Senior Administrative Services Analyst

The County of Yolo is recruiting to fill one (1) regular, full-time position in the class of Senior Administrative Services Analyst at the Social Services Branch within the Health and Human Services Agency (HHSA). Successful candidates will be placed on an eligible list that will be utilized to fill this vacancy as well as future positions within the County as they arise.

The Program

HHSA Social Services Branch supports children, youth, families, and adults with social service programming. This position will specifically support the Social Services Branch and their entire fiscal structure, funding, and budget processes. This position also supervises several Administrative Services Analysts who specifically support Child Welfare Services with their Child and Family Services Reviews and all required state and federal reports.

The Position
The Senior Administrative Services Analyst plays an essential role in supporting the fiscal management of the Social Services Branch that includes being the lead on Branch budget and ongoing monitoring of financial transactions. This position will be assigned to work in Woodland at 137 N. Cottonwood Street and is a hybrid role as designated by the county telework policy. This position is designated as the fiscal liaison between the Social Services Branch and HHSA fiscal department. This position reports directly to the Social Services Director. Daily functions include interacting with the Social Services Director, fiscal staff and Social Services Managers regarding budget items, reviewing contracts and amendments, drafting RFP’s (Requests for Proposals), updating time-study codes, monitoring overtime reports, reviewing revenue streams, allocations, grants, etc. The Sr. Business Sr. Analyst is responsible for reconciling the Branch’s budget and all accounts payable, reconciling budget, and completing the reimbursement coding. Other functions may include collaborating with staff from other teams, agencies, departments or contractors. This position assists in reviewing fiscal literature issued by the state-CFL’s (County Fiscal Letters), and the impacts to programs and the Branch. This position is responsible for managing all programs within the Social Services Branch to include: Adult Protective Services, Children’s Medical Services, Child Welfare Services, In-Home Supportive Services, Public Authority, and Public Guardian.
 
Ideal Candidate Characteristics
The ideal candidate is proficient in providing internal and external customer service and engaging in collaborative work processes. They are able to work in fast-paced environment and are flexible to take on tasks, sometimes with short notice, and have an ability to independently problem solve without immediate supervision. They will adhere to all relevant regulations and policies and procedures.
 
HOW TO APPLY
Interested applicants should submit an online County of Yolo Employment Application, completed supplemental questionnaire, and verification of education beyond high school graduation by the closing date. For important and detailed information regarding the application and selection process for this recruitment, please see the APPLICATION AND SELECTION PROCESS section of this job announcement.

Definition
Under general direction, performs very difficult and highly complex administrative and analytical duties that involve and/or emphasize the functional areas of: general and administrative support, fiscal and contract management, program analysis and compliance, and/or staff development and training; may supervise professional, technical, and clerical staff as an ancillary duty; and performs other related duties as required.

Distinguishing Characteristics
This is the advance level and supervisory classification in the Administrative Services Analyst series. Incumbents perform highly complex assignments and typically have broad responsibility for overseeing one or more administrative functions for an entire department. Incumbents typically oversee and administer segments of a department's operations, extensively develop and prepare a departmental budget, extensively oversee a large and complex program, independently administer a staff development and training program within a department, and/or perform other assignments that require an advanced level of knowledge and skill, as well as the use of highly independent judgment. Incumbents often work on specialized projects containing a high number of complex and difficult tasks and assignments. Due to the complex nature of the duties assigned to this class, positions at this level are typically found in large to medium size departments.
 
In addition to the preponderant advanced analytical role of positions in this class, an incumbent may be assigned to lead or supervise other professional, technical and clerical support staff as an ancillary responsibility of the position.
 
The duties of a Senior Administrative Services Analyst generally focus on one or more specialized functional area including general and administrative support, fiscal and contract management, program analysis and compliance, and/or staff development and training. Consequently, specialized recruitments may be held to attract applicants by functional area.
 
This class may be distinguished from the Administrative Services Analyst class because incumbents in the lower class provide journey level support usually within a division or segment of a department. Typically, the work of the Administrative Support Analyst has a narrow departmental impact compared to that of a Senior Administrative Services Analyst. Frequently, but not always, a department may have several Administrative Services Analysts performing similar work within a functional area. In contrast, a single position of Senior Administrative Services Analyst position is more appropriate when overall administration of the function is assigned.

Assignments may include, but are not limited to, the duties listed below.
Typical duties related to general and administrative support functions:

• Gathers, compiles and analyzes data regarding complex department operations; reviews and analyzes organizational studies, policies, procedures, budgetary requirements, departmental personnel management practices, and other aspects of agency operations; prepares reports and makes recommendations on departmental policies, procedures, and operations.
• Reviews and analyzes complex legislation, state mandated regulations and procedures, and relevant court decisions to determine impact on departmental operations; makes recommendations for necessary actions.
• Handles highly specialized assignments with department-wide responsibilities such as acting as the departmental personnel or staff development officer, budget officer, or program administrative manager.
• Coordinates, monitors and directs the acquisition, allocation and use of equipment, supplies, telecommunication systems, office and facility space records storage and retrieval systems, and forms; conducts research and develops procedures to improve efficiency and cost-effectiveness; monitors expenditures.
• Represents the department in meetings with personnel from other departments and agencies; may lead and supervise other professional, technical and clerical staff.

Typical duties related to fiscal and contract management functions:

• Performs complex fiscal analyses; prepares recommendations regarding the status of various fund balance projections, fiscal transactions, and related financial activities for an assigned department; may direct and review the work of unit staff in performing fiscal analyses and preparing recommendations.
• Develops the most complex departmental budgets; may direct staff involved in the development of the budget or a portion of the budget, including the proper expenditure coding, document preparation, and other financial-related activities; monitors budgets for various units and projects.
• Assures fiscal accounting oversight, monitoring, management of contracts, grants, and other funding and expenditures sources.
• Prepares and writes requests for proposals, bids, quotes, and requests for information, contracts, reports, and correspondence.
• Oversees and participates in contract development, monitoring, interpretation, and resolution of contract disagreements.

Typical duties related to program analysis and compliance functions:

• Plans, identifies and analyzes complex program administration problems for a department and develops solutions; may direct staff providing program analysis and compliance duties.
• Reviews regulatory materials for program impact and possible review and revision of current systems and procedures.
• Coordinates multi-disciplinary groups for program systems review; develops program compliance procedures.
• Coordinates investigations related to civil rights issues in departmental programs and services, state hearings issues, and issues related to unethical and improper conduct; conducts and participates in training and education programs regarding such issues.

Typical duties related to staff development and training functions:

• Oversees and coordinates a departmental-wide staff development and training program; plans, coordinates, presents, and/or facilitates training, education, and staff development activities.
• Oversees and directs the preparation of training curricula and materials; assures that trainer and facilitators needs are met.
• Monitors training and assures their quality; develops training programs based on needs assessments; evaluates program effectiveness and resolves inadequacies.

Required for general and administrative support functions

Knowledge of: Advanced principles of public and business administration; agency organization and departmental relationships; departmental programs goals, requirements and operations; and community needs and resources; principles and practices of effective supervision and leadership.
 
Ability to: Handle highly difficult and sensitive issues and projects; analyze complex problems, select alternatives, determine consequences of proposed actions and implement recommendations in support of departmental objectives; understand, interpret, and apply complex laws, rules, and regulations as they relate to various areas of responsibility; collect, interpret and evaluate complex narrative and statistical data pertaining to fiscal and management matters; communicate effectively in writing in order to prepare a variety of complex reports, correspondence, and memoranda; establish and maintain effective a wide range of working relationships, including those with management and executive staff; provide leadership to task forces, committees, teams, and/or staff; supervises the work of subordinate support staff as assigned; analyze complex policies, procedures and programs and make effective recommendations; utilize computer hardware, software and peripherals to accomplish work objectives.

Required for fiscal and contract management functions 

Knowledge of:  Advanced methods and procedures of governmental budget preparation and control; professional accounting principles and practices; advanced statistical analysis methods; financial statement preparation; advance purchasing principles and practices; laws and regulations related to public contracting and purchasing.
 
Ability to:  Perform complex budget, grant and contract analysis, preparation, and monitoring; analyze and make effective recommendations regarding financial and accounting procedures; read, understand, and interpret complex rules, regulations, and laws as they apply to purchasing and contracting.
 
Required for program analysis and compliance functions

Knowledge of:  advanced principles, methods, and techniques of community organization and development, program planning and design, grant writing, program budget development, and program evaluation; advanced theories, principles, goals, and objectives of public social services; laws, rules, and regulations governing assigned social services areas.
 
Ability to:  Apply complex social services planning principles and techniques to problems and issues; build coalitions among groups with differing needs and objectives; plan and evaluate social service programs.
 
Required for staff development and training function

Knowledge of:  Advanced principles and practices of effective leadership; advanced principles and practices of training and staff development; effective communication, facilitation methods, and aids used for training programs and presentations.
 
Ability to:  Develop departmental training goals, objectives, and plans; provide leadership over task forces, committees, teams and/or staff; speak effectively and convey ideas while facilitating group discussions and training sessions.

Any combination of the required experience and education listed below that provides the knowledge and abilities is acceptable. A typical way of gaining the knowledge and abilities is outlined below:
 
Education:  Possession of a bachelor's degree from an accredited college or university in business administration, public administration, accounting, finance, human resources, organizational development, social work, education, or a closely related field; and
Experience:  One (1) year of experience as an Administrative Services Analyst in Yolo County; or three (3) years of professional journey level analytical, administrative, professional, managerial, or supervisor experience in any of the functional areas required by the position: general and administrative support, fiscal and contract management, program analysis and compliance, and/or staff development and training.  
Substitution:  Additional professional level experience in any of the functional areas noted above may be substituted for the required education on a year-for-year basis up to a maximum of two years.

License
Some positions in this classification may require incumbents to possess and maintain a valid California driver's license, Class C or higher, to carry out job related duties. Individuals who do not meet this requirement due to a physical or mental disability may request a reasonable accommodation.

The following is a tentative schedule of events that will occur as part of the selection process.  The selection process steps, and all listed dates, may change with or without notice.

• Screening for Minimum Qualifications - First review will be completed after November 16, 2026.
• Screening for Best Qualified 
• Department Selection Interviews 
• Reference Checks
• Conditional Job Offer, pending:
  • Pre-Employment Exams: Drug & Alcohol Screen
  • Department of Justice LiveScan
• Confirmed Job Offer

 
Screening for Best Qualified: The supplemental questions are designed to elicit specific information regarding a candidate's experience, education, and training. Responses should be consistent with the information on your application and are subject to verification.  If a job included responsibilities applicable to several questions, separate the different functions of the job to answer all the questions completely.  Resumes or referral to the application or other questionnaire responses will not be accepted in lieu of completing each question.  If you have no experience, write "no experience" for the appropriate question.  Based upon responses to the supplemental questionnaire, the applicant's education, training, and experience will be evaluated to determine those applicants that are best qualified.  

CONTACT INFORMATION
For questions about the position or about employment with the County, please contact Human Resources by e-mail at [email protected] or by phone at (530) 666-8055.

EQUAL EMPLOYMENT OPPORTUNITY
It is the policy of the County of Yolo to provide equal employment opportunity for all qualified persons, regardless of sex, sexual orientation, race, color, ancestry, religious creed, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state or local laws or ordinance.  The County will comply with all of its obligations under State and Federal laws regarding the provision of reasonable accommodations to applicants.  Reasonable testing arrangements may be made to accommodate applicants with disabilities or who are unable to attend a scheduled test due to religious reasons in accordance with the Fair Employment and Housing Act and the Americans with Disabilities Act. Please call the County of Yolo Human Resources Office at (530) 666-8055 at least five (5) business days prior to the scheduled test date to request accommodation. Documentation from a medical doctor, rehabilitation counselor, or other qualified professional will be required.

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Come join us! This is where YOU belong.