Administrative Officer; Records

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.

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.

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.

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.

• 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.

• 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.

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

• 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.

Four years of professional-level analytical experience.

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