Administrative Services Manager, Senior (Health, Housing & Human Services)

This Job Posting is Open Until Filled.  The first application review date will be Monday, May 23, 2022.

Screening interviews (by telephone or via ZOOM) may be conducted during this recruitment, for applicants meeting the qualifications of the position.

Annual Pay Range:  $104,646.47 - $141,273.29

Hourly Pay Range:   $50.310801 - $67.919850

Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.

In addition to competitive wages, Clackamas County offers an attractive benefits package for employees in regular status positions, including:

• Generous paid time off package, including:
  • 16 hours of vacation accrued per month
  • 8 hours of sick accrued per month
  • 10 paid holidays and 1 personal day per year
• Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):
  • Employer-paid 6% Public Employees Retirement System (PERS) retirement contribution (The county currently pays the employee's share of the retirement contribution.)
  • OPSRP members get vested after five years of contributions or when they reach age 65
• A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
• A Choice of Dental Plans 
• Robust EAP and wellness programs, including gym discounts and wellness education classes
• Longevity pay 
• Other Retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457 Deferred Compensation Plan

A variety of additional optional benefits (see links below for additional information)

Non-Represented Group 2 Full Time Benefits

Learn More About Benefits

If you are looking for a challenging career working as part of a multi-disciplinary team that impacts lives, please consider this senior leadership position with Clackamas County’s Health, Housing and Human Services Department (H3S)!

The position of Senior Administrative Services Manager Senior (ASM) is an exciting opportunity to gain high level government experience and skills as well as enhance your work portfolio by working with mission driven professionals from various backgrounds, work disciplines, and education.

The public sector provides a rich environment for career development and Clackamas County is ready to nurture your talent and provide exciting opportunities for challenge and professional growth.

The Health, Housing and Human Services Department (H3S) consists of seven different divisions, each dedicated to ensuring healthy families and strong communities across Clackamas County, and employs over 540 employees with an annual budget of approximately $150 million. H3S Divisions include: Behavioral Health, Children, Family and Community Connections, Community Development, Health Centers, Public Health, Social Services and the Housing Authority of Clackamas County, each committed to improving programs and ensuring better outcomes for the people we serve. Every day we work to be more efficient and effective in delivering important community programs and services. Our approach to performance improvement focuses on three areas: planning, performance measurement, and continuous process improvement.

POSITION OVERVIEW

The Administrative Services Manager, Senior (ASM, Sr.) will work with the Director and Deputy Directors to support and administer H3S operations and serve as an executive management liaison to division leadership as well as to external departments providing essential services to the department. The ASM, Sr. will have department-wide oversight of: Performance management, HIPAA regulation management, organizational development, financial management including budget, finance, and accounting, procurement and contract management, special initiatives, and policy development. The ASM, Sr. will also be responsible for initiating, planning, executing, monitoring, and ensuring the successful completion of projects and teams to ensure specific goals are met.

The ASM, Sr. will supervise administrative and professional staff within the H3S Director's Office and work with all division directors to uphold established standards and performance measures, while supporting leadership development. The ASM, Sr. reports to the Director of H3S or designee and will have full responsibility as designee should the Director and Deputy Directors be absent.

JOB RESPONSIBILITIES

H3S is committed to improving programs and ensuring better outcomes for the people of Clackamas County. The H3S approach to performance improvement focuses on: data identification, creation and usage, performance measure development and implementation, and rapid cycle process improvement. A vital role of the ASM, Sr. is to ensure that each division is working to be more efficient and effective in managing its operations and the services they provide, including their workforce.

The ASM, Sr. is responsible for planning, coordinating and administering a comprehensive system of management functions in accordance with budget limitations, department requirements and federal/state/local rules and regulations. In addition, the ASM, Sr. will be responsible for the successful completion of various projects that encompass management of all aspects of projects in concept development, initiation, and planning phases including scope, schedule, budget, quality, and service/customer satisfaction. Responsibilities also include determining operational and financial feasibility of developing systems and business processes.

Successful candidates will have a proven track record of developing and maintaining relationships with a wide range of partner agencies and external stakeholders as well as the ability to inspire and motivate staff while supporting diversity, equity and inclusion efforts. The most competitive candidates will have experience working in a Union environment and a strong background in project management with extensive working knowledge of budgets and various funding sources.

The ideal candidate will enjoy working in a fast paced environment, managing many competing priorities and working efficiently under deadlines with the following experience and skills:

• Recent experience in project planning & scheduling, task management, budget development & financial management and procurement/contract processes.
• Possess a strong business perspective and be an advocate of change in technical and business processes, with the ability to maintain a strong service focus, while being creative and operating independently.
• Background and familiarity with labor and employee relations, including Human Resources best practices relevant to staff development and discipline.
• Possess strong team leadership, coordination, and managerial skills.
• Have excellent interpersonal and communications skills.
• Proficient in process improvement, including industry certification such as in Lean or Six Sigma, and/or equivalent experience

Required Minimum Qualifications/ Transferrable Skills:*

• A minimum of eight (8) years of experience in a related field that would provide the required knowledge and skills to perform the duties of the role
  • A minimum of three (3) years of the experience must be in a leadership or program management role with supervisory responsibilities
• Operational and administrative experience, including developing and implementing program policies, operational procedures, strategies and/or methods
• Experience with budget development, implementation, administration and management
• Experience leading cross-functional teams and managing projects
• Experience applying principles, methods and techniques of public administration, organizational development, and personnel management
• Experience with the development of compliance monitoring programs for both internal and subcontracted services and working with a county auditor or similar
• Experience planning and organizing resources to achieve program goals, quality improvement, productivity and effectiveness
• Experience and strong analytical skills in labor relations, public funding mechanisms and/or financing methods
• Demonstrated commitment and experience advancing equity and diversity in a workplace or community setting
• Must successfully pass a criminal history check which may include national or state fingerprint records check
• Driving may be necessary for County business. For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment. Learn more about the County's driving policy

Preferred Special Qualifications/ Transferrable Skills:*

• Bachelor’s Degree or higher level education in Business Management, Public Administration or other related field
• Experience working in a unionized environment, including knowledge of labor relations procedures and collective bargaining practices
• Proficient in process improvement, including industry certification such as Lean or Six Sigma, and/or relevant experience
• Working knowledge of Health, Housing and/or Human Services programs at the local, state and/or federal level

*For Veterans qualified for Veteran’s Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.

• Coordinates and leads interaction with Central Finance, Technology Services, Facilities or other County departments/divisions in their interactions and relationships with H3S.
• Hires and directs professional, technical and clerical staff to provide quality service to citizens and County staff; prepares performance evaluations; recommends and administers progressive discipline; conducts and/or facilitates staff training and development programs; promotes cooperative team efforts among staff and with other county departments; provides consultation and direction to divisions on personnel issues such as discipline, grievances, staffing and recruitment problems.
• Helps to plan and provide oversight for the administrative activities of the department. Determines priorities, schedules project, coordinates utilization of department resources conducts research and prepares reports on management problems.
• Sponsors and participates in staff development activities related to the development of H3S internal services with a focus on system alignment, coordination, the development of policies and procedures as related to finance, budgeting and contracting within H3S Divisions. Provides oversight of department wide contracting, capital purchases, prepares requests for proposals, negotiates terms and condition, monitors contracted services for legal, fiscal and program compliance.
• Directs and coordinates the development of annual and supplemental budgets, monitors and reviews division budgets, revenues, and expenditures; coordinates presentation of budget proposals to County Budget Committee and Board of County Commissioners; coordinates fiscal operations with County Finance.
• Provides consultation and assistance on property acquisition and facility siting activities for department or division offices or client services. Ensures compliance with applicable local state and federal funding and safety and health codes a; coordinates activities with County Facilities Department.
• Represents the Department and provides oversight of H3S alignment with County Disaster management activities and policy development.
• Represents the Department to public and private agencies and groups, makes technical presentations before commissions, boards and the public; participates in task forces to coordinate intergovernmental programs; promotes department activities with the public, responds to inquiries and complaints.
• Contact for Department and Designee with full responsibility, in the absence of both Director and Deputy Director.

Successful candidates will have excellent interpersonal and communications skills working with a wide variety of individuals and groups including staff, citizens, Department Directors, managers, supervisors and elected officials. The most successful candidate will possess good judgment and problem solving skills for a variety of administrative challenges. This person must be able to work on high profile issues and be a strategic and creative systems thinker.

The Administrative Services Manager, Senior will possess a wide range of knowledge, skills and abilities in the field of public administration including:

• Public Administration: Knowledge of public administration theory and practices including methods and techniques used in fiscal administration, project management, program analysis and evaluation and strategic planning.
• Communication: Ability to communicate effectively both orally and in writing with all levels of the organization, the public and other agencies; ability to establish and maintain cooperative working relationship with individuals whether members of the public or co-workers from diverse groups and backgrounds.
• Analysis: Ability to analyze complex situations or problems, seek input from appropriate staff or stakeholders, evaluate options and implement agreed upon proposals.
• Project management: Ability to successfully manage and implement large projects involving multiple internal and external stakeholders.
• An understanding of and experience managing in a union environment, including prior experience in employee management issues such as determining progressive discipline, participation in collective bargaining and resolution of grievances.

This position is included in the County’s alternate workweek program, working 40 hours during a standard workweek of Monday through Thursday (Fridays off).  Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.

This position is eligible for hybrid on-site/telework subject to the Clackamas County Teleworking Policy and based on the Department’s business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington. Washington residents must perform 50% of their time on-site at Clackamas County.

Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 400,000 citizens and is a great place to live, work and play!

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Clackamas County employees work to serve the public and enrich our community.  In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another. 

Service. Professionalism. Integrity. Respect. Individual accountability. Trust.

Learn more about Clackamas County Core Values

We are committed to removing barriers to fairness in representation, opportunity, and access in Clackamas County.

Learn more about our commitment to Equity, Diversity and Inclusion

ABOUT THE DEPARTMENT

The Clackamas County Department of Health, Housing and Human Services (H3S) is one of the largest departments in Clackamas County, serving tens of thousands of people. HS3 includes the following divisions: Behavioral Health, Children, Families & Community Connections, Health Centers, Housing & Community Development, Social Services and Public Health.  H3S is dedicated in ensuring healthy families and strong communities in Clackamas County by providing the following services, support and resources:

• Physical and oral health
• Mental health and addictions services
• Child and family services
• Assistance for people with disabilities
• Public health
• Aging services
• Low income and special needs housing
• Employment training for individuals with barriers
• Assistance for low-income individuals

Learn more about Health, Housing, and Human Services (H3S) Department.

Clackamas County only accepts online applications.

Help With Your Application:

Application Process

Help with the Application

If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or e-mail us.  Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).

HOW TO CLAIM VETERAN'S PREFERENCE

Request Veterans' Preference

Learn more about the County's Veterans' Preference

VISA SPONSORSHIP

Clackamas County does not offer visa sponsorships. Within three days of hire, applicants will be required to complete an I-9 and confirm authorization to work in the United States.

EQUAL EMPLOYMENT OPPORTUNITY

Clackamas County is an Equal Opportunity Employer.  We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace.  All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date.  You may request an accommodation during the online application process.