Program Manager III - County Counsel - Law Office Administration

Under general direction, to plan, organize, direct and control the activities and / or staff of a very large County program.

While professional experience and qualifications are key for this role, make sure to check you have the preferable soft skills before applying if required.

The Office of the County Counsel is recruiting to fill a Program Manager III position to provide critical management support for County Counsel administration functions.

The County of Santa Clara’s Office of the County Counsel is one of the nation’s preeminent public law offices, serving as legal counsel to the County, its Board of Supervisors and elected officials, every County department and agency, and the County’s various boards and commissions.

The Office’s work covers a wide array of litigation and policy matters that significantly affect the health, safety, and well-being of the County’s 1.

9 million residents. The Office of the County Counsel has both its legal service functions and its Office administrative functions.

This position will be supporting the Office’s administrative functions.

Under direction, some of the principal responsibilities include :

• Supervise Program Managers and Senior Management Analysts.
• Work closely with County Counsel executive leadership to coordinate and manage projects. Projects may require complex analysis, assessing budgetary and technological considerations, and coordinating with other County departments.
• Develop and help implement policies and procedures.
• Handle confidential and sensitive matters.
• Perform other duties assigned by County Counsel leadership.

In addition to the employment standards, a qualified candidate would possess experience in one or more of the following areas :

• Project management in a governmental setting;
• Legal office administrative management responsibilities;
• Experience in writing policies or procedures relating to legal processes or office processes.

Successful candidates must have excellent judgment and demonstrate outstanding written and oral communication abilities evidenced by strong grammar and punctuation, and effective writing and proofreading skills.

Successful candidates must also have excellent project management, analytical ability, and organizational skills. The capability to work collaboratively with your colleagues to support the needs of the department and to interact professionally with other departments and stakeholders as shown through interpersonal skills are necessary characteristics.

An eagerness to take on tasks with a commitment to public service in a fast-paced, professional environment are all essential qualities for this job.

All County Counsel personnel must maintain strict adherence to the confidentiality of the attorney-client privilege and attorney work product.

Candidates must submit an application, résumé, and writing sample.

Typical Tasks :

• Plans, organizes and directs a County program that provides direct service to the public or other agencies;
• Handles complex coordination between County, local and State resources;
• Prepares staff reports and comprehensive detailed plans with Countywide impact;
• Works closely with cross departmental staff at all levels of the organization;
• Determines program objectives in light of established goals;
• Develops strategies to achieve objectives;
• Establishes program priorities;
• Formulates and implements policies, plans and procedures for carrying out functions of the program;
• Defines personnel resource needs and allocates them as required to reach program objectives;
• Selects and hires staff and ensures the orientation, training and development of program staff;
• Directs and evaluates the work of subordinate staff;
• Establishes an appropriate organizational structure and delineates working level and relationships of personnel to carry out the program's activities;
• Determines budgetary requirements to maintain the program;
• Makes recommendations on the annual budget and may present the program's budget to the Board of Supervisors;
• Is responsible for determining program funding needs and obtaining available outside funding when necessary through grants and / or contracts;
• Is responsible for the implementation, control, monitoring and evaluation of provided services to ensure compliance with terms of received grants and contracts;
• Maintains liaison relationships and represents the program in contacts with public and private agencies and concerned community groups and organizations;
• Prepares reports and correspondence;
• Keeps abreast of new trends and developments related to the program's activities;
• Provides assistance and advice to advisory and planning boards, commissions, task forces and other special groups as required;
• May prepare and make presentations to staff, boards, commissions, and external groups;
• May provide ongoing statistical reports;
• May be assigned as a Disaster Service Worker, as required;
• And performs related duties as required.

Employment Standards :

Sufficient education, training and experience to demonstrate the possession and direct application of the following knowledge and abilities.

Training and Experience Note : The required knowledge and abilities are typically attained through training and experience equivalent to possession of a Bachelor's degree.

Relevant experience can substitute for education on a year-for-year basis. Relevant experience includes experience performing analytical, administrative, lead, supervisory, or management duties, which include interpreting rules and regulations, gathering data and formulating recommendations, and report writing.

Seven (7) years of analytical, administrative, lead, supervisory or management experience which includes duties interpreting rules and regulations, gathering data and formulating recommendations, and report writing;

four (4) years of which must be at the journey level.

A Master's degree can substitute for one (1) year of the required experience.

Special Requirements :

Specialized program knowledge may be required in addition to the generalized administrative / supervisory experience when it can be demonstrated that :

• it is an absolute necessity for the successful operation of the program;
• that the Program Manager will be held accountable for this specialized knowledge; and
• that subordinate program staff will not be able to provide the subject matter expertise that is required.

Knowledge of :

• Program development and evaluation;
• Techniques of organizing and motivating groups;
• Personnel management techniques;
• Methods of administrative problem solving;
• Principles of organization and administrative, fiscal and program management; principles of employee supervision, training and development;
• Community and agency consultation methods and procedures;
• Computer applications, including but not limited to : word processing, spreadsheets, data base management software, presentation and electronic mail software.

Ability to :

• Plan, organize, control and evaluate a public service program;
• Manage initiatives, collect and analyze data for the purpose of evaluating services and or programs;
• Plan and assign workloads clearly and effectively;
• Train, develop and motivate staff;
• Deal effectively with a variety of government and community officials;
• Speak effectively in public;
• Integrate the activities of a program to attain program goals;
• Prepare and review reports;
• Develop and recommend effective courses of action;
• Develop and effectively utilize all available resources;
• Establish and maintain program's objectives, priorities and policies;
• Consult with and advise top administrator on the activities and status of the program;
• Develop short and long range budget plans that accurately reflect program needs. May require the ability to apply the tools of a specialty subject area.

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