ASSISTANT DIVISION MANAGER, PROGRAMS, REGISTRAR-RECORDER/COUNTY CLERK

Position/Program Information

EXAM NUMBER

E1125L

TYPE OF RECRUITMENT

Interdepartmental Promotional Job Opportunity

FILING PERIOD

Applications will be accepted starting Tuesday, March 4, 2025 9:00 a.m., (PT) through Friday, March 14, 2025, before 5:00 p.m., (PT). Applications received after 5:00 P.M. (PT) will not be considered.

This opportunity is available for current Los Angeles County employees who have successfully finished their initial probationary period.

Current employees in unclassified service in the County of Los Angeles who meet the following criteria also qualify to participate in this exam:

Unclassified employees who have attained permanent County status on a classified position by successful completion of the initial probationary period, with no break in service since leaving the classified service.

-OR-

Full-time employees in the unclassified service with at least six months of full-time experience in the unclassified service by the last day of filing or at the time of filing the application.

OUT-OF-CLASS:

No out-of-class experience will be accepted for this examination.

WITHHOLD INFORMATION:

No withholds will be allowed for this examination. Required experience/education must be fully met at the time of filing, and clearly indicated on the application.

POSITION DESCRIPTION:

The Assistant Division Manager, Programs, Registrar-Recorder/County Clerk reports to a Division Manager, Registrar-Recorder/County Clerk and is responsible for assisting in the administration of programs within a division of the Registrar-Recorder/County Clerk (RR/CC). Responsibilities include assisting in planning, organizing, and evaluating division work through subordinate supervisory staff, establishing policies and procedures for administrative operations, and preparing the division's budget.

Essential Job Functions

ESSENTIAL DUTIES INCLUDE, BUT NOT LIMITED TO :

Assists in planning, organizing, directing, and evaluating the work of the division through subordinate supervisory staff.

Manages projects for the Department, including tracking deliverables, ensuring adherence to project schedule and monitoring project budget.

Assists in establishing policies and procedures for the administration of the division.

Assists in reviewing, analyzing, and interpreting existing and proposed Federal, State, and local statutes and regulations governing departmental programs and operations.

Evaluates the impact of legislative and ordinance changes and communicates necessary changes in policy and procedures to staff.

Establishes and reviews operational procedures, work methods and standards of performance and implements changes to increase efficiency and service effectiveness.

Provides direction to staff regarding work methods, techniques and policy interpretation.

Assists in the preparation and administration of the division’s annual budget.

Coordinates the work of the assigned units with other units, departments, and agencies.

Assists in making recommendations for new or improved programs, projects, concepts and procedures for the most effective use of data processing equipment and techniques to improve the efficiency of departmental functions.

Directs the more complex assignments and prioritizes work related to election, recorder/county clerk, and/or administration functions as needed.

Represents the Division Manager, Registrar-Recorder/County Clerk in meetings with other County departments and outside organizations.

Acts for the Division Manager, Registrar-Recorder/County Clerk in their absence.

Requirements

SELECTION REQUIREMENT S:
OPTION I: Two (2) years experience at the level of Administrative Services Manager I* or higher, supervising** or coordinating the operation of a work unit*** in the provision of specialized budget****, personnel, or other administrative services.

OPTION II: One (1) year experience at the level of Administrative Services Manager II*****, supervising** a centralized unit****** providing budget, personnel, or other administrative services.

OPTION III: An Associate Degree******* or its equivalent - AND - three (3) years’ experience at the level of Head, Election and Document Processing Services******** supervising** a unit performing election, recording, or document processing services in the Registrar-Recorder/County Clerk or equivalent agencies. One additional year of experience may be substituted for each year of college.

LICENSE:
A valid California Class “C” Driver License or the ability to utilize an alternative method of transportation when needed to carry out job related essential functions.

PHYSICAL CLASS:

Physical Class 2 - Light: This class incudes administrative and clerical positions requiring light physical effort that may include occasional light lifting to a 10-pound limit and some bending, stooping, or squatting. Considerable ambulation may be involved.

SPECIAL REQUIREMENT INFORMATION:

For this examination, the following items are defined as below:

*Administrative Services Manager I is defined as experience supervising a unit of lower-level analyst performing less complex********* analytical assignments which directly impact departmental programs and administrative operations, and which may be of a confidential or sensitive nature.

**Supervising is defined as responsibility for planning, assigning, and reviewing the work of assigned staff, evaluating employee performance, participating in interviews and selecting new staff, performance management and approving leaves of absence.

***Small Work Unit is comprised of a minimum of three (3) or more employees.

****Specialized Budget focuses on a specific asset or activity such as federal or state grants, special revenue funds, salaries and employee benefits that are used to track activities, which are included in a budget, to have a complete perspective.

*****Administrative Services Manager II is defined as experience supervising a unit of analysts responsible for performing a full range of difficult to complex********** analytical assignments within one or more administrative functional areas and making recommendations on highly complex issues which directly impact departmental programs and administrative operations, and which may be a confidential or sensitive nature.

******Central Staff Unit is defined as a unit located in a central administrative office, responsible for providing administrative services in such areas as human resources, budget, finance, contracts, and other related administrative functional areas.

*******Associate Degree is equivalent to 60 semester units, or 90 quarter units. For this examination, one (1) year of college is equivalent to 30 semester units or 45 quarter units.

********Head, Election and Document Processing Services is defined as experience planning, directing, and supervising the activities of a unit performing election, recording or document processing services in the Department of Registrar-Recorder/County Clerk.

*********Complex is defined as a factor which measures the nature, number, variety and intricacy and difficulty of tasks, steps, processes or methods applicable to the work to be done; the difficulty of tasks, steps, processes or methods applicable to the work to be done; the difficulty of identifying what needs to be done and difficulty and originality involved in doing the assigned tasks; major duties and difficulty of the mental processes necessary to identify what needs to be conceptualization required to complete assigned tasks.

**********Difficult to Complex is defined as a measure significantly greater degree or originality, innovation, critical thinking, resourcefulness, and conceptualization required to perform tasks.

***********Management Capacity is defined as, but is not limited to the following: having the responsibility for organizing, planning, implementing, and controlling functions and programs; developing and implementing policies, procedures, and guidelines; formulating short-term and long-term goals and objectives; directing and supervising staff through subordinate supervisors; formulating budgets; determining staff training needs; making major recommendations; and taking actions that have a direct and substantial effect on the agency and the programs.

DESIRABLE QUALIFICATION:
Credit will be given to applicants who possess the following desirable qualifications:

• Experience in a management capacity*********** within a major organizational unit having responsibility for oversight of various election or recorder/county clerk functions.
• A Bachelor's Degree from an accredited college or university in Business Administration, Public Administration, Political Science, Public Policy, or closely related field.
• Experience in managing multiple operational functions, such as facilities and emergency management, procurement, inventory control, fleet management, warehouse and logistics support.

To receive credit for your education, include a copy of your official diploma, official transcripts, or letter/certificate from an accredited institution within seven (7) calendar days of filing your application. If you are unable to attach your proof of education with your application, you must email it to RRCCExams@rrcc.lacounty.gov . Please be sure to include the exam title (i.e., Assistant Division Manager) and the exam number (i.e., E1125L) in the subject line of your email. The document should show the date the degree was conferred and be in English; if it is in a foreign language, it must be translated and evaluated for equivalency to U.S. standards. For more information on our standards for educational documents, please visit: PPG 123 - Accredited College Education and PPG 123 - Accredited College Education Resource Guide .

Additional Information

EXAMINATION CONTENT:

This examination will consist of two (2) parts:

Part I - Training & Experience (T&E) Evaluation: This assessment type will evaluate the training, experience, and education you list on a questionnaire and assign a score based on a standardized scoring system. This part of the assessment is worth 50% of your total score.

THE PASSING SCORE FOR THE ASSESSMENT IS 70% IN ORDER TO ADVANCE TO PART II.
Part II - Appraisal of Promotability: This assessment type is called an Appraisal of Promotability, and it involves your management evaluating your readiness for this position. This part of the assessment is worth 50% of your total score and assesses: Supervision, Achievement Orientation, Dependability, Customer Service Potential, Customer Focus, Conscientiousness, and Retention .

APPLICANTS MUST MEET THE SELECTION REQUIREMENTS AND RECEIVE A PASSING SCORE OF 70% OR HIGHER IN ORDER TO BE PLACED ON THE ELIGIBLE LIST.

Eligibility Information:

Candidates who passed the assessment(s) are placed on a list in the order of their score group for a period of three (3) months.

Available Shift and Vacancy Information:

The list of successful candidates created from this exam will be used to fill vacancies throughout the County of Los Angeles, Department of Registrar-Recorder/County Clerk as they occur. Appointees may be required to work any shift, including evenings, weekends, and holidays.

Application and Filing Information:

We only accept applications filed online. Applications submitted by U.S. mail, fax, or in person are not accepted. Apply online by clicking on the “Apply” green button at the top right of this posting. This website can also be used to get application status updates.

Please fill out the application completely. Provide relevant job experience including employer’s name and address, job title, beginning and ending dates, number of hours worked per week, and description of work performed.

We may verify information included in the application at any point during the examination and hiring process, including after an appointment has been made. Falsification of information could result in refusal of application or rescission of appointment. Copying verbiage from the Requirements or class specification as your work experience will not be sufficient to demonstrate meeting the requirements. Doing so may result in an incomplete application and may lead to disqualification.

PASSING THIS EXAMINATION AND BEING PLACED ON THE ELIGIBLE LIST DOES NOT GUARANTEE AN OFFER OF EMPLOYMENT.

HOW TO APPLY:
Applications must be filed online only. We must receive your application before 5:00 PM (PT) on the last day of filing. Applications submitted by U.S. Mail, Fax, or in person will not be accepted. Apply online by clicking on the green "Apply" button at the top right of this posting. This website can also be used to get application status updates.

Please fill out the application completely. Provide relevant job experience including full job title, employer's name, supervisor's name and phone number, beginning and ending dates, and description of work performed.

SOCIAL SECURITY NUMBER :
Please include your Social Security Number when applying.

NO SHARING OF USER ID AND PASSWORD :

All applicants must file their application online using their OWN user ID and password. Using a family member or friend's user ID and password may erase a candidate's original application record.

COMPUTER AND INTERNET ACCESS AT PUBLIC LIBRARIES :

For candidates who may not have regular access to a computer or the internet, applications can be completed on computers at public libraries throughout Los Angeles County.

ANTI-RACISM, DIVERSITY, AND INCLUSION (ARDI) :

The County of Los Angeles recognizes and affirms that all people are created equal and are entitled to all rights afforded by the Constitution of the United States. The Department of Registrar-Recorder/County Clerk is committed to promoting Anti-Racism, Diversity, and Inclusion efforts to address the inequalities and disparities amongst race. We support the ARDI Strategic Plan and its goals by improving equality, diversity, and inclusion in recruitment, selection, and employment practices.

What Happens Next? We ask that you submit your application by clicking on the green "Apply" button at the top of the job posting. If you need assistance or have questions, please contact us using the following information:

ADA Coordinator Phone: (562)462-2849

Teletype Phone: 800-899-4099

Alternate TTY Phone: 800-897-0077

California Relay Services Phone: 800-735-2922

Department Contact Name: Rena Kamasawa

Department Contact Phone: (562) 462-2849

Department Contact Email: RKamasawa@rrcc.lacounty.gov

For detailed information, please click here

Closing Date/Time: 3/14/2025 5:00 PM Pacific

• 

• Los Angeles County

• (800) 970-5478

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