Program Manager

This Classification is scheduled to receive a 5% COLA effective July 2027.

This is a departmental promotional opportunity for regular help employees of the Butte County Department of Employment and Social Services. Only regular help employees currently employed in this Butte County Department are eligible to apply.

Note: A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the "Work Experience" section of this application. "See Resume" is not an acceptable response for any supplemental question.

FLSA: Exempt

DEFINITION

Under direction, plans, organizes, and manages the work of staff supporting a program which provides direct services to targeted populations/groups within the County or internal services for a County-wide program; program management responsibilities encompass designing, developing, implementing, monitoring, and evaluating program(s) and services; recommends and implements program goals and objectives, and ensures compliance with mandated requirements; and performs related duties as assigned. 

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned management personnel.  Exercises direct supervision over supervisory, professional, technical, and administrative support staff through subordinate levels of supervision.

CLASS CHARACTERISTICS

This classification is responsible for planning, organizing, reviewing, and evaluating direct service delivery programs related to ongoing County operations, initiatives, and services. Incumbents are responsible for performing diverse, specialized, and complex work involving significant accountability and decision-making responsibilities, which include developing and implementing policies and procedures for assigned program, budget administration and reporting, and program evaluation.   Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies.  Performance of the work requires the use of independence, initiative, and discretion within established guidelines. Employees serve as a specialist, liaison and advocate for the program, with regular contact with County management and peers, other government, private sector or community-based organizations, and members of the public. This classification is distinguished from the Senior Program Manager by a combination of factors which may include, but are not limited to, the latter classification’s responsibilities for managing multiple complex programs with greater breadth, depth, and span of control; a greater preponderance of budgetary and administrative accountabilities; or more complex service delivery provisions, including oversight of licensed professional staff.

EXAMPLES OF TYPICAL JOB FUNCTIONS

Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics.  The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. 

• Manages the program’s daily work activities and operations, directly or through subordinate supervisors, by establishing performance levels, communicating goals and performance expectations, and monitoring and reviewing work to ensure conformance to established policies and procedures, and standards for quality and timeliness.
• Develops and implements goals, objectives, policies and work standards for the assigned program.
• Plans, organizes, and manages the work of staff supporting a program(s) which provides direct services to diverse populations/groups within the community, or within the County.
• Ensures that the program is staffed with qualified individuals by resolving performance problems, documenting performance according to policy; training and developing staff; and assisting in the selection, hiring, and promotion of staff; provides guidance to subordinate supervisors regarding personnel matters.
• Evaluates and monitors service delivery and communicates findings to upper management; implements changes to improve efficiency and service quality; maximizes effectiveness of program operations and ensures alignment with the department’s mission; recommends and implements goals and objectives, policies, procedures, work standards, and internal controls. 
• Directs the collection and compilation of data and narratives for program evaluation; prepares reports for submission to County management and oversight agencies on program metrics and outcomes; takes action on program evaluation outcomes as directed by management.
• Directs and participates in resource acquisition and management; ensures that facilities used for programs meet compliance requirements.
• Develops, communicates and implements program action and/or operational plans and creates resources for organizations or individuals participating in program execution; conducts program training, drills and other methods to ensure participants are properly trained and understand their role(s) within program operations.
• Interprets laws and regulations to determine relevancy to program operations and services; affirms program compliance, or recommends measures to ensure, compliance with laws and regulations.
• Prepares a variety of administrative and technical reports, as well business correspondence and presentations; presents reports to internal and external stakeholders; conducts outreach presentations to community and advocacy groups.
• Serves as a staff resource by providing consultation and guidance to staff or other County management and employees with respect to service delivery or operational effectiveness issues.
• Develop or assist in development of budgets for assigned program(s) by preparing cost estimates and projections and performs ongoing monitoring of expenditures to ensure compliance with budget provisions; oversees or identifies program funding sources and prepares grant applications and proposals to secure funding; monitors grant funding to ensure compliance with funding agency requirements. 
• Oversees the development and management of contracts for assigned program(s).
• Works with internal County staff and external agencies, community groups, contractors, and other public and private organizations to determine needs for shared services and collaborative projects, or the provision of services by contracted agencies; may perform contract monitoring services for assigned department. 
• Ensures that information regarding services and policies is provided accurately and thoroughly to interested parties and responds to sensitive complaints from the community and County staff.
• Attends and participates in professional group meetings; may serve as a committee chair or facilitator; stays abreast of new trends, innovations, and best practices in the area of assignment. 
• Performs related duties as assigned.

Knowledge of:

• Principles and practices of employee supervision, including planning and assigning work, performance review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Operations and services provided within assigned program area, as well as its stated mission, scope and priorities.
• County, department, and program-specific policies and procedures.
• Principles and practices of program management including planning, development, implementation, monitoring, and evaluation.
• Basic principles and practices of budget development, administration and monitoring.
• Principles and practices of sourcing, applying for, monitoring and reporting grant funding.
• Socioeconomic and culturally diverse communities and demographics.
• Methods and techniques of communicating with diverse populations.
• Emergency management principles and practices.
• Public speaking principles.
• Methods and techniques of assessing community needs in assigned program area.
• Resources within the community available to program clients.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility including confidentiality laws.
• Funding sources for programs and services including fundable services and activities. 
• Legislative trends as they related to assigned programs. 
• Principles and practices of complex recordkeeping and documentation.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability To:

• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Develop and implement goals, objectives, practices, policies, procedures, and work standards. 
• Effectively manage and administer program operations and activities. 
• Adapt to changes in priorities or resources that impact pre-established timelines and courses of action.
• Maintain awareness of the functioning and status of multiple work groups or program areas simultaneously.
• Navigate a large organization and its competing priorities for effective program management.
• Delegate work assignments and appropriate level of responsibility to employees in order to ensure the completion of work assignments and projects.
• Identify, analyze, and evaluate situations or problems to determine appropriate courses of action.
• Work with internal and external stakeholders to identify community care needs in assigned program. 
• Coordinate community work groups, mobilize community resources, solicit input and develop implementation plans. 
• Perform quantitative and qualitative analyses to evaluate assigned projects, programs, and activities.
• Work across social and cultural barriers to engage diverse stakeholders, community members, and the public. 
• Ensure the maintenance and retention of complex records, files, reports, and other documents.
• Generate a variety of business documents including letters, memoranda, reports, and other written material. 
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the County in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals. 
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training, experience and educational degrees that would provide the required knowledge, skills, and abilities is qualifying. Substitutions will be made on a year for year basis. A typical way to obtain the required qualifications would be:

Bachelor’s degree from an accredited college or university with major coursework in public or business administration, public health, behavioral or social sciences, or a related field; and 

Three (3) years of professional program administrative experience in a field related to assigned area of responsibility, including one (1) year in a supervisory or management capacity. 

Certifications and Licenses:

• Must possess a valid US driver’s license upon date of application. Must obtain California driver’s license following hire date per California DMV regulations. 

• Some positions may require specialized licensure or certifications as determined by law.

PHYSICAL DEMANDS

• Mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various County sites; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information; ability to lift, carry, push and pull materials and objects up to 10 pounds.
• Vision to read printed materials and a computer screen. 
• Hearing and speech to communicate in person and over the telephone. 
• Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. 

 ENVIRONMENTAL CONDITIONS

• Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
• Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes a personal computer, fax machine, standard office equipment, and motor vehicle.

Disaster Service Worker

All Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. 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.