ADMINISTRATIVE SERVICES MANAGER II - FIRE EMERGENCY

Position/Program Information

FIRE DEPARTMENT

TYPE OF RECRUITMENT

OPEN COMPETITIVE - FIRE EMERGENCY

APPLICATION FILING PERIOD

Applications will be accepted from May 14, 2025, at 8:00 a.m. (PT) until May 16, 2025, at 5:00 p.m. (PT)

The LA County Board of Supervisors has unanimously ratified a Proclamation of Local Emergency in response to the windstorms and wildfires , including the Palisades and Eaton Fires, that have devastated communities across the County. We are looking for qualified and passionate individuals to assist the County i mobilizing resources and support needed to help our residents recover and rebuild. If you are looking for a new career that will directly benefit the population of LA County, this may be the opportunity for you.

The County of Los Angeles Fire Department is seeking qualified candidates to fill emergency Administrative Services Manager II vacancies related to the unprecedented disaster.

Under the emergency order, applicants who meet the requirements may be hired for an initial period of up to 90 days, with an opportunity for permanent County employment.

During your initial work period, you will be assessed on your work performance. This assessment will be weighted at 100%. Those who successfully pass the assessment will be considered for permanent appointment to the Administrative Services Manager II position.

DEFINITION/STANDARDS
DEFINITION:
Supervises a unit of analysts responsible for performing a full range of difficult to complex analytical assignments within one or more administrative functional areas and makes recommendations on highly complex issues which directly impact departmental programs and administrative operations, and which may be of a confidential or sensitive nature.

CLASSIFICATION STANDARDS:
Positions allocable to this supervisory class are located in the central administrative office of a line department, receive general supervision from a higher-level supervisor or manager and are responsible for supervising a unit of analysts performing a full range of difficult to complex analytical assignments within functional areas such as human resources, contracts, budget, finance and other closely related administrative functional areas. These positions may be allocated to major, complex administrative services divisions where they function in a lead or project management capacity with responsibility for providing guidance and direction to staff on the most specialized, complex and difficult analytical assignments which impact major departmental programs and administrative operations, or central agency departments, where they are responsible for providing technical expertise and guidance to administrative staff in County line departments on highly complex issues and problems associated with their area of expertise. Assignments require the use of discretion and care in the handling of confidential and sensitive information used to support management decisions, as well as professionalism and tact in dealing with individuals such as higher-level staff members, managers, and professionals from other organizations on sensitive or controversial issues of considerable consequence or importance.

Incumbents in this class are typically responsible for providing full administrative and technical supervision to lower-level staff and oversee the performance of the most specialized, complex and difficult work assignments which require a substantial depth of analysis as well as the use of sound professional judgment, initiative and creativity in devising and applying new research and analytical methods and techniques to address and resolve highly complex and/or contentious problems related to their assigned administrative functional area. Work tends to be covered by administrative policies and precedents; however, rules, policies, practices, precedents and guidelines specific to assignments are often scarce, inapplicable or have gaps in specificity; incumbents are expected to use judgment, initiative and resourcefulness in deviating from established work methods to modify, adapt, and/or refine broader guidelines to resolve issues and problems. Recommendations made have significant impact on higher-level staff and management decisions.

Assignments are made in terms of overall objectives and resources available, with the incumbent and supervisor working in consultation to develop deadlines, the scope of the assignment and expected results. Incumbents are responsible for applying a mastery of the principles, concepts, methods and techniques applicable to their functional area in planning and carrying out their assignments, resolving issues and conflicts that emerge and keeping the supervisor informed of progress made and potentially controversial matters identified. Completed work is evaluated in terms of soundness of approach, overall quality and results in meeting objectives and feasibility of recommendations.

These positions differ from those belonging to the lower-level Administrative Services Manager I class in that positions within the latter class are responsible for either performing a full range of difficult to complex analytical assignments or supervising a small unit of lower-level analysts responsible for carrying out a variety of routine to moderately complex analytical assignments, while positions within the Administrative Services Manager II class are typically responsible for supervising a unit of analysts responsible for carrying out a full range of difficult to complex analytical assignments.

Essential Job Functions

EXAMPLES OF DUTIES

DUTIES AND RESPONSIBILITIES:

ESSENTIAL DUTIES:

Plans, organizes, assigns, and evaluates the work of journey-level analysts assigned to a unit or project team; with staff, develops, implements and monitors work plans to achieve assigned objectives; provides input and monitors performance; participates in developing, implementing and evaluating plans, processes and procedures to achieve established goals and objectives in accordance with department standards.

Participates in interviewing and selecting new unit staff; establishes performance requirements and personal development targets; regularly monitors performance and provides training, coaching and mentoring for performance improvement; recommends performance recognition when warranted; subject to management concurrence, takes disciplinary action in accordance with County policies.

Plans and conducts highly complex and sensitive research assignments requiring the development of study criteria, locating and gathering of data from multiple sources and interpretation of conflicting and ambiguous data to reach sound conclusions; identifies research problems and challenges, and devises analytical methods and techniques required to accomplish assignment objectives; develops statistical and information-gathering processes to ensure quality, integrity, validity and relevance of data obtained for analysis and decision making purposes.

Compiles information by grouping and/or categorizing the information (e.g., in tables, spreadsheets, data files) in meaningful ways in order to facilitate meeting specific analytical requirements.

Uses qualitative and/or quantitative analytical methods in order to identify and evaluate highly complex issues, summarize findings and draw fact based conclusions often based upon large amounts of ambiguous and/or conflicting information.

Analyzes highly complex operational, financial, program and other issues and makes recommendations on appropriate courses of action; participates in the development of options and positions that meet objectives and best balance the interest of various stakeholders; develops and/or recommends the development of major programs or policies to address problems or improve operations by applying the results of research and analysis of pertinent information in order to ensure the highest likelihood of success.

Prepares a variety of documents (e.g., reports, business correspondence, memoranda) often of a highly sensitive nature requiring the exercise of organizational acumen; uses appropriate software programs (e.g., word processing, desktop publishing, presentation) in order to effectively communicate information to various audiences (e.g., departmental personnel, members of the public, governing boards).

Interacts with a variety of individuals (e.g., vendors, managers, representatives of external agencies/organizations) often on highly sensitive, contentious and confidential issues; participates in meetings to make presentations, provide advice and/or consultation services, resolve conflicts, mediate disputes, and negotiate agreements; coordinates activities with County central agency and departmental staff, consultants, outside agencies, etc. to ensure that programs are successfully implemented.

Monitors processes and programs by gathering and analyzing relevant information in order to ensure that processes are capable and stable, and programs are proceeding as planned; monitors emerging issues and concerns in order to develop timely proactive responses.

Evaluates the effectiveness of various programs by comparing program outcomes to program goals in order to determine whether to continue, modify, or discontinue programs.

Performs various administrative duties (e.g., creating and maintaining files; formatting standard documents; receiving, processing, and routing documents) by appropriately applying Federal and State laws, County and local ordinances, and departmental policies and procedures in order to ensure all work done complies with established guidelines and requirements.

EXAMPLE OF DUTIES: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

Human Resources:

Supervises technical staff providing personnel services in departmental classification, recruitment, selection and policy development. Serves as chief departmental advocate in defending departmental personnel actions which have been appealed to the Civil Service Commission and directs a small subordinate staff of departmental representatives.

Contracts:

Supervises a unit of analysts responsible for providing contract development and administration services.

Serves as a project manager and participates in the work of a team/unit of journey- and lower-level analysts; participates in providing work guidance and direction, scheduling, assigning and monitoring work of other employees for completeness, accuracy and conformance with departmental standards; provides information, instruction and training on work processes; provides input to supervisor on employee work performance and behaviors; estimates personnel, equipment and material requirements for assigned projects; monitors and ensures project completion in accordance with established deadlines.

Conducts the most specialized and complex contracting feasibility and cost analysis studies of highly specialized and complex departmental operations and services to determine contracting needs and approaches to acquire needed services; prepares reports detailing findings and makes recommendations.

Analyzes and makes recommendations for the preparation, development, negotiation, administration, and termination or renewal of the most specialized and technically complex departmental contracts.

Reviews and analyzes highly complex departmental activities and specialized program services to develop information on workload, personnel, and equipment and material requirements to develop/determine available information on current County costs.

Develops the most complex solicitation and contract documents including Request for Proposals (RFPs), Invitations for Bids (IFBs), and Requests for Quotations (RFQs).

Consults and coordinates contracting efforts with technical or professional specialists in program areas and appropriate line managers to define and establish contract specifications and scope of work to ensure completeness and accuracy of findings to draft contract specification.

Administers the most complex contract solicitations by developing solicitation packages, specifications, and/or scopes of work; participates in the proposal/bid evaluation process.

Negotiates or actively participates in the negotiation and development of assigned contracts specifying vendor and County responsibilities and expectations regarding delivery of services, contract term, special pricing arrangements, and other essential provisions for complex contracts.

Prepares correspondence for submission to the Board of Supervisors to obtain approval for the largest and most complex service acquisitions.

Reviews and/or directs line operations in identifying contractual and funding programs and in resolving differences with contracts; investigates complaints and formulates procedures for the resolution of contracting problems from department staff, contractors, community groups, contractor employees and members of the public.

Budget/Finance and other closely related administrative functional areas:

Supervises technical staff engaged in analyzing and recommending solutions for problems of organization, budget, and systems and procedures.

REQUIRED COMPETENCIES AND QUALIFICATION STANDARDS:

GENERAL COMPETENCIES:

Knowledge:

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources.

Clerical - Knowledge of administrative and clerical procedures and systems such as managing files and records, designing standard forms, and other general office procedures and terminology.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Skills:

Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Mathematical Reasoning - The ability to choose the right mathematical methods or formulas to solve a problem.

Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Coordination - Includes planning, scheduling, organizing, prioritizing, and monitoring work activities by utilizing resources (both human and material) to their fullest and aligning work plans with departmental goals.

Time Management - Managing one's own time and the time of others.

Instructing - Teaching others how to do something.

Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Quality Control Analysis - Conducting tests and inspections of products, services, or processes to evaluate quality or performance.

Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

Abilities:

Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.

Oral Expression - The ability to communicate information and ideas in speaking so others will understand.

Written Expression - The ability to communicate information and ideas in writing so others will understand.

Reasoning - The ability to apply the rules of logic when synthesizing a variety of information to identify a problem or reach a workable decision, resolution, or recommendation.

Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

SPECIALTY COMPETENCIES

In addition to the general knowledge requirements listed above, individuals must also possess additional knowledge specific to their specialty area:

Contracts:

County Contracting Authority and Terms and Conditions - Includes knowledge of how to identify and select sources of authority for the County of Los Angeles (e.g., the Board of Supervisors, The County's Purchasing Agent, department heads), knowledge of Proposition A, knowledge regarding legally required contract provisions, knowledge of legally required and Board of Supervisors mandated contract provisions, etc.

Contracting Strategy and Planning - Includes knowledge of the key components of the strategy and planning process, knowledge of the concept of risk as it pertains to contracts, knowledge of how to define the scope of a project and identify requirements to ensure successful contract development, etc.

Creating a Solicitation - Includes knowledge of how to structure solicitations (e.g., the six stages of solicitation, themes of the solicitation process, considerations in the approach to solicitation), knowledge about when and how to prepare materials (e.g., RFSQs, RFPs, SOQs), knowledge regarding the evaluation process (e.g., how to select evaluation committee members, the creation of business requirements, evaluation requirements), knowledge of how to appropriately structure the solicitation response (e.g., facilitating the evaluation, separating cost from function/service, avoiding interpretation of response material), etc.

Managing the Solicitation Process - Includes knowledge of the Contract Analyst's role, knowledge of the role of the project team, knowledge of techniques to exercise control of a project, etc.

The Proposal Evaluation Process - Includes knowledge of the Informed Averaging Evaluation Methodology, knowledge of appropriate evaluation process documentation, knowledge regarding Countywide Protest Policy, etc.

Contract Negotiation and Approval Process - Includes knowledge of the preparation process for contract negotiations, knowledge of contract negotiation principles and processes, knowledge of internal and external review/approval processes, etc.

WORK STYLES:

Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations.

Adaptability/Flexibility - Job requires being open to change (positive or negative) and to considerable variety in the workplace.

Cooperation - Job requires being pleasant with others on the job and displaying good-natured, cooperative attitude.

Stress Tolerance - Job requires accepting criticism and dealing calmly and effectively with high stress situations.

Integrity - Job requires being honest and ethical.

Concern for others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

Assertiveness - Job requires a willingness to lead, take charge, and offer opinions and direction.

Persistence - Job requires persistence in the face of obstacles.

Initiative - Job requires a willingness to take on responsibilities and challenges.

Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.

Requirements

MINIMUM REQUIREMENTS :

TRAINING AND EXPERIENCE:

Option 1

A Bachelor's degree from an accredited college or university -AND- Three years of experience performing analytical assignments, two years of which must have been at the level of a journey-level analyst* or higher, within one or more of the following administrative fields: human resources, budget, finance, contracts or other closely-related administrative field.

Option 2

Five years of experience performing analytical assignments, two years of which must have been at the level of a journey-level analyst* or higher, within one or more of the following administrative fields: human resources, budget, finance, contracts or other closely-related administrative field.

*Journey-level analyst work involves the independent performance of work assignments which require the use of sound professional judgment, initiative and creativity in identifying and selecting research and analytical methods and techniques to address and resolve complex, controversial, and/or sensitive problems related to administrative functions such as human resources, budget, finance, contracts and other closely-related administrative functional areas.

Note: For a fuller description of journey-level analytical work, refer to Los Angeles County's Administrative Services Manager I class (Item #1002).

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: PHYSICAL CLASS II - Light: This class includes administrative and clerical positions requiring light physical effort that may include occasional light lifting to a 10-pound limit and some bending, stooping or squatting. Considerable ambulation may be involved.

EXAMINATION CONTENT :

During your initial work period, the appointing department will evaluate your performance. Those who achieve a passing score on this evaluation will be considered for permanent appointment.

APPLICATION FILING INFORMATION :

Applications must be filed online only and will be reviewed for interview consideration on an ongoing basis. If you have not been contacted within 60 days and the recruitment remains open or reopens for filing, we encourage you to submit a new application. This will allow you to reaffirm your interest and update any relevant information.

Many important notifications will be sent electronically to the email address provided on the application, so it is important that you provide a valid email address. Please add Norma.Cabrales@fire.lacounty.gov , Fire-Examination@fire.lacounty.gov as well as noreply@governmentjobs.com , and info@governmentjobs.com to your email address and list of approved senders to prevent email notifications from being filtered as spam/junk/clutter mail.

You have the ability to opt out of emails from LA County. If you unsubscribe, you will not receive any email notification for any examination for which you apply with Los Angeles County. Regardless of whether you choose to unsubscribe, you can always check for notifications by logging into governmentjobs.com and viewing your profile inbox, which saves a copy of all emailed notices.

Plan to submit your online application well in advance before the posting closes as you may be required to verify your email address. This only needs to be done once per email address, and if you already have a job seeker account on www.governmentjobs.com/careers/lacounty , you can verify at any time by logging in and following the prompts. This is to enhance the security of your online application and to ensure you do not enter an incorrect email address.

SUPPLEMENTAL QUESTIONNAIRE :

The acceptance of your application depends on whether you have clearly shown that you meet the Minimum Requirements. Please fill out your application and supplemental questionnaire completely and correctly to receive full credit for any related education, training, and job experience. For each job held, give the name and address of your employer, your actual job title, beginning and ending dates, description of work performed, total number of hours worked (full or part time). Provide any relevant education, training, and experience in the spaces provided so we can evaluate your qualifications for this job. Your application will be rejected if it is incomplete. We may reject your application at any time during the selection process.

AVAILABLE SHIFT

Any Shift - Appointees must be willing to work any shift, including evenings, nights, weekends, and holidays.

SOCIAL SECURITY NUMBER

Please include your Social Security Number for record control purposes. Federal law requires that all employed persons have a Social Security Number.

COMPUTER AND INTERNET ACCESS AT PUBLIC LIBRARIES :

For applicants 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. Refer to their website for more information: http://lacountylibrary.org .

NO SHARING OF USER ID, EMAIL AND PASSWORD :

All applicants must file their application using their own user ID and password. Using a family member's or friend's user ID and password may erase a candidate's original application record.

ANTI-RACISM, DIVERSITY, AND INCLUSION (ARDI) :

The County of Los Angeles recognizes and affirms that all people are created equal and are entitled to all rights afforded by the Constitution of the United States. The County of Los Angeles Fire Department is committed to promoting Anti-Racism, Diversity, and Inclusion efforts to address the inequalities and disparities amongst various groups of people. We support the ARDI Strategic Plan and its goals by improving equality, diversity, and inclusion in recruitment, selection, and employment practices.

Department Contact Name: Fire Examination Section

Department Contact Phone: (213) 466-5500

Department Contact Email: Fire-Examination@fire.lacounty.gov

Analyst Contact Phone: (213) 466-5500

Analyst Contact Email: Norma.Cabrales@fire.lacounty.gov

Teletype Phone: (800) 735-2929

California Relay Services Phone: (800) 735-2922

For detailed information, please click here

Closing Date/Time: 5/16/2025 5:00 PM Pacific

• 

• Los Angeles County

• (800) 970-5478

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