Job Details

Overview

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 Courts collaborative, servant-leader-focused executive leadership team and reports directly to the CEO. The CAO role provides direct oversight of the Courts fiscal, budgeting, procurement and facilities functions, with general oversight over human resource functions. The CAO manages the Courts approximately $35 million 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 general direction of the Court Executive Officer, the Chief Administrative Officer is responsible for planning and directing the courts fiscal and other designated administrative operations of the Placer County Superior Court. This classification performs a full range of duties, the primary of which directly involves fiscal planning, budgeting and reporting. They are also responsible for the accurate and timely maintenance and submission of the Courts financial reports. Other responsibilities include, but are not limited to, strategic planning, facilities operations, human resource oversight, establishing and implementing policies and procedures; and maintenance of various Court records and 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 Courts 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

• Oversee policy administration, program management, and personnel in designated 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 Courts 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

The employment standards express the general expectations of the position, in addition to the essential functions listed above. Incumbents should possess the knowledge, skills and abilities listed below at hire and/or within a reasonable 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 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 judgment within established scope of authority and make sound decisions.
• Periodically travel to other locations.

Experience and Education

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: Bachelors degree, or equivalent, from an accredited college or university in accounting, business administration, finance, public administration or a closely related field. Additional qualifying experience may substitute for up to two (2) years of education.

Other

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 of the functions and related tasks assigned or which may be assigned, please contact Human Resources.

Note: This document is intended to describe the general nature and level of work performed by the incumbent assigned to this job classification. It is not intended to provide an exhaustive list of all duties and responsibilities of the incumbent, nor is it intended to limit the authority of the supervisor or manager to assign or direct the activities of the employee.