrutiny, political opposition, and community feedback, demanding diplomacy and the ability to navigate complex dynamics.

• You will juggle multiple varying compliance rules, deadlines, and fiscal cycles requiring strong organizational and prioritization skills.

• You will face situations where funding falls short, requiring creative problem-solving and balancing fiscal responsibility with urgent community needs.

• You will need to ensure all processes comply with the related regulations, requiring attention to detail and staying updated on changing laws and guidelines.

Competencies Required:

• Allocating Resources: Prioritizing the use of fiscal and material resources to maximize organizational effectiveness

• Analyzing & Interpreting Data: Drawing meaning and conclusions from quantitative or qualitative data

• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships

• Critical Thinking: Analytically and logically evaluating information, propositions, and claims

• Decision Making: Choosing optimal courses of action in a timely manner

• Displaying Ownership and Accountability: Holding self and others accountable for measurable, high-quality, timely, and cost-effective results

• Managing Performance: Ensuring superior individual and group performance

• Presentation Skill: Formally delivering information to groups

• Professional & Technical Expertise: Applying technical subject matter to the job

• Professional Integrity & Ethics: Displaying honesty, adherence to principles, and personal accountability

• Project Management: Ensuring that projects are on time, on-budget, and achieve their objectives

• Writing: Communicating effectively in writing

This recruitment will produce two eligible lists. The restricted list will be for full-time, permanent part-time, or part-time City and Port of Oakland employees who maintain employment for the duration of the recruitment and pass all stages of the recruitment process. The open list will be for all other applicants who pass all stages of the recruitment process. Any combination of education and experience that is equivalent to the following minimum qualifications is acceptable.

Education:

Bachelor’s degree from an accredited college or university in public or business administration, human resources, political science, finance, accounting, or a closely related field. A Master’s degree is desirable.

Experience:

Five (5) years of experience performing progressively responsible and complex administrative and managerial duties, including two (2) years of supervisory experience.

License or Certificate / Other Requirements:

Individuals who are appointed to this position will be required to maintain a valid California Driver’s License throughout the tenure of employment OR demonstrate the ability to travel to various locations in a timely manner as required in the performance of duties.

Desirable Qualifications:

• Implementation Experience

• Document management experience

• Data visualization and dashboard creation experience

• Strategic planning and workforce development expertise

The Recruitment Process:

The City of Oakland works with a Civil Service system. Applicants apply online, and HR staff reviews their experience, education, and training listed on the application against the “minimum qualifications” listed for each position.

Candidates who demonstrate that they meet the minimum qualification requirements are then invited to participate in an assessment process (or testing) to measure their knowledge, skills, and abilities in job-related areas.

Candidates who do not demonstrate that they meet the minimum qualification requirements will have an opportunity to request a final review. Candidates must request a final review within 5 business days of being notified that they did not meet the minimum qualifications.

In the final review, candidates may clarify information already provided on their application. No additional work history, education, or certifications will be accepted. Any decisions made during this review process will be final.

For this recruitment, all qualified applicants will be invited to take an in-person multiple-choice test (weighted 100%). Candidates should expect to be on-site for approximately 2.5 hours. The tentative date of the multiple-choice exam is the week of October 5th.

Candidates requesting reasonable accommodations for the examination process must request accommodations no later than one week before they are scheduled to take the exam; otherwise, it may not be possible to arrange accommodations for the selection process. Please complete the Request for Reasonable Accommodation in Testing form by clicking on this link or by copying and pasting the link into your browser to open it: https://cao-94612.s3.amazonaws.com/documents/Request-for-Reasonable-Accommodation-in-Testing-2.9.22-Fillable.pdf. Send the completed form and any supporting documentation to the exam analyst: Armando Falcon at [e-mail].

Candidates who pass each stage in the process will be placed on an eligible list. Some candidates may receive extra points, for example, if you are a Veteran with an honorable discharge, or if you are a current City of Oakland resident. If you’re applying to a “restricted” posting and you are eligible as a current City employee, you may also receive additional points for your City service. Extra points are only applied to passing scores, so if you do not pass every element of the testing process, you cannot use extra points to pass.

The City of Oakland reserves the right to modify the selection process and date of examination as necessary to conform to administrative or business necessity. The information contained in this announcement is subject to change and does not constitute either an expressed or implied contract.

What’s in it for you?

• 15 paid holidays
• Vacation – 2 weeks per year minimum with the ability to accrue more depending on public sector years of service
• Retirement –CalPERS (California Public Employees’ Retirement System) with a pension formula of 2.5% @ 55 (for Classic CalPERS members) and 2% @ 62 for new CalPERS members. Classic Employees contribute 8% of pre-tax wages. The City of Oakland does not participate in Social Security
• Health –The City of Oakland pays for the cost of employee and eligible dependent coverage at the Kaiser rate. Other plans include Anthem, Blue Shield, United Health Care, and other HMO and PPO plans
• Dental –The City of Oakland pays the full Delta Dental premium for employees and eligible dependents
• Vision –The City of Oakland pays for VSP full premium for employees and eligible dependents
• Sick leave – Employees accrue 12 days per year
• Deferred Compensation – 457(b) pre-tax plan and an after-tax ROTH 401(k)plan
• Other benefits include a Flexible Spending Account, Wellness Program, Employee Assistance Program, Life Insurance, Tuition Reimbursement, Employee Training, & Telecommuting.

*Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found here: Working for Oakland | City of Oakland, CA

Applicants are required to submit criminal history information upon request after receiving a conditional offer of employment. If the requested information is not furnished in a timely manner, applicants will not qualify for further consideration and will be removed from the eligible list.

Disaster Service Workers

All employees are designated Disaster Service Workers through state and local law. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.