Supervising Deputy Public Guardian/Public Administrator -Aging and Adult Services (Open & Promo)

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Supervising Deputy Public Guardian/Public Administrator -Aging and Adult Services (Open & Promo)

Salary

$114,816.00 - $143,520.00 Annually

Location

County of San Mateo, CA

Job Type

Full-Time

Job Number

G218K

Department

Aging and Adult Services

Opening Date

02/03/2025

Closing Date

3/3/2025 11:59 PM Pacific

Bargaining Unit

08

• Description

• Benefits

• Questions

Description

NOTE: This recruitment schedule was amended on February 24, 2025 to extend the closing date. Final Closing Date will be March 3, 2025.

The Aging and Adult Services Division of San Mateo County Health is seeking a well-qualified individual for the position of Supervising Deputy Public Guardian/Public Administrator - Aging and Adult Services.

There is currently a vacancy in the Public Administrator program, located in San Mateo but may travel throughout and outside the County to perform duties of the position.

Aging and Adult Services

We provide a wide range of services to keep older adults, people with disabilities, and dependent adults living safely in the community. Services provided by the Division include centralized intake and referral, assessment and consultation, protective and supportive services, and case management. Programs include; Adult Protective Services, Public Guardian, 24-Hour Hotline, Enhanced Case Management (ECM), In-Home Supportive Services Program (IHSS), and Linkages. Our goal is to ensure that we deliver compassionate and financially responsible services that meet professional standards and ethics and reflect the County's statement of beliefs.

Public Administrator Unit

The Public Administrator manages estates and makes final arrangements for San Mateo County residents who die without a will or any known relatives able or willing to act on the decedent's behalf to manage and resolve the estate. Working through appropriate methods of probate, the Public Administrator manages the estate until proper distribution is complete. The Public Administrator’s primary responsibility is to administer estates of decedents placed under the jurisdiction of the Public Administrator, participating in the investigation, inventory, and distribution of estates subject to the CA State Probate Code. Within established guidelines, the Public Administrator applies the provisions of applicable laws, while making decisions during investigations and distribution of assets. In addition, the Public Administrator prepares court accountings for summary and regular estates, compiles financial information and preparation of tax information for personal, fiduciary and estate taxes.

Primary responsibilities include, but are not limited to, the following:

• Plan, organize, supervise, train, and evaluate the work of Deputy Public Administrators and Office Support staff assigned to the Unit.

• Recognize and analyze operational problems, establish facts, draw valid conclusions, and prepare concise reports with recommendations to effect solutions.

• Provide consultation and supervision on policies, Probate and Welfare and Institutions Code, Local Court rules and regulations, financial and legal proceedings, and complex estate issues.

• Confers with relatives, attorneys, heirs, or other interested parties regarding the financial affairs of the estates of deceased persons.

• Review and evaluate cases for proper documentation and conformance with procedures established by the Probate Code, Local Court Rules, and Division Policies and Procedures

• Attend meetings, develop, and maintain effective, cooperative working relationships with County staff, other units, and departments including the Coroner’s Office and County Attorney’s Office

• Consults with County Attorney to interpret sections of State Codes, laws, and regulations pertaining to Public Administrator program matters.

• Monitor staff’s compliance with court mandated responsibilities such as filing of court accountings and marshaling of assets.

• Hold individual and group meetings with staff to discuss general policies, rules, or regulations.

• Assist Division Management with recruitment and selection of staff.

• Assist in development of policy, procedure, and training manuals as well as process improvement work for the unit with a diversity, equity, and inclusion lens.

• Evaluates office systems and procedures and make recommendations to improve the efficiency and effectiveness of the office; prepares correspondence and reports.

• Maintains statistical workload and fiscal records for budget projections; performs quality control audits of cases assigned to Deputy Public Administrators to ensure cases are managed accurately and timely.

• Works closely with Public Guardian staff and leadership and participates in coverage as needed.

• Other duties as assigned.

  The ideal candidate will be:

• Familiar with Probate Code, Local Court Rules, and Welfare and Institutions Code, and applicable laws and regulations relating to administration of decedent estates.

• Familiar with rules and regulations governing eligibility and operation of financial and asset management including personal property, real property, and financial investments.

• Knowledgeable about functions and procedures of the court system

• Familiar with principles, policies and procedures used in heirship determination.

• Knowledgeable about available resources and principles and techniques used in conducting estate and financial investigations to determine decedent’s' assets, including real property, and investments.

• Familiar with supervisory principles and practices and skilled in planning, organizing, supervising, and evaluating work of assigned staff.

• Skilled in effective communication; experienced in presenting oral and written reports.

• Able to maintain effective, cooperative, and understanding work relationships with individuals from a variety of diverse backgrounds, community partners, representatives of the court, financial institutions, and other agencies.

• Comfortable to provide crisis assistance in sensitive and difficult cases and determines alternate courses of action as necessary.

NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.

Qualifications

Knowledge of:

• Principles and practices of supervision and training

• Principles, policies and procedures used in conducting comprehensive assessments of mentally and functionally disabled person, the elderly and their families.

• Principles, policies and procedures used in developing care plans for mentally and functionally disabled persons and the elderly.

• Welfare and Institutions Code, Lanterman-Petris-Short Act, Probate Code and other applicable laws and regulations relating to person and estate management.

• Regulations governing Federal Assistance, Social Security benefits, Veterans Administration benefits and other entitlements.

• Principles and techniques used in estate and financial investigation to determine conservatees' or wards' assets, including real property, stocks, bonds and bank deposits.

• Functions and procedures of the court system.

• Social and community resources available.

• Psycho-social, medical, and economic interrelationships that result in individual and social abnormalities.

• Multi-cultural and ethnic diversity.

Skill/Ability to:

• Plan, organize, supervise, and evaluate the work of assigned staff.

• Train subordinate staff.

• Assess problems and take appropriate action, particularly in emergency and/or difficult situations.

• Effectively interpret departmental rules, policies and regulations.

• Develop and maintain effective and cooperative working relationships with County staff, service providers, collateral agencies and individuals contacted in the course of the work.

• Work effectively with mentally and emotionally disabled persons, the elderly and their families.

• Prepare clear, concise written reports.

• Read, interpret, and implement complex written materials.

• Communicate effectively, including speaking clearly and concisely.

• Develop comprehensive case plans.

Education and Experience:

Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

• Two years of experience in professional estate administration or investigation work.

Application/Examination

Open and Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, extra-help/limited term positions prior to the final filing date will receive five points added to their final passing score on this examination.

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). Depending on the number of applicants an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in the County of San Mateo, California and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the “Apply” button. If you are not on the County's website, please go to https://jobs.smcgov.org/ to apply. Responses to the Supplemental Questionnaire must be submitted in addition to the standard County employment application form. A resume will not be accepted as a substitute for the required application materials. Online applications must be received by the Human Resources Department before midnight on the final filing date.

TENTATIVE RECRUITMENT TIMELINE

Final Filing Date: Monday, March 3, 2025, by 11:59PM PST

Application Screening: Week of March 3, 2025

Panel Interviews: Week of March 17, 2025

About the County

San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically, and linguistically diverse communities.

The County of San Mateo, as an employer, is committed to advancing equity to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.

The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels.

HR Contact: Debbie Kong(01302025) (Supervising Deputy Public Administrator/Guardian-Conservator – G218)

Please visit www.smcgov.org/media/100151/download?inline= for a complete listing of all benefits for this classification.

Benefits are offered to eligible employees of the County of San Mateo. All benefits are subject to change.

As an additional benefit, the County offers extensive training and development programs designed to improve skills and enhance career opportunities. Most programs are offered on County time at no cost to you.

County employees are also covered by the federal Social Security system and earn benefits for retirement based on salary and time worked.

01

IMPORTANT: Applicants for this position are required to submit responses to the supplemental questions below. Your responses will provide detailed information about your background and experience related to this position. This information will weigh heavily in the application screening by the subject matter experts and will also be used in the selection process. Answer the questions completely, paying attention to the multi-parts of the questions. While being thorough and detailed, also be concise. Your strategic use of language as well as neatness, clarity of expression, attention to detail, proper use of grammar and the ability to follow instructions will be considered in the evaluation process. A resume will not be accepted as a substitute for your responses. Please acknowledge that you have read and understand these instructions by checking the box below:

• I have read and understand these instructions.

  02

  Describe your work experience providing Public Administration services. Describe the extent of your duties. Please be specific.

  03

  Describe your experience with income and asset management, and what is the greatest challenge to managing assets for decedent estates? Please be specific.

  04

  Define the top qualities a supervisor must demonstrate. Provide examples of how you have/would apply these qualities. Please be specific.

  Required Question

Employer

County of San Mateo

Address

County of San Mateo Human Resources Department 500 County Center, 4th Floor Redwood City, California, 94063-1663

Phone

(650) 363-4343

Website

https://jobs.smcgov.org

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