Administrative Services (3211P)

Program Outcome Statement

Enhance Department operations through executive-level leadership and administrative oversight.

Program Services

  • Fiscal Services
  • Background Investigations and Training
  • Information Technology
  • Quality Assurance
  • Payroll/Personnel
  • Contracts and Procurement
  • Facilities/Ergonomics
  • Communications

Overview

Administrative Services provides department-wide direction and administrative support in the areas of fiscal services/budget oversight, training/background investigation, quality assurance, payroll/personnel, contract/procurement, safety equipment, facilities, ergonomics, and social media communication. The primary functions of Administrative Services are to provide staff with the resources necessary to carry out the Department’s mission and ensure that department operations are both efficient and effective.

Percent of Performance Goals Met

Percent of Employee Evaluations Completed Annually

Percent of Customer Survey Respondents Rating Services as Very Satisfied or Satisfied 

Cost per Capita Increasing

FY 2017-18 Year End Story Behind Performance

The Administrative Services Division continues to deliver services exceptional services throughout the department while undertaking internal infrastructure changes. The Department's budget has been and will continue to be a challenge for the Department, which relies heavily on the County's general fund and capped State revenues with designated purposes. It is very important to maximize resources in order to maintain the core services, but also meet expanded service needs. Probation leadership has made efforts to control costs and has successfully built up stable reserves.

Percent of Outcome and Efficiency Goals and Benchmarks
The department met 64% of its performance goals at the end of the fiscal year. The department will be evaluating its programs in the coming years to ensure that performance measures are met.

Percent of Employee Performance Evaluations Completed Annually
In FY 2017-18, the department performance evaluations continue to be a challenge; only 104 employee evaluations were successfully completed among 307 active staff that resulted in 28% completion rate which is considerably below the anticipated target.  Although the department has continued to decrease the percent of employee performance evaluation completed annually the highest priority for is to ensuring that the target of 40% is met in the next fiscal year. 

Cost per Capita
The department's cost per capita has decreased slightly when compared to the previous reporting period and is still above the target value. This is due to the decreasing ongoing costs for the Department's case management system - Probation Information Management System (PIMS). It is anticipated that this cost will remain steady in the future.

Percent of customer survey respondents rating services as good or better
In FY 2017-18, the Administrative Services Division launched the first annual internal customer satisfaction survey as a result of the difficulties encountered with the countywide customer satisfaction survey due to Probation clients' unwillingness to complete it.  The Department experienced a 24% survey response completion rate.  This is indicative of the challenge we face with sworn staff working in shifts within the juvenile hall and camps.  Overall the department is working towards a more efficient and streamlined approach to collecting customer survey satisfaction survey responses from both internal staff and our clients.


Future Priorities

  • Prioritize the timely completion of employee evaluations;
  • Continue to monitor Department budget and maximize resources to meet department operational needs;
  • Conduct timely background investigations to provide a sufficient candidate pool and;
  • Ensure that sworn officers comply with mandated 40-hour training requirements for Deputy Probation Officers, 24-hour  training requirements for Group Supervisors, and professional staff complete the county-recommended 20-hour target.

Author: Michelle Mendez, Management Analyst    
Contact Email: mcmendez@smcgov.org     Date Created: 08/26/2018