Salary: See Position Description
Location : Apple Valley, MN
Job Type: Full-Time
Remote Employment: Flexible/Hybrid
Job Number: 1101.23.002
Department: Social Services
Division: 30 CSS
Opening Date: 05/17/2023
Closing Date: 6/1/2023 4:30 PM Central
General Description
POSTING TYPE: Open Competitive
DEPARTMENT: Social Services
HOURS: Full time
PREFERRED HIRING RANGE: $73,375.00 – $82,547.00/year (109 grade)
FULL SALARY RANGE: $73,375.00 – $114,649.00/year
LOCATION: Hybrid; Western Service Center, Apple Valley, MN ~3 days/week; remote ~2 days/week
UNION: HSSA
CLOSE DATE: 4:30 p.m. on 6/1/2023
Come join us at Dakota County and “Be more”. Dakota County employs nearly 2,000 skilled individuals whose talents and contributions makes Dakota County a premier place to live and work. The work County government does is unique. Dakota County offers important careers- the kind of careers that make a difference in people’s lives.
The Senior Program Administrative Supervisor manages program support and technology/office services functions of a designated County department or division; this classification must possess and apply in-depth/working program knowledge. Responsible for project management, supervision, planning and policies and procedures.
Minimum Qualifications
NEED TO HAVE QUALIFICATIONS:
• Bachelor’s degree in business or related field AND one year of administrative, management or supervisory office support experience with progressive levels of responsibility.
OR
• An equivalent combination of education and experience.
NICE TO HAVE QUALIFICATIONS:
• Supervisory and/or lead worker experience.
• Experience in a government or non-profit agency.
Duties & Responsibilities
These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position’s management approved work schedule is required for all positions.
1. Supervises Office Management staff.
2. Manage the activities of program support and technology/office services support staff. This classification must possess and apply in-depth/working program knowledge. Conduct unit staff meetings; develop and implement team building activities.
3. Plan, develop and implement programs and policies; identify opportunities for increases in productivity or decreases in costs; monitor policy changes by reviewing bulletins, web pages, Court directives, and legislative changes to identify and implement program/fiscal revisions to ensure compliance.
4. Establish standards for the use and appropriate application of systems. Document applications, establish policies, and direct development of work procedures. Ensure quality of system input, data output, reporting and analysis.
5. Work in the development, implementation, and maintenance of the information and accounting systems to maximize revenues, monitor expenses, and ensure recoveries are sought where appropriate.
6. Coordinate program preparation for and participation in external audits. Administer department compliance systems, developing audit functions around systems, data, incentives, procedures, and financial transactions to ensure integrity. Determine and maintain security structure in various systems, determining appropriate access levels.
7. Manage development of planned and ad hoc reports. Perform statistical analysis and direct preparation of reports. Present reports to internal and external groups. Manage the compilation of data and timeliness of submission for federal and state reporting requirements.
8. Assist with establishing and renewing contracts, monitor contract expiration and initiate Requests for Proposal. Oversee services and expenditures to ensure contractual compliance.
9. Provide leadership in research and policy analysis to improve programs and services, leading to improved outcomes for clients. Conduct accurate analysis of outcome data to identify program performance trends and service needs, providing recommendations to promote improved outcomes and processes.
10. Coordinate large projects to implement new mandates or programs, developing work plans, timelines, and budget. Leads projects to implementation.
11. Ensure integrity of staff in compliance with data privacy laws. Manages data retention and destruction in compliance with county, state, federal, and contractual requirements. Manage records requests, making determinations based on data privacy laws. Develops/provides training to staff.
12. Represent the department or County with other departments and outside agencies regarding program/office procedures and ensuring support for departmental objectives and county-wide issues.
ESSENTIAL JOB FUNCTIONS: Duties 1-12 are essential functions.
Knowledge, Skills & Abilities and Work Environment
These are the competencies for the role. Candidates must possess most but are not required to have all. Training may be provided.
Required at time of hire:
- High level of analytical skills and ability to apply analytical reasoning.
- Ability to establish and maintain positive working relationships with staff, management, and other public agencies.
- Ability to problem-solve and make effective decisions in accordance with precedents and regulations.
- Ability to communicate and present ideas effectively both verbally and in writing.
- Comprehensive knowledge of the principles and practices of office management, leadership and supervision.
Demonstrated within 6-month probationary period:
- Comprehensive knowledge of department, County and State programs, policies and procedures as well as knowledge of the relationships between departments to other agencies and governing entities.
- Ability to interpret rules, legislation, and related regulations with respect to the impact on the organization.
- Comprehensive knowledge of Microsoft Office Suite products and applicable State, County and departmental computer systems.
- Knowledge of concepts and applications for information systems.
- Considerable knowledge of data practices laws and confidentiality.
- Knowledge of accounting principles and County budget preparation methods.
WORK ENVIRONMENT: Work is performed within a County office building. Travel may be required for some positions. Lifting requirement of up to 20 pounds on an occasional basis. Frequent wrist and finger manipulation due to computer work, filing, compiling, or calculating. Equipment used may include, but is not limited to, computer, printer, scanner, peripherals, calculator, typewriter, telephone, Dictaphone, and copy and fax machines.
WHO ARE WE
Dakota County is Minnesota’s third largest county and home to more than 400,000 residents. Our motto is “Be More” and we strive every day to achieve excellence public service, with a focus on four values: Service, Integrity, People, and Innovation.
SELECTION PROCESS
- You submit an online application that includes supplemental questions
- We assign you a score based on your qualifications
- Top scoring candidates are referred to the hiring manager for interview consideration
- We conduct background and reference checks before hiring
Dakota County aims to create an environment that is welcoming and inclusive of diverse people, backgrounds, and experiences. Our goal is to have a workforce that is reflective of the communities and individuals we serve. We promote an equitable and culturally aware working environment where everyone can be their authentic selves
Dakota County Employee Relations
www.co.dakota.mn.us
Main Number 651.438.4435 (contact 8 a.m. – 4:30 p.m. Monday – Friday)
Fax 651.438.8178
Visit our Benefits site for more information.
01
*******Applicants for this recruitment will be rated based on their answers to the supplemental questions listed below and application materials. It is IMPERATIVE that information provided on the application and resume are detailed and clearly outline your work experience & skills. They must also support and/or match answers to the supplemental questions.Please initial the box below to CONFIRM that the information provided is accurate and true to the best of your knowledge. Falsification may result in disqualification from consideration for this and subsequent recruitments with Dakota County for up to three years.
02
Please initial the box below to CONFIRM that you understand that a background check including but not limited to criminal, employment, driving, and educational check may be conducted upon acceptance of a position.
03
Select which best describes your education and experience.
- I have a Bachelor’s degree or higher in Social Work, Public Administration, Political Science, Human Services or related field AND one or more years of administrative, management or supervisory office experience with progressive levels of responsibility.
- I have a combination of education and experience to equal five or more years.
- None of the above
04
If you selected “an equivalent combination of education and experience” to the question above, describe how you qualify for this position. If you did not select this option, type “none” in the space provided.
05
I have a Bachelor’s degree or higher in one of the following fields:
- Public Administration
- Business Management/Business related field
- Social Work
- Human Services field
- Other
- I don’t have a Bachelor’s degree
06
If ‘Other’ Selected for Bachelor’s please note Major in the space provided below.
07
How do you define customer service? Please list and briefly explain the top three elements of great customer service. How do you measure customer service performance?
08
Describe your experience in supporting operations, logistics and quality assurance? Please provide one example including your specific job duties performed and the outcome of the task. If you have no experience, indicate “NONE”.
09
Describe a time you realized you did not possess the knowledge or skills to complete a task. What steps did you take after you made the realization?
10
Describe how your background and experiences will contribute to Dakota County’s goal of promoting inclusion, diversity, and equity in all we do.
11
Dakota County’s core values are: • Service: make helping others a top priority • Innovation: challenge ourselves to do better • Integrity: honest, fair accountable • People: value and respect individuals Describe a personal or professional situation where you feel you demonstrated one or more of these values.
12
Please describe your experience working in administrative, management, or supervisory office support with progressive levels of responsibility. If you have no experience, indicate ‘NONE’.
13
Describe your lead worker or supervisor experience. Please be specific about your formal responsibilities for hiring, completing performance reviews, and other personnel tasks. If you have no experience, indicate ‘NONE’.
14
Do you have one or more years of experience in the following areas? Select all that apply.
- Systems and/or analysis
- Project management
- Providing oversight and analysis of financial operations and budget
- Process improvements
- Less than 1 year in one or more of the above
- No experience in the above
15
If selected for this position, what would be your minimum acceptable salary?
16
Your response to this question will help Dakota County evaluate the effectiveness of recruitment sources for this specific position. Please select the one source that most closely describes how you first learned about this opportunity.
- Friend, Family or Colleague
- InDeed
- Job Fair or Dakota County Event
- Job Interest e-mails from Dakota County
- JobsInMinneapolis/StPaul
- League of Minnesota Cities
- Minneapolis Diversity.com
- Minnesota Diversity.com
- Minnesota Works Website
- Minnesota Jobs Network.com
- Minnesota Association of Counties
- Monster
- Professional Association Website
- Referred by a Dakota County Employee
- St Paul Diversity.com
- College Website, Instructor, Career Services
- Dakota County Website
- Other
17
If you selected Other, please indicate where you heard about this opportunity with Dakota County.
Required Question