Administrative Services Associate

This position is currently based on-site. However, upon successful completion of a one-year probationary period, employees may become eligible for ahybrid work schedule. Transitioning to a hybrid model is subject to performance and remains at the sole discretion of department management.

Under the direction of the Procurement Manager, the Administrative Services Associate serves as the CAL-Card Program Administrator, a key role in strengthening and modernizing Marin County’s Cal-Card (purchase card) program. This position will serve as the primary subject-matter resource for the State of California Cal-Card Program, a VISA-based purchasing mechanism designed to streamline low-dollar transactions County-wide and reduce reliance on traditional purchase order mechanisms.

This position is responsible for overseeing and helping to advance a program that is currently undergoing enhancement, with a focus on improving internal controls, fiscal accountability, and program-wide visibility. As the County’s primary subject matter resource, you will assess existing processes, identify opportunities for greater efficiency, help reduce program risk, and lead the charge in implementing consistent standards County-wide.

Acting as a bridge between fiscal policy and day-to-day operations, you will work closely with the Department of Finance internal audit team and other department stakeholders County-wide to ensure the program aligns with best practices in public sector financial management. You will be responsible for ensuring that the program remains a robust, compliant, and transparent tool for official County business. This position offers a unique opportunity to shape a high-visibility program, guide County-wide process, and contribute to a culture of transparency and integrity of the County’s fiscal operations.

The ideal candidate is a proactive and detail-oriented administrator who combines strong fiscal and analytical expertise in budgetary and fiscal reporting with the judgement and communication skills needed to work effectively across multiple departments and stakeholder groups. You are comfortable navigating complex processes, asking the right questions, setting priorities, bringing consistency to program management, and meeting critical deadlines in a fast-paced environment.

You are a highly organized individual with a solution-oriented mindset, able to manage competing priorities while maintaining accuracy and accountability. Whether reviewing transactions, developing new procedures, or interpreting regulations, you approach your work with clarity, sound judgement, and a commitment to strong internal controls.

This position is well-suited for someone who is not only technically capable, but also confident in identifying gaps, addressing inconsistencies proactively and professionally, and helping stakeholders adapt to improved processes.

What you bring:

Fiscal Oversight and Accountability: Experience administering, monitoring, and reconciling programs with a strong emphasis on regulatory compliance, internal controls, and responsible use of public funds.

Analytical and Problem-Solving Skills: Proficiency with business arithmetic (fractions, decimals, percentages) and statistical analysis that translates to an ability to evaluate data, identify trends or risk areas, and support decision-making through clear, accurate, and timely reports and data-informed analysis.

Program Coordination and Administration: Strong organizational skills and experience managing business processes, documentation, and communications across departments using advanced computer applications, including word processing, spreadsheets, and databases.

• Principles and practices of financial and accounting document processing and record
• Procedures, terminology and forms related to the functional area(s) to which assigned.
• Computer applications related to the work, including word processing, database and spreadsheet applications.
• Standard office practices and procedures, the operation of standard office equipment.
• Basic budgetary and public agency financial record keeping principles and terminology.
• Business arithmetic.

• Perform responsible accounting, financial, payroll, billing statistical and/or budgetary support work.
• Prepare a variety of financial, accounting, payroll and statistical reports, journals and ledgers, utilizing departmental-specific computer and network applications.
• Review and reconcile financial, accounting, payroll and budgetary documents and records.
• Enter a variety of information into automated financial, accounting and statistical reporting systems.
• Interpret, explain and apply standard accounting, financial, departmental and County policies, procedures and transactions
• Make accurate arithmetic and statistical calculations.
• Prepare accurate and timely billings.
• Meet critical deadlines.
• Establish and maintain effective working relationships with those contacted in the course of the work

Two years of accounting and/or financial office support experience that includes preparing, processing, and maintaining accounting documents and records. Education or professional training that is directly related to the work may be substituted for up to one year of the required experience.