Job Posting: Assistant Director, Administrative Services

California Governor's Office of Emergency Services

JC-413783
-
Assistant Director, Administrative Services
C. E. A.

$11,435.00 - $13,623.00 per Month

Final Filing Date: 2/24/2024

Job Description and Duties

California Governor’s Office of Emergency Services (Cal OES) is the nation’s leading emergency management and public safety organization, and in recent years has overseen response to some the State’s most historically consequential natural and human-caused disasters. As the agency charged with pulling state and federal government agencies together to support survivors during crisis, the Cal OES team operates by the motto – One Team, One Fight.

Under the general direction of the Deputy Director, Finance and Administration, Cal OES, the Assistant Director, Administrative Services has the responsibility for the full range of financial services in support of Cal OES.

The Assistant Director, Administrative Services, California Governor’s Office of Emergency Services (Cal OES), has responsibility for:
  • Administrative policy setting and implementation, procedures, and priorities for Financial Services, Budget Office, Accounting, and Local and Disaster Assistance Programs.
  • Serves as the Department’s primary financial operations policy advisor to the Cal OES Executive Leadership team.
  • Represents Executive leadership providing policy and procedure guidance and best practices ensuring Cal OES compliance with complex Local, State and Federal funding programs.
  • Provides overall Financial Operation program direction and guidance through subordinate managers, ensuring the integrity of program activities, compliance with all relevant laws, regulations, and control agency mandates.
  • Advocates for and ensures adequate resources are provided for implementing Cal OES administrative policies, procedures, and programs.
If you would like to join this dynamic team and help California stand ready to respond and recover from the next major emergency, please submit your application package.

You will find additional information about the job in the Duty Statement.

Working Conditions

To obtain more information about this position please review the duty statement.

All hires may be subject to a criminal background check.

The CEA may serve as Executive Duty Officer (EDO): The operational lead on behalf of Cal OES Executive Management. The EDO is expected to provide support 24 hours a day, 7 days a week and is the point of contact (POC) for Cal OES State-level coordination. The EDO serves on a rotational basis throughout the year.

Minimum Requirements

This position does not have a Classification Specification. Requirements and qualifications for this position can be found in this announcement. For additional questions, please contact the hiring department listed below.

    Position Details

    Job Code #:
    JC-413783
    Position #(s):
    163-810-7500-001
    Working Title:
    Assistant Director, Administrative Services
    Classification:
    C. E. A.
    $11,435.00 - $13,623.00 B
    # of Positions:
    1
    Work Location:
    Sacramento County
    Telework:
    Hybrid
    Job Type:
    Career Executive Assignment - Non Tenured, Full Time

    Department Information

    The California Governor’s Office of Emergency Services (Cal OES) is committed to fostering a diverse and inclusive culture by hiring and retaining individuals from a variety of backgrounds and personal experiences. Our employees are empowered with the tools and resources necessary to meet our mission, while continuing to expand equity and inclusion efforts at all levels of the organization. We are committed to the spirit and work required to ensure the safety and resilience of every community in California.

    Governor’s Office of Emergency Services (Cal OES) is an emergency response, homeland security, and disaster recovery agency and as a result, is a dynamic and exciting place to work in a team-oriented environment. Cal OES provides training to enhance the understanding of emergency and incident management to all employees.

    In the event of an emergency:
    During activation of the state operations center in response to an emergency, the incumbent, as part of the Cal OES management team, may need to work excess hours during the activation. Incumbent will provide the activation management team with guidance and support related to administrative services related functions.

    Department Website: http://www.caloes.ca.gov

    Special Requirements

    Applicants who fail to follow the Statement of Qualifications guidelines and provide the required application documents may be eliminated from this examination process.

    When preparing your Statement of Qualifications, you are required to follow these guidelines:

    • Responses on the Statement of Qualifications be addressed and numbered in the same order as is listed on the bulletin.

    • Information provided must be complete and presented in a clear and concise manner.

    • The Statement of Qualifications must be typed, single spaced, with an Arial font size no smaller than 11 pt.

    • Responses must be limited to two (2) single sided, typewritten pages.

    • One-inch margins must be used.

    • Specific examples must be provided.

    Note: Resumes do not take the place of the Statement of Qualifications.

    Application Instructions

    Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

    Final Filing Date: 2/24/2024

    Who May Apply

    Individuals who are eligible to be appointed to this Career Executive Assignment (CEA) by the State of California.

    How To Apply

    Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

    Address for Mailing Application Packages

    You may submit your application and any applicable or required documents to:

    California Governor's Office of Emergency Services
    Attn: CEA Examinations
    Human Resources Examinations
    10370 Peter A McCuen Boulevard
    Mather, CA 95655

    Address for Drop-Off Application Packages

    You may drop off your application and any applicable or required documents at:

    California Governor's Office of Emergency Services
    CEA Examinations
    Human Resources Examinations
    10370 Peter A McCuen Boulevard
    Mather, CA 95655
    Please leave your application package with the security desk. This excludes weekends and holidays.
    08:00 AM - 05:00 PM

    Required Application Package Documents

    The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

    • Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
    • Resume is required and must be included.
    • Statement of Qualifications - Please refer to the Statement of Qualifications (SOQ) section at the bottom of this job bulletin for the filing instructions and the SOQ Question(s). Applications submitted without the SOQ may not be considered.
    Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

    Examination Qualification Requirements

    All applicants must possess the knowledge and abilities, and any other requirements, described in this announcement.

    Note: Eligibility to take a CEA examination does not require current permanent status in the civil service.

    Minimum Qualifications

    CEA examinations are open to all applicants who possess the knowledge and abilities, and any other requirements as descried in the examination bulletin. Eligibility to take a CEA examination does not require current permanent status in civil service.

    General Qualifications

    State civil service employees must possess essential general qualifications including integrity, initiative, dependability, good judgment, and ability to work cooperatively with others.

    Knowledge and Abilities

    Applicants must demonstrate the ability to perform high administrative and policy – influencing functions effectively. Such overall ability requires possession of most of the following more specific knowledge and abilities:

    (1) Knowledge of the organization and functions of California State Government including the organization and practices of the Legislature and the Executive Branch; principles, practices, and trends of public administration, organization, and management; techniques of organizing and motivating groups; program development and evaluation; methods of administrative problem solving; principles and practices of policy formulation and development; and personnel management techniques; the department's or agency's Equal Employment Opportunity Program Objectives; and a manager's role in the Equal Employment Opportunity Program.

    (2) Ability to plan, organize, and direct the work of multidisciplinary professional and administrative staff; analyze administrative policies, organization, procedures and practices; integrate the activities of a diverse program to attain common goals; gain the confidence and support of top level administrators and advise them on a wide range of administrative matters; develop cooperative working relationships with representatives of all levels of government, the public, and the Legislature and Executive branches; analyze complex problems and recommend effective courses of action; and prepare and review reports; and effectively contribute to the department's or agency's Equal Employment Opportunity objectives.

    These knowledge and abilities are expected to be obtained from the following kinds of experience with substantial participation in the formulation, operation and/or evaluation of program policies (experience may have been paid or volunteer; in State service, other government settings, or in a private organization):

    CEA Level A - Responsible for broad administrative and program activities, including the execution and/or evaluation of program policies.

    CEA Level B - Responsible for extensive managerial and program administration or broad program manager experience with substantial participation in the formulation, operation, and/or evaluation of program policies.

    CEA Level C - Responsible for extensive highly professional influence and contributes to program, policy, and the methods to provide professional services needed to set policies, to meet the mission of the State department and often exercising technical and or professional skills that are required at this level.

    Desirable Qualifications

    In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

    • Demonstrated experience and knowledge in the development and implementation of programs, policies, and procedures related to Finance management.
    • Model leadership competencies such as integrity, reliability, flexibility, adaptability, empowerment, and encouragement of others to act.
    • Excellent written and verbal communication and negotiation skills, with the ability to maintain open, honest, consistent, confident, and professional communication always.
    • Ability to gain confidence and support of Executive staff and advise them on a wide range of administrative services matters.
    • Expert knowledge and understanding of applicable Federal and and state policies and processes associated with grant and the state and federal budget process.
    • Foster and develop a culture that supports diversity, equity, and inclusion.
    • Ability to collaborate effectively with internal and external staff, stakeholders, and clients.
    • Comfortable making public presentations and establishing a level of credibility and trust with those being addressed.
    • Ability to be flexible, adaptable, and to thrive in a high volume, demanding environment with multiple priorities.
    • Outstanding organizational skills with attention to detail while still maintaining a big picture perspective.
    • Exceptional interpersonal skills; ability to establish and earn the trust of those they are working with.

    Examination Information

    The examination process will consist of a Standard State Application (form STD 678), Resume, and Statement of Qualifications evaluation. The Statement of Qualifications will be used to evaluate your experience and may also serve as documentation of each candidate's ability to present information clearly and concisely in writing since this is a critical factor to successful job performance. The Application, Resume, and Statement of Qualifications may be the only basis for your final score and rank on the eligible list. The most qualified candidates may be scheduled for an interview as part of the examination process if it is deemed necessary in order to make a decision.

    If you meet the requirements stated in this announcement, you may take this competitive examination. Possession of the Examination Qualifications requirements does not assure a place on the eligible list. Your performance in the examination will be compared with the performance of others who take this examination, and all successful candidates will be ranked according to their scores.

    A minimum rating of 70% must be attained in the Examination to obtain list eligibility for this position. All candidates will receive written notification of their examination results.

    The results of this examination will only be used to fill this position. Applications will be retained for twelve months.

    Hiring interviews for the Job may be conducted with the most qualified candidates.

    The examining Department reserves the right to revise the examination plan to better meet the needs of the service, if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service law and rules and all competitors will be notified.

    Special Testing Arrangements

    If you have a disability and need special testing arrangements, answer the Reasonable Accommodations question appropriately on your Application (STD 678). You will be contacted to make specific arrangements. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this announcement.

    Benefits

    Benefit information can be found on the CalHR website and the CalPERS website.


    Cal OES employees are eligible for a number of benefits and working for us is a great opportunity to join a committed team. Benefits include but are not limited to the following:
    • Excellent CalPERS state pension plan
    • 401(k) and 457(b) Plans
    • Flexible Schedules
    • Generous paid time off
    • Health, dental & vision insurance for the employee or the employee's family
    • Investment in career development
    • On-site Gym and Locker room
    • Electric Carport

    Cal OES offers FREE PARKING and is conveniently located off of the Highway 50 Corridor and near many local eateries, financial institutions, and Mather Sports Facility Complex.

    Contact Information

    The Human Resources Contact is available to answer questions regarding the position or application process.

    Department Website: http://www.caloes.ca.gov
    Human Resources Contact:
    Human Resources - CEA Examinations
    (916) 845-8321
    Examinations@caloes.ca.gov

    Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.

    EEO Contact:
    EEO Officer
    (916) 845-8527
    EEO@CalOES.ca.gov
    California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

    Statement of Qualifications

    In addition to the Standard State Applications (STD. 678) and resume, all interested applicants are required to submit a Statement of Qualifications. The Statement is a narrative discussion of how the candidate's education, training, experience, and skills meet the evaluation criteria and qualify them for the position. The Statement of Qualifications serves as documentation of each candidate's ability to present information clearly and concisely in writing.

    Review the Statement of Qualifications filing guidelines identified in the special requirements section of this bulletin.

    The Statement of Qualifications should describe a narrative of your experience relevant to each of the factors listed below; examples must be provided to justify the experience described. You must provide individual responses, numbered and in the following order:

    1. Describe your experience with California’s state's budgeting process and the role of control agencies, state departments, and the legislature in the process.

    2. Demonstrate your experience in financial and fiscal management involving a highly complex multi-funded budget.

    3. Management team experience demonstrating strong supervisory leadership, creativity, flexibility, strong judgement, and interpersonal skill.

    4. Describe your experience in cultivating collaborative working relationships with external partners, including control agencies, the federal government, other state entities, and local government agencies.


    For assistance in uploading documents, including the SOQ, you may want to consider watching the following video from CalHR's Training Catalog: Upload SOQ to your Application Package

    Equal Opportunity Employer

    The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

    It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.

    Application Methods:
    Electronic (Using your CalCareer Account)
    By Mail
    Drop-off