Administrative Services Officer

Administrative Services Officer

Salary

$84,073.71 - $103,400.06 Annually

Location

Madera County, CA

Job Type

Full-Time

Department

County Clerk-Recorder

Division

County Clerk Administration

Opening Date

09/01/2026

Closing Date

9/16/2026 11:59 PM Pacific

FLSA

Exempt

Bargaining Unit

MDMGT

• Description
• Benefits
• Questions

The current vacancy is within the County Clerk - Recorder - Registrar of Voters Department and requires BILINGUAL SPANISH; however, the list established from this recruitment may also be used for future vacancies in other County departments.

Under general direction, plans, organizes, directs and coordinates the financial and administrative service activities; develops, organizes and manages programs or projects in specialty area, including financial planning and analysis, budgetary, legal or administrative personnel, management analysis, and program planning and evaluation; coordinates and assists management in the development and preparation of complex budgetary, fiscal and financial reports; and performs other duties as assigned. provides complex staff assistance to management staff in areas of expertise; and performs related duties as assigned.

Supervision Received and Exercised

Receives general direction from assigned management personnel. Exercises supervision over professional, technical, and administrative staff.

Examples of Duties

The job functions listed below are not inclusive or exclusive and are intended only as illustrations or examples of the various types of work that may be performed in various divisions/departments. Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law.

• Plans, organizes, assigns, supervises, and reviews the work of staff providing fiscal and administrative analysis and support to an assigned department; trains staff in work procedures; evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.
• Participates in the development of goals, objectives, policies, and procedures for assigned services and programs; recommends and implements policies and procedures including standard operating procedures for assigned operations.
• Monitors activities of the work unit; identifies opportunities for improving service delivery and procedures; provides recommendations concerning process changes; reviews with appropriate management staff; implements improvements.
• Coordinates assigned services and operations with those of other divisions and outside agencies.
• Participates in annual budget preparation; identifies resource needs; prepares detailed cost estimates with appropriate justifications; monitors expenditures.
• Provides staff assistance to management; prepares and presents staff reports and other written materials; supervises the establishment and maintenance of reports, records, databases, and files; ensures the proper documentation of operations and activities.
• Answers questions and provides information to the public; investigates and responds to complaints and inquiries from citizens, other departments, and agencies; recommends corrective actions to resolve issues.
• Manages the collection and preparation of detailed budgets; performs budget revenue and expenditure analysis review and makes recommendations; prepares detailed quarterly financial reports for various internal and external agencies; maintains continuous review of expenditures and revenue.
• Coordinates and participates in the on-going budget monitoring process by approving expenditures, confirming allocations, notifying management of budgetary compliance issues; making necessary adjustments; and maintaining budgetary and fiscal controls.
• Administers and participates in division/department accounting/fiscal operations including accounts receivable, accounts payable, payroll, and fiscal record keeping and reporting.
• Oversees the administration and processing of department personnel transactions such as the collection and review of time keeping records, coordination of annual performance evaluations, personnel actions such as step increases, onboarding, and offboarding; coordinates County Human Resources department to ensure compliance with applicable human resources laws, rules, and policies.
• Oversees and directs coordination with County Office of Information Technology (OoIT) to ensure the smooth implementation of new and/or modified technologies and systems as well as compliance of department practices with IT security and other policies.
• Maintains data, records, and documentation on manual and electronic information systems; analyzes possible software applications to a variety of fiscal and administrative processes; assists staff with systems and software issues.
• Designs and recommends systems, procedures, forms, and instructions for internal departmental/divisional use.
• Conducts research and prepare correspondence, reports, studies, and other documentation as necessary and upon request.
• Represents the County in meetings with members of other public and private organizations, community groups, contractors, developers, and the public.
• Ensures staff observe and comply with all County and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

Employment Standards / Minimum Qualifications

Knowledge of:

• Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Principles, practices, methods, and techniques of program management, and effective program delivery.
• Methods and techniques for developing and implementing policies, procedures, and budgets for programs.
• Regulatory compliance and ability to align processes with organizational goals.
• Research methodologies and data analysis techniques.
• Audit processes and procedures, including management and financial audits.
• Basic principles and practices of budget administration and monitoring.
• Applicable federal, state, and local laws, rules, regulations, and procedures relevant to assigned areas of responsibility.
• Principles and procedures of record keeping.
• 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 the 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.
• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Identify problems, research, and analyze relevant information, and develop and present recommendations and justification for solutions.
• Perform the most complex program management and data analysis techniques.
• Develop and execute strategic plans aligned with program goals and organizational vision.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Optimize resource allocation for program efficiency.
• Manage transitions, address resistance, and facilitate successful organizational change.
• Understand, interpret, apply, explain, and ensure compliance with 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 and procedural guidelines.
• Effectively use computer systems, software applications relevant to the 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 and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Equivalent to a bachelors degree from an accredited college or university with major course work in public or business administration, finance, human resources management, or a related field and three (3) years of increasingly responsible analytical and professional administrative experience in budgeting, accounting, and/or fiscal control and analysis, including two (2) years in a lead capacity.

Licenses and Certifications

• Possession of, or ability to obtain by the time of appointment, an appropriate California driver's license.

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various County and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.

Environmental Conditions

Employees work in an 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.

Application Process

The application review process will include screening to ensure applications are complete and meet all minimum qualifications. In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training and experience relative to the required knowledge, skills and abilities for the position. Applicants must submit answers that are as complete as possible.

Only the most qualified applicants who pass the minimum qualifications review, will be invited to the examination process which may be administered by a written examination, oral interview, or any combination of qualifications appraisal determined by the Department of Human Resources to be appropriate. The Department of Human Resources will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application.

Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for the assessment listed below. Passing score is 70% out of 100%.

THE APPRAISAL PANEL (100%) IS TENTATIVELY SCHEDULED FOR FRIDAY, OCTOBER 2, 2026

To move forward in the application process, you must complete an online application through our website https://www.governmentjobs.com/careers/maderacountyca. All job postings are also included via the TDD phone at 559-675-8970 and the 24-hour job line at 559-675-8685. Please attach a copy of your unofficial transcripts (indicating when degree was awarded) to your application or your application may be considered incomplete. Resumes may be uploaded but cannot be used in place of a completed application.

For an open recruitment, applicants claiming veterans preference must submit a copy of their DD-214 form along with the application. Candidates who attain ranking on an eligible list and are involuntarily called to active duty may be considered for eligibility reinstatement upon their return.

PLACEMENT ON THE ELIGIBLE LIST:

The Civil Service Commission may limit the number of qualified applicants eligible to participate in the examination process. If two or more candidates have the same total final score on an examination, they shall be ranked in order of their scores in that portion of the examination which has the greatest weight. The names of two or more eligibles having final ratings which are identical shall be grouped on the eligible list as tie names with equal rank for certification and appointment purposes.

Candidates who are successful in all phases of the examination process will be placed on an eligible list, in rank order based on a calculation of their total score from the examination process. The eligible list established by this recruitment will be active for a minimum of six (6) months or one (1) year, unless otherwise determined by the Director pursuant to section 6-4 (b) and may be extended for up to an additional year by the Commission.

PRE-EMPLOYMENT MEDICAL REQUIREMENTS:

As a condition of employment with the County of Madera, a candidate must submit to a Tuberculosis (TB) screening, and related follow up testing as necessary. Designated classifications* are also subject to a medical examination, which includes a review of medical history. TB screenings and medical exams are administered by the Madera County Public Health Department and/or health care professional designated by the County.

Designated classifications required to submit to an employment medical examination generally include those that are physical in nature or as may be required by law. If you have any questions about the pre-employment requirements, please contact the Department of Human Resources at (559) 675-7705 or hr@maderacounty.com.

ELIGIBILITY FOR EMPLOYMENT:

You will be required to submit verification of your identity and citizenship or legal right to work in the United States at the time of and as a condition of an offer of employment.

As a condition of employment, all prospective employees shall be required to be fingerprinted.

EQUAL EMPLOYMENT OPPORTUNITY

Madera County does not discriminate on the basis of race, color, religion, sex, gender, gender identity, gender expression, transgender status, national origin, age, disability (physical or mental), medical condition, pregnancy, genetic information, ancestry, marital status, sexual orientation, veteran or military status, political affiliation, or any other basis protected by Federal or State law.

Benefits of employment with the County of Madera include:

• 14 paid holidays per year;
• 1 sick leave day per month (unlimited accrual);
• 2 weeks paid vacation after 1 year, vacation accrual increasing thereafter with years of service (45 days maximum accrual);
• Membership in the California Public Employees Retirement System (CalPERS), with an enhanced 2.7% @ 55 retirement benefit formula (based on the highest 12 months with the employee paying 8% toward the retirement cost) for those individuals with current or prior qualifying public sector service that establishes eligibility as a "classic member" pursuant to the provisions of Californias 2013 Pension Reform Act (Act) and CalPERS Regulations. Individuals with no current or prior qualifying public sector service, and who are defined as new members or new employees under the Act, will be eligible for the 2% @ 62 retirement benefit formula (based on the average compensation over 36 consecutive months with the employee paying 7.75% toward the retirement cost);
• County participates in the Public Employees Retirement System Health Benefit Program and for certain selected health plans, the County pays 95% of health insurance premium for employee and 50% for either two-party or dependent coverage;
• Additional salary increases after 10, 15, and 20 years of service.

01

I understand that I must indicate the specific time period and distinct job title in the applications work experience section. I understand that I am required to describe, in detail, my qualifying experience on my application.

• Yes, I understand.

02

Please select the level of education you possess with major coursework in public or business administration, finance, human resources management, or a related field. (Applicant must attach unofficial transcripts for college level work)

• Formal or informal education equivalent to the completion of the twelfth grade
• Associates degree.
• Bachelors degree.

03

Please select the years of increasingly responsible analytical and professional administrative experience in budgeting, accounting, and/or fiscal control and analysis including two (2) years in a lead capacity experience you possess:

• Less than three (3) years experience.
• Three (3) to less than five (5) years experience.
• Five (5) to less than seven years experience.
• Seven (7) or more years experience.

Required Question

Employer County of Madera

Address 200 W. 4th Street

Madera, California, 93637

Phone 559.675.7705

Website http://www.maderacounty.com