Administrative Officer - Sacramento

THE POSITION · THIS JOB POSTING WILL AUTOMATICALLY CLOSE UPON THE RECEIPT OF 75 APPLICATIONS · OR · AT THE FINAL FILING DEADLINE, WHICHEVER OCCURS FIRST. · With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside with ...

Job description

THE POSITION
THIS JOB POSTING WILL AUTOMATICALLY CLOSE UPON THE RECEIPT OF 75 APPLICATIONS

OR

AT THE FINAL FILING DEADLINE, WHICHEVER OCCURS FIRST.

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.

The Administrative Officer is responsible for overseeing the financial, budgetary, and asset management functions of the Facilities and Real Property Management (FRPM) Division, supporting architects, engineers, real estate staff, and maintenance trades, such as carpentry, plumbing, HVAC, and electrical.

This position manages the division's internal service fund, citywide offset billing, cost plan reporting, and budget forecasting to ensure accurate cost recovery, support facilities rate development, and maintain compliance with accounting and audit requirements.

This position provides financial oversight for more than 120 active capital improvement projects, ensuring expenditures align with approved budgets, funding sources, project schedules, and that costs are properly tracked and reported.

In addition, the Administrative Officer administers FRPM's facilities assets and work order management system, which supports lifecycle planning, capital prioritization, and financial reporting for the City's building portfolio.

The Administrative Officer plays a critical role in maintaining accurate asset records, reliable cost plan inputs, and effective financial controls, helping to reduce fiscal risk and ensure continuity of operations, accountability, and responsible stewardship of City resources.

IDEAL CANDIDATE STATEMENT
The Ideal Candidate Possesses The Following Skills And Characteristics

Demonstrates strong knowledge of public-sector financial management, including internal service funds, cost recovery, budget forecasting, and cost plan reporting.

Has experience supporting capital improvement programs and asset management systems, with the ability to interpret financial data and ensure alignment with approved budgets and funding sources.

Brings a collaborative approach to working with technical, operational, and administrative teams, supporting architects, engineers, real estate staff, and maintenance trades.

Exhibits strong analytical, organizational, and communication skills, with attention to detail and the ability to manage multiple priorities in a complex operating environment.

Values accountability, data integrity, and continuous improvement, contributing to sound financial controls and responsible stewardship of public resources.

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.

Essential Duties And Responsibilities

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.

Qualifications


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 credentials evaluation service.

Evaluation of education records will be due at time of appointment.

Special Qualifications


Special Selection Criteria:
Some positions in this classification may require additional knowledge and experience in the following:

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


THE SELECTION PROCEDURE
Please note, the City of Sacramento's 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.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 or upon receipt of 75 applications, whichever occurs first;3.

Screening Committee:
(Pass/Fail) - All applications received by the final filing deadline or upon receipt of 75 applications, whichever occurs first, will be forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

Application:
(Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline or upon receipt of 75 applications, whichever occurs first;
Employment applications must be submitted online; 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 full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (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 in determining eligibility 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 online with your application.

Proof of education will be required at time of appointment.
Responses to the supplemental questionnaire must be submitted online; 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 information required in the supplemental questionnaire.
Possession of the minimum qualifications is not necessarily a guarantee for further advancement in the selection process.

Interview Process:
Human Resources will forward applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process.

Conditional Hire:
Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting.

If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department.

Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.
Questions

For questions concerning this job announcement and the application 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 ;
Send an email to ; or
Call the Human Resources Department at

Bilingual Pay

Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act

The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013.

Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer

The City of Sacramento 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.

Additional Information


Civil Service Rules:

Union Contracts:
Salary Schedule:

01


APPLICATION:
I understand my application must meet the minimum qualifications for consideration of employment with the City of Sacramento.

The experience I list in the duties area of the "Work Experience" section of the employment application will be used to determine if I meet the minimum qualifications as stated on the job announcement.

A resume, responses to the supplemental questions requiring a narrative response, employment history listed elsewhere in the application or attachments will not substitute for the information required in the "Work Experience" section of the employment application.

Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position


Note:
Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).

Please refer to the City of Sacramento's Applicant Resources Page for Screening Instructions:

Yes

02


PROOF OF EDUCATION:

To qualify for this classification you may use education or experience as listed in the substitution option to provide required knowledge, skills, and abilities.

I understand proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with my application and will be required at the time of appointment if I am using education to qualify for this position.

Please refer to the City of Sacramento's Proof of Education Requirements ) for information on accepted documentation.

Yes

03


EDUCATION CONFIRMATION:
If I am using education to qualify for this position, I attest I possess or will possess the following level of education in business or public administration or a closely related field by time of appointment if I am selected for this position

No units from an accredited college or university
Less than 30 semester or 45 quarter units from an accredited college or university
30 semester or 45 quarter units from an accredited college or university
60 semester or 90 quarter units from an accredited college or university
Associates Degree
90 semester or 135 quarter units from an accredited college or university
Bachelors Degree
Masters Degree
Doctorate

04


SUPPLEMENTAL QUESTIONNAIRE:

The answers to the questions below will be reviewed by the hiring department along with the information provided in your employment application.

Therefore, your answers must be consistent with your employment application information (especially in the "Education" and "Work Experience" sections), must be unambiguous, and must contain sufficient but concise detail and organization.

A resume will not be accepted in lieu of completing this Supplemental Questionnaire.

Lack of clarity, incomplete or inconsistent information, and/or disorganized presentation may negatively affect the hiring department's review of your Supplemental Questionnaire.

I understand and agree to the above instructions.

Yes

05

Describe your experience supporting capital improvement projects or an asset management system.

Include in your response how you tracked expenditures, managed competing priorities, and ensured financial data aligned with approved funding sources and project schedules.

06

Describe your experience collaborating with diverse stakeholders to resolve financial or operational issues. Include the approach you took and provide specific examples of the communication techniques you used.

07

Describe your experience managing public-sector budgets or internal service funds.

In your response, detail how you ensured accurate cost recovery, compliance with cost plans, and the implementation of strong financial controls.

Required Question