Administrative Officer (Records)

Job Description:

Administrative Officer (Records)

Description

THE POSITION

Please Note: a candidate must successfully pass a thorough background investigation, including a criminal history check for job-related convictions, fingerprinting, polygraph test, credit check, and a drug use history to be considered for this position.

IDEAL CANDIDATE STATEMENT

The Sacramento Police Department is seeking an Administrative Officer to serve as the Manager of the Department's Records Division. The ideal candidate is a highly organized and detail-oriented professional with a strong understanding of records management principles and public agency operations. They excel at maintaining focus under pressure, demonstrate exceptional accuracy when handling confidential information, and possess excellent communication skills for collaborating across departments. Proficiency with records management systems, the ability to adapt to evolving technology and procedures, and a commitment to efficiency, compliance, and customer service are highly desired.

Under general direction, an Administrative Officer plans, directs, and supervises centralized administrative services for a department operation; handles one or more major portions of centralized administrative services; conducts studies and makes recommendations.

DISTINGUISHING CHARACTERISTICS

This advanced journey level classification may be populated with multiple incumbents who perform human resources/personnel functions, fiscal analysis, resource development, and management functions. The Administrative Officer is distinguished from the next lower class of Administrative Analyst in that the former supervises professional level staff who perform support services work, or has the responsibility for handling major portions of centralized administrative services. The Administrative Officer is distinguished from the next higher classification of Support Services Manager in that the Support Services Manager is responsible for all administrative and regulatory processes for a departmental operation. The Administrative Officer is distinguished from the Program Specialist in that the latter has responsibility for the management and administration of large or complex programs within a department.

SUPERVISION RECEIVED AND EXERCISED

General direction is provided by higher-level department or division administrative staff. Responsibilities include the direct or indirect supervision of professional, technical, and clerical staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Plans, coordinates, supervises, and participates in administrative services including personnel, budget, methods and procedures, procurement, and various office services.
  
• Develops, amends, and interprets existing policies, procedures, and regulations concerning administrative matters.
  
• Confers with department heads, division chiefs, members of professional staff, and other officials concerning the administrative needs and requirements of departmental programs, policies, rules, and regulations.
  
• Performs fiscal analysis and prepares recommendations relating to the status of various enterprise fund balance projections, fiscal transactions, and related financial activities pertaining to the preparation and maintenance of the department’s capital and operating budgets; analyzes and prepares enterprise rate setting recommendations; conducts studies, surveys, and collects information on department service fee structures; analyzes findings; prepares recommendations for department management.
  
• Represents the department in contacts with news media, business and civic organizations, other City departments, and various outside public and private agencies; serves as staff to City Council Committees and Commissions.
  
• Supervises, trains, and evaluates subordinate staff.
  
• Other related duties may also be performed; not all duties listed may necessarily be performed by each individual holding this classification.

QUALIFICATIONS

Knowledge of:

• Principles and practices of public administration and governmental finance, budgeting, and accounting; personnel administration; procurement methods.
  
• Principles of program management.
  
• Technical report writing.
  
• Methods of analysis.
  
• Principles and practices of supervision.

Skill in:

• Managing multiple tasks and deadlines.
  
• Use of computers, computer applications, and software.

Ability to:

• Effectively plan, develop, and implement a comprehensive program with a broad scope and high degree of complexity.
  
• Exercise administrative supervision and direction over professional, technical, and clerical staff.
  
• Analyze fiscal problems and make sound policy and procedural recommendations.
  
• Make effective presentations to public officials, committees, and outside agencies.
  
• Establish and maintain effective working relationships with employees and the general public.
  
• Prepare technical and analytic reports.
  
• Communicate effectively, orally and in writing.

EXPERIENCE AND EDUCATION

Experience:

Four years of professional-level analytical experience.

-AND-

Education:

A Bachelor’s Degree from an accredited four-year college or university with major coursework in business or public administration or a closely related field.

Substitution:

A Master's degree from an accredited college or university in business or public administration or a closely related field may substitute for one year of the required experience.

An additional four years of qualifying professional-level experience may substituted for the required education.

PROOF OF EDUCATION
Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.

SPECIAL QUALIFICATIONS

Special Selection Criteria:

Some positions in this classification may require additional knowledge and experience in the following:

• Human Resources
• Auditing principles
• Basic methods of statistical analysis
• Procurement, contracting, or grant writing.

THE SELECTION PROCEDURE

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application:(Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;

• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:

• • If applicants do not list current and past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on 40 hours per week (pro-rated if less than 40 hours/week).
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.

• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.

2. Supplemental Questionnaire:(Pass/Fail) - In addition to the City of Sacramento employment application, all applicants must complete and submit online responses to the supplemental questionnaire to the City of Sacramento Employment Office by the final filing deadline ;

• Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.
• Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.
• A resume will not substitute for the information required in the supplemental questionnaire.
• Possession of the minimum qualifications is not necessarily a guarantee for further advancement in the selection process.

3. Screening Committee: (Pass/Fail) -All applications received by the final filing deadline will be forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

4. Interview Process: Human Resources will forward applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process.

5. Background Process:If considered for appointment, candidates must pass a background investigation, which includes a criminal history check, fingerprinting, polygraph test, psychological test, credit check, and drug use history.

QUESTIONS:
For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Application Support at 855-524-5627.
• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment ;
• Send an email to [email protected] ;or
• Call the Human Resources Department at (916) 808-5726

Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information

Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: 2/28/2026 11:59 PM Pacific

Salary:

$89,981.78 - $126,613.40 Annually