Job Details

The Superior Court of Placer County is seeking an experienced fiscally-minded leader to fill its Chief Administrative Officer (CAO) position. The CAO is a member of the Court's collaborative, servant-leader-focused executive leadership team and reports directly to the CEO. The CAO role provides direct oversight of the Court's fiscal, budgeting, procurement and facilities functions, with general oversight over human resource functions. The CAO manages the Court's approximately $35 million dollar budget while supervising three direct reports and up to thirteen additional staff, indirectly. This dynamic position is well-suited for an executive who enjoys thinking and acting at strategic and tactical levels and who possesses strong mathematical and analytical skills, balanced with effective communication, team building skills, and a leadership style centered on courtesy, dignity and respect.

JOB SUMMARY

Under direction of the Court Executive Officer, the Chief Administrative Officer plans, directs and coordinates designated administrative operations of the Placer County Superior Court and performs a full range of duties including, but not limited to: strategic planning; budget and fiscal planning and management; human resource oversight; coordination of facility and custodial services; establishing and implementing policies and procedures; and maintenance of various Court records and reports.The Chief Administrative Officer has primary responsibility for the accurate and timely maintenance and submission of the Court's fiscal reports.

EMPLOYMENT AT WILL

The Chief Administrative Officer classification is established as an "at will" position. As such, the incumbent serves at the pleasure of the Court Executive Officer, who has the right to terminate the employment of anyone in this classification at any time, with or without advance notice, and with or without cause.

JUDGMENT AND RESPONSIBILITY

Incumbent has full supervisory responsibility for other employees and is highly involved in the Court's administrative, strategic and fiscal planning. Incumbent works under general administrative direction where clear policies, procedures and standards may not always be available or may be very general in nature. Incumbent must therefore exercise considerable discretion with respect to assignments and duties. Errors in work or judgment could result in inefficient administrative operations and possible litigation against the Court.

ESSENTIAL FUNCTIONS

The Court reserves the right to assign or reassign duties as required to achieve business and operational objectives. Essential functions and tasks must be accomplished effectively, if assigned, and may include, but are not limited to, those listed below.

• Oversee policy administration, program management, and personnel indesignated administrative areas and/or divisions of the Court, which may include fiscal, accounting, treasury, budget, payroll, procurement, facilities and/or human resources.
• Monitor legislation and Rules of Court to assess impact on the Court's administrative and fiscal operations and develop and/or recommend policies, practices, processes and standards to ensure compliance.
• Monitor various factors, including economic trends and judicial branch funding, in order to develop multi-year strategies that impact the financial and administrative operations of the Court.
• Direct the preparation of financial reports, summaries and forecasts, including budgets, balance sheets, and cash flows, which may involve preparation of sensitive information that may be used in employee relations and labor negotiations.
• Ensure financial reports are generated in conformance with Court, Judicial Council, State, Federal, or other reporting requirements.
• Assume management responsibility for services and activities of general accounting, financial reporting, fine and fee distribution, trust and grant accounting, procurement, and other fiscal services including cash control, grant management, and budget administration, as needed.
• Review accounting systems and procedures for internal control and compliance with the Financial Policies and Procedures Manual and Judicial Branch Contracting Manual.
• Coordinate audits and requests from outside agencies and internal auditors.
• Direct all procurement, contracting and materials management functions required to support Court operations.
• Serve as the expert financial program resource; provide training and technical assistance to Court staff.
• Oversee facilities-related projects, issues, services, maintenance and modifications, including custodial functions required to support Court operations.
• Oversee Court-wide personnel management plan and related human resources functions.
• May advise and participate in labor negotiations and labor-management relations.
• Select, train, monitor, mentor, coordinate and evaluate work of assigned staff; communicate expectations; provide coaching for performance improvement and development when necessary; recommend and issue corrective and/or disciplinary action to address performance or conduct issues.
• Serve as a liaison to County Departments and the Judicial Council.
• Serve as a representative of the Court, displaying courtesy, tact, consideration and discretion in all interactions with members of the judicial branch, other governmental agencies and justice partners, service providers, and the public.

EMPLOYMENT STANDARDS
Employment Standards are intended to express the general expectations of the position, in addition to the essential functions provided above. It is expected that the incumbent possess the knowledge, skills and abilities listed below at hire and/or within a reasonable amount of time after hire, through experience and training.

Knowledge:

• Principles and practices of employee supervision, training, performance management, team building, and conflict resolution.
• Principles, practices and procedures of governmental accounting, auditing, and financial record keeping, including generally accepted accounting principles (GAAP) and their application to financial transactions.
• General ledger, payroll, purchasing, accounts payable, accounts receivable, fund accounting, trust accounting and grant accounting.
• Principles and practices of budget preparation and administration.
• Operation, services, and activities of a comprehensive accounting and fiscal program.
• Contract administration.
• Principles, practices, procedures and regulations governing facility maintenance, operations, and safety.
• Principles and practices of personnel management and labor relations.
• Principles and practices of policy development and implementation.
• Principles and practices of basic economics, statistics, and mathematics.
• Principles and practices of research and analysis, including cost benefit analysis and project management.
• Pertinent Federal, State, and local laws, codes, and regulations.
• Superior Court functions, services, processes, and procedures.
• Principles and practices of customer service.
• Office procedures, methods, office equipment, and computer software.
• Correct English usage, grammar, spelling, vocabulary, and punctuation.

Skills:

• Analysis of economic, funding, social and employment relations trends and ability to make appropriate strategic recommendations that align with the mission and values of the Court.
• Ability to balance the strengths and weaknesses of different options and either make analytical decisions or recommend the best course of action.
• Strong interpersonal skills to regularly interact with people; collaborate on teams frequently; and develop positive working relationships with their colleagues.
• Leadership skills to effectively direct staff and oversee operations; coordinate work activities and ensure that staff complete their duties and fulfill their responsibilities.
• Strong organizational skills to prioritize tasks and manage several projects at once.
• Exceptional mathematical skills to ensure accuracy of fiscal information.
• Strong speaking skills to give presentations and direct staff and other employees.

Abilities:

• Oversee and coordinate work activities to ensure responsibilities are completed timely and accurately.
• Participate in strategic goal development; analyze problems, identify alternative solutions, project consequences of proposed actions, and propose and implement recommendations in support of goals.
• Prepare and administer complex budgets.
• Perform demanding technical research and analysis involving complex accounting and fiscal issues, including the research, analysis and evaluation of new service delivery methods and techniques.
• Interpret, apply, and explain Federal and State laws and rules, regulations, policies, and procedures.
• Select, supervise, train, coach and evaluate staff.
• Communicate clearly and concisely, both orally and in writing, and synthesize complex ideas and information into clear, concise, well-organized and accurate documents, reports and correspondence.
• Establish and maintain effective working relationships with diverse stakeholders, including employees, judicial officers, Court management, County justice partners, Judicial Council staff, and court users.
• Use work-related computer applications such as e-mail, word processing, spreadsheets and/or the internet.
• Maintain confidentiality of information, exercise discretion and use independent judgmentwithin established scope of authority and make sound decisions.
• Periodically travel to other locations.

The standard qualifications for this classification are listed below; however, any combination of experience and training that would provide the required knowledge and abilities and the ability to perform the essential functions may qualify.

Experience:Minimum of seven (7) years of professional management-level experience in administration and/or fiscal operations. Must include a minimum of two (2) years in an accounting, budgeting, or fiscal role. California trial court experience is preferred.

Education:Bachelor's degree, or equivalent, from an accredited college or university in accounting, business administration, finance, public administration or a closely related field.

Note: Additional qualifying experience may substitute for up to two (2) years of education.

GENERAL REQUIREMENTS
Criminal History and Background Checks: Candidates are required to pass a fingerprint clearance by the
Federal Bureau of Investigation (FBI) and Department of Justice (DOJ). Convictions, depending on the type,
number and date, may be disqualifying.
Licensing Requirements:Possession of a valid California driver's license, or the ability to provide alternate
methods of transportation that meets job requirements, is required.
Physical Demands:
• Mobility to work in an office setting and move from one place to another place within a facility.
• Manual dexterity to use computers and standard office equipment, and to manipulate paper, large
document holders (binders, manuals, files, etc.); perform repetitive movements of hands or wrists.
• Strength to lift and carry files or other objects weighing up to 25 pounds.
• Physical ability to sit and/or stand for extended periods of time.
• Vision which can be corrected to a level sufficient to read hand-written, typed and computer-generated
information and data, as well as computer displays.
• Speak and hear, sufficient to enable communication by telephone and in person.
• Reach for items above and below desk level.Working Conditions: Job duties are generally performed in an indoor office setting with environmental controls.
Assigned work is performed in a standard court setting with open cubicles and/or offices. Assigned incumbents
are expected to work alone or closely with others. Routine noises and noise levels occur within the work
environment. This classification may be required to travel and/or work at other Placer Superior Court locations.

The Court's normal business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. This position may require
long hours and some weekend work.

Reasonable accommodation may be available to a qualified individual with a disability if it enables them to
perform the essential functions of this classification. If reasonable accommodation is required to participate in
the recruitment process or to perform any
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