Administrative Services Officer, LACERA (BUDGET/FINANCE And PROCUREMENT/RISK MANAGEMENT)

POSITION INFORMATION

EXAM NUMBER
9-0410-G, Bul#20-21
SPECIAL SALARY INFORMATIONThis position is subject to the provisions of the Management Appraisal of Performance Plan (MAPP). Initial salary placement and subsequent adjustment will be made in accordance with MAPP guidelines and regulations.
TYPE OF RECRUITMENT
Open Competitive Job Opportunity This examination will remain open until the needs of LACERA are met and may close without prior notice.
The Los Angeles County Employees Retirement Association (LACERA) administers and manages the $57+ billion retirement fund for the County of Los Angeles. We provide retirement, disability, and death benefits to eligible County employees and their beneficiaries, and collect, deposit, invest, and manage retirement funds collected from the County, outside districts, and County employees.

LACERA is one of the largest county retirement associations in the United States with over 156,000 members. Our membership is comprised of individuals from a diverse range of careers, age groups, and ethnicity - all contributing to the greater welfare of Los Angeles County.

Benefits include health insurance, annual leave, sick leave, retirement, paid holidays, and ride share program.

LACERA Values: We work together toward achieving our mission through our shared Values.

Our Values include Professionalism, Respect, Open Communication, Fairness, Integrity, and Teamwork.

Administrative Services partners with LACERA divisions to provide quality services through people, technology and innovation. The Administrative Services Division is responsible for providing a variety of support services to the organization, such as procurement, budget administration, facilities management, copy center, mail services and word processing. In addition, Administrative Services manages special programs such as Health and Safety, Ride Share, Risk Management, Records Management and Business Continuity.

The Opportunity:
LACERA has two (2) current vacancies, one in Budget/Finance and One in Procurement/Risk Management. Our ideal candidates are innovative, motivated and passionate about taking Administrative Services to the next level. We are searching for an individual excited by the opportunity to be involved in heading teams charged with developing and monitoring the budget, and our document processing center and another individual charged with overseeing risk management, facilities maintenance, procurement, document processing center, and general management studies. Experienced individuals that possess the skill and technical abilities to enhance the effective management of the Administrative Services Division. These positions influence and interact with all levels, from line staff to our highest level executives.

Budget/Finance:
This position is part of the Administrative Services Division Management Team and provides both technical and administrative supervision to administrative generalists.
The Administrative Service Officer — Budget/Finance coordinates and manages LACERA’s overall budget processes related to LACERA’s Administrative Budget, LACERA Retiree Healthcare Budget, and the Other Post-Employment Benefits (OPEB) Budget. Responsibilities include developing policy recommendations, budget guidelines, and preparation instructions; conducting full range of complex and sensitive studies and analysis related to budget development and management; collecting and preparing data; developing financial forecasts and trend reports; making recommendations and presentations to LACERA’s Executive Office and Boards; planning, organizing and supervising the work of others; and performing related work as assigned.
Procurement/Risk Management:
This position is part of the Administrative Services Division Management Team and provides both technical and administrative supervision to administrative generalists.
The Administrative Services Officer — Procurement/Risk Management position is charged with developing and monitoring the risk management programs, Records and Information Management Program, Liability Insurance Program, Business Continuity Program, and Health and Safety Program, as well as contract monitoring, facilities maintenance, procurement, and general management duties. This position may make decisions and recommendations on matters concerning risk management, special studies, and other programs that the incumbent is charged with developing. The incumbent in this position may be cross-trained in several functional areas to enhance the overall effective management of the Administrative Services Division.
Vacancy Information: The current vacancies are located in the Administrative Services Division.
Work Schedule: This full-time position is required to work a 5/40 schedule (e.g. an eight (8) hour day, Monday through Friday) for at least the first six (6) months of employment.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

The following examples are intended to describe the general nature and level of work performed by persons assigned to each classification. Depending on the assignment, duties may include, but are not limited to the following

Directs the control of appropriations within approved program; develops and justifies budget adjustments and periodic allocation changes.

Conducts and supervises cost studies of major LACERA programs and coordinates cost control and cost analysis systems; influences line management to accept realistic budgetary standards.

Plans, develops and directs a comprehensive, management and analysis program; and participates in the implementation of major changes in policies, procedures and organization in the department.

Participates fully in program planning and providing expert advice and solving problems of specialized programs, financing, and staffing.

Identifies and analyzes experience and risk exposure to determine program modifications to ensure appropriate coverage to control risk, prevent loss, and reduce cost.

Maintains the general liability and fiduciary insurance program for LACERA including LACERA corporations, properties and Board Member liability insurance.

Analyzes proposals by LACERA's insurance broker for annual contract renewals, meets with LACERA's Legal Office to determine legal ramifications of new contracts, and negotiates with the broker for the most cost effective instruments.

Reviews with LACERA's Safety Officer and Human Resources staff established workplace safety programs and property loss prevention programs to develop effective solutions to problems, increase effectiveness, and ensure compliance with local, state and federal regulations.

Develops, maintains and revises the Business Continuity Program which includes plans for emergency response, resumption of business after a disaster, staff training, and restoration of services after a disaster.

Selects and oversees the work of consultants and vendors hired to provide services to LACERA.

Directs the review and analysis of legislation and regulations which have a significant impact on the administration of programs; and makes recommendations on whether the department should support or oppose the proposed changes.

Represents the interests of LACERA with County, local, Federal and State representatives.

May supervise the activities of a team of subordinate administrative generalists engaged in front end analysis, development and preparation of departmental budgets and in the presentation of the budget to the Boards of Retirement and Investments.

May supervise administrative specialists in the areas of facilities management, asset tracking, procurement, document processing, insurance, health and safety, and loss prevention.

Assumes, as assigned, responsibility for performing other specialized duties related to the overall management of the association.

Perform other related duties as assigned.

REQUIREMENTS

SELECTION REQUIREMENTS:
Five (5) years of experience in a general administrative staff or specialized staff capacity analyzing and making recommendations for the solution of problems of organization, systems and procedure, program, facility planning, budget, or risk management.

-OR-
Two (2) years of experience at the level of Administrative Assistant III, LACERA

LICENSE: A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

PHYSICAL CLASS II Light - Light physical effort which may include occasional light lifting to a 10 pound limit, and some bending, stooping or squatting. Considerable walking may be involved.

Endorsement of County Qualifications:
Employees who wish to qualify using experience gained in county classifications not at the level above MUST provide verification of qualifying out-of-class experience by providing official documentation of additional responsibility bonus, out-of-class bonus, or temporary assignment bonus with your application at the time of filing or within fifteen (15) calendar days from application submission. Employees do not need to submit such verification if they hold or have held a position at the level of the positions listed.

ADDITIONAL INFORMATION

DESIRABLE QUALIFICATIONS:

Budget/Finance

• Demonstrated experience supervising, planning, organizing, and directing the work of staff responsible for budget preparation and monitoring.
• Demonstrated experience performing financial, statistical, comparative analyses of budgetary documentation and making sound conclusions and recommendations.
• Experience and knowledge of accounting, financial forecasting and budgeting principles and practices.
• Experience and knowledge of direct and indirect cost allocation rules and methodology used to forecast costs, variance reporting and cost maintenance.
• Demonstrated experience developing policies and procedures governing work operations.
• Demonstrated experience analyzing complex problems, evaluating alternatives and implementing creative recommendations for solutions to problems, procedures and programs.
• Excellent interpersonal skills, strong written and verbal communication skills, to include making effective oral presentations and preparing clear, concise and complete written reports.
• Demonstrated project management experience, including working on several assignments simultaneously, setting priorities, meeting deadlines, and working independently within established guidelines.
• Able to establish and maintain effective working relationships with those contacted in the course of the work.
• Microsoft Office Applications including Excel, Word and PowerPoint, as well as experience using Budget Software.

Procurement/Risk Management

• Demonstrated experience supervising, planning and coordinating the work of staff responsible for purchasing equipment, supplies and services, including the coordination and development of formal and informal bids and contracts.
• Demonstrated experience supervising, planning and organizing the work of facility support services that includes maintenance, renovation, and acquisition of office space.
• Demonstrated experience identifying, communicating, measuring and management of company-wide risk. To include developing, implementing and administering an insurance program, specifically understanding and evaluating insurance policies, assessing risk and executing purchases.
• Demonstrated experience designing, developing and managing a Business Continuity Program (BCP) to include developing procedures, coordinating BCP tests, and documenting test results.
• Demonstrated experience analyzing complex problems, evaluating alternatives and implement creative recommendations for solutions to problems, procedures and programs.
• Demonstrated project management experience, including working on several assignments simultaneously, setting priorities, meeting deadlines, and working independently within established guidelines.
• Strong interpersonal skills, strong written and verbal communication skills, to include making effective oral presentations and preparing clear, concise and complete written reports.
• Microsoft Office Applications including Excel, Word and PowerPoint

Our Process:

Part I: Qualifying review of application information. Employment applications will be fully reviewed and accepted/rejected based on the Selection Requirements, Desirable Qualifications AND Supplemental Information Form. Only the most highly qualified candidates as identified in the screening process will proceed to Part II of the exam process.

Only the highest qualified applicants as determined under Part I, will be invited to continue in the selection process under Part II.

Part II: An appraisal interview weighted 100 % which will assess applicants knowledge, experience, and general ability to perform the duties of the position.

The appraisal (oral) interview will assess the applicants knowledge, experience, and general ability to perform the essential functions of the position.

Those candidates which are determined eligible for hire under the Los Angeles County's Civil Services Rules may be invited to the selection process which may be comprised of a selection interview and/or job related assessments.

CANDIDATES MUST ACHIEVE A PASSING SCORE OF 70 OR HIGHER ON THE WEIGHTED PORTION OF THE EXAMINATION IN ORDER TO BE PLACED ON THE ELIGIBLE REGISTER, WHICH IS VALID FOR 12 MONTHS.

EXAMINATION NOTIFICATIONS: All selection invitations (e.g. oral, performance, written, etc.) and/or special notices will be sent to candidates via email to the email address provided on the official application only. Ensure your email address is correct at the time of filing. Allegations of not receiving the email notification to the email address provided on the official application will not be considered an acceptable reason to authorize an early or late examination administration.

For the foreseeable future, all notices including invitation letters, results letters and notices of non-acceptance will be sent electronically to the email address provided on the application. It is important that applicants provide a valid email address.
Please add snorton@lacera.com and info@governmentjobs.com to your email address book and to the list of approved senders to prevent email notifications from being filtered as SPAM/JUNK mail. Please note, if you opt out of receiving emails, you can visit governmentjobs.com, log into your profile and check your inbox. The inbox retains a copy of all emails sent, for your records.

DO NOT select "Off" under Email Preferences within your profile or click "Unsubscribe" on our notices if you would like LACERA to notify you regarding your application status, test schedules, and other important information pertaining to your candidacy for this position. Moreover, please add Your Email@lacera.com and info@governmentjobs.com to your email address book and to the list of approved senders to prevent email notifications from being blocked or filtered as spam/junk/clutter email from your email provider. LACERA will not consider allegations of not receiving the email notification as an acceptable reason to authorize a reschedule or late exam administration

LACERA will not consider allegations of not receiving the email notification as an acceptable reason to authorize a reschedule or late exam administration.

ELIGIBLE INFORMATION: The names of candidates receiving a passing grade will be placed on the eligible register in the order of their score group for a period of twelve (12) months following the date of promulgation.

SELECTIVE CERTIFICATION in accordance with TITLE 5 - PERSONNEL, APPENDIX 1 (Civil Service Rule 11.03) of the Los Angeles County Code. selective certification may be used for some positions that require special skills and/or training. A Selective Certification may be established for the following areas:
1. Budget and/or Finance
2. Contracts 3. Procurement 4. Risk Management

Duties performed in these areas are listed in the job description. Specific knowledge of the specialized functional areas maybe the subject of the departmental hiring interview. If you wish to be considered in any areas above, you MUST clearly indicate the specialized experience on your application and supplemental questionnaire. Any inconsistencies or discrepancies with your job description on the application and supplemental questionnaire will not be considered as qualifying.

REMINDER:
Applicants are required to respond to all supplemental questions during the application process. Be sure to provide detailed and accurate responses to all questions. The questions are designed to elicit information to confirm the applicant qualifies not only for the position itself, but also for placement on any Selective Certification lists. To provide the best responses, applicants should allow at least one (1) hour to complete the supplemental questionnaire.

APPLICATION AND FILING INFORMATION:
Application must be submitted online. Applicants can check the status of their applications at any time by logging into their account on www.governmentjobs.com

The acceptance of an employment application depends upon whether or not an applicant has provided adequate information that clearly demonstrates meeting the Minimum Requirements for the position as stated above. Please complete the application and supplemental questionnaire thoroughly and completely. Information provided in the supplemental questionnaire must be reflected in the application to be considered.

Failure to provide complete information on the employment application and on the supplemental questionnaire will impact the assessment of an applicant's qualifications and acceptance in the selection process.

Applications submitted without the complete work history and the supplemental questions completed in their entirety will be rejected as incomplete. "See application" or "See resume" or copy and paste of work experience is not sufficient or qualifying responses.

Resumes will not be accepted in lieu of the completed application or supplemental questionnaire.

In the space provided for education, include the names and addresses of schools attended, and number of credits, degree, and/or certificate(s) earned.

In order to receive credit for any college course work, or college degree, such as an Associate, Bachelor, Master, Doctorate degree, or for completion of a certificate program, you must include a legible copy of the official diploma, official and/or unofficial transcripts, or an official letter from the accredited institution which shows the area of specialization or official certificate(s) at the time of filing or within ten (10) business days from application submission date.

Applicants must provide the appropriate attachments during application submission, email the documentation to humanresources@lacera.com, or fax a photocopy of the required documents to (626) 564-6699 within ten (10) business days of filing. Please include the examination title and number on the documentation.

Failure to provide the appropriate documentation may result in your application being rejected as incomplete and will be removed from consideration.

Your employment history should be listed in order beginning with the most recent.

For each job held, provide the name and address of your employer, your job titles, beginning and ending dates, description of work performed, salary earned, and reason for leaving.

If you have worked in more than one position for one employer, list each job title and/or area of assignment separately on the application to demonstrate your experience in various assignments/occupational areas.

Part-time experience will be evaluated on the basis of its fractional equivalent of a 40-hour workweek.

All required experience must be paid.
This position may require working evenings, weekends, and holidays.

TO APPLY ONLINE GO TO: www.lacera.com and click on the Careers link.
Faxed, emailed, or hardcopy (paper) applications will not be accepted.

COMPUTER AND INTERNET ACCESS AT PUBLIC LIBRARIES: For candidates who may not have regular access to a computer or the internet, applications can be completed on computers at public libraries throughout Los Angeles County.
Candidate(s) who complete examination process with acceptable results will be considered by the Department hiring authority. Upon an offer of employment, a comprehensive background investigation will be conducted, which includes verification of experience, and/or education, credit history, and fingerprinting through the California Department of Justice and the Federal Bureau of Investigation.

BACKGROUND CHECK:
Except for a very limited number of positions, candidates will not be asked to provide information about conviction history until they receive a contingent offer of employment. LACERA will make an individualized assessment of whether or not a candidates conviction history has a direct or adverse relationship with the specific duties of the job, and consider potential mitigating factors, including but not limited to; evidence and extent of rehabilitation, recency of the offense(s), and age at the time of the offense(s). If asked to provide information about conviction history, any convictions or court records which are exempted by a valid court order do not have to be disclosed.

IMPORTANT NOTE:
Please note that ALL information included in the application materials is subject to VERIFICATION at any point during the examination and hiring process, including after an appointment has been made. FALSIFICATION of any information may result in DISQUALIFICATION or RESCISSION OF APPOINTMENT.

Utilizing VERBIAGE from the Classification Specification, Minimum Requirements, and/or Desirable Qualifications serving as your description of duties WILL NOT be sufficient to demonstrate that you meet the requirements. Doing so may result in an INCOMPLETE APPLICATION and you may be DISQUALIFIED. Applications may be rejected at any stage of the examination process. If you have a disability and need an accommodation, please contact our ADA Coordinator. The sooner you contact us, the sooner we can respond without any time loss for you on the recruitment.

Requests for accommodation: humanresources@lacera.com
Teletype Telephone: (800) 899-4099
Department Contact Name: Sharon Norton
Department Contact Telephone: (626) 564-6000 extension 3350
Department Email: humanresources@lacera.com

We are a Fair Chance employer. Except for a very limited number of positions, you will not be asked to provide information about a conviction history unless you receive a contingent offer of employment.

LACERA will make an individual assessment of whether your conviction history has a direct or adverse relationship with the specific duties of the job, and consider potential mitigating factors, including, but not limited to, evidence and extent of rehabilitation, recency of the incident(s), and age at the time of the offense(s).

Any convictions or court records which are exempted by a valid court order do not have to be disclosed.

Equal Employment Opportunity: It is the policy of LACERA to provide equal employment opportunity for all qualified persons, regardless of races, religion, sex, national origin, age, sexual orientation, or disability or any other characteristics protected by State or Federal law. All positions are open to qualified men and women pursuant to the American with Disabilities Act of 1990 and the California Fair Employment and Housing Act. LACERA will comply with all of its obligations under State and Federal laws regarding the provision of reasonable accommodations to applicants.