SELECTION CRITERIA - -
• SROA/Surplus employees are encouraged to apply.
• Transfers, reinstatements, or recruitment from the employment list may be considered. Consideration may be given to applicants on another Department’s employment list, provided the criteria are met to transfer the eligibility from the employment list to DGS’ employment list
• Applications will be evaluated based on eligibility and desirable qualifications and interviews may be scheduled.
Under the direction of the Staff Services Manger II, the Office Technician will perform a wide variety of duties which will promote and be accountable for customer satisfaction and quality service, and will initiate or recommend changes that promote innovative solutions to meet our customer needs.
To ensure proper policies and procedures are being followed, the following work will be performed in accordance with departmental manuals i.e., State Administrative Manual (SAM), Purchasing Authority Manual (PAM), State Contract Manual (SCM), policies and procedures, Management Memos, Administrative Orders, and office procedures using Microsoft applications.
In order to facilitate DGS staff movement and alterations or reconfigurations of cubicle workspace, the incumbent will:
? Collect requests for move and cubicle workstation reconfigurations from customers
? Ensure all pertinent information is provided (including, dates, billing information, cubicle numbers, etc.)
? Coordinate with RESD Space Planners, when necessary, to design a workstation or cubicle component plan drawing
? Estimate labor and transportation to complete work.
? Arrange for a moving company, selected from Transportation Rate Agreement vendors, to provide move, labor, materials, and vehicles
? Submit a Service Order request to the BSS Purchasing Acquisition Liaison or utilize the DGS CALCard to pay for services
? Act as lead move coordinator by directing the vendor (labor) work and ensuring that all items on the work order are completed to the customers satisfaction
AUDITORIUM, AUDIO/VISUAL AND EVENT SUPPORT
In order to assist customers with meeting room and support (including the Auditorium, Executive Dining Room, Atrium and other conference rooms within the Zig) the incumbent will:
• Check calendar daily for room reservations
• Identify services and equipment needed for each room
• Set up rooms as requested by the customer
• Ensure requested equipment is in operating order and provided
• Provide customer a personal contact number in case of unexpected issues
• Collect and inventory all equipment that has been loaned out
CAL CARD – CARDHOLDER RESPONSIBILITIES
In order to submit a CALCard statement in an accurate and timely manner, the incumbent will:
• Identify all purchases and account for a receipt for each purchase (which include move, labor and all mailroom supplies)
• Place receipts in order of how they appear on statement
• Reconcile statement with receipts (i.e., statement and charges are identical)
• Make appropriate copies
• Prepare transmittal
• Submit to supervisor for approval
SURPLUS PROPERTY COORDINATOR
In order to oversee and coordinate quarterly surplus property moves at the Zig, the incumbent will:
• Assist offices by answering questions about eligible surplus items, IT surplus process, and directing them to OFAM website for completion of the Property Survey Report (Std 152)
• Coordinate with offices for submission of completed Property Survey Report
• Coordinate appointment time for delivery of surplus property to the Surplus Property warehouse via e-mail or phone
• Solicit and coordinate movers and transportation of surplus property with selected contract vendors via e-mail , phone or fax
• Oversee and direct movers to pick up all property on the submitted Property Survey Report and provide copies that will accompany the surplus items to the warehouse
CONFIDENTIAL SHRED PROGRAM
In order to ensure all confidential documents are discarded properly, the incumbent will:
• Identify all 40+ bins located at the Zig
• Collect bins prior to pick up by vendor
• Sign invoice to show services were provided
• Return bins to appropriate area of the building
• Provide confidential shred bins for customers who are purging files
• Act as liaison between vendor and DGS
In order to process incoming mail, US Post Office and IMS, twice daily the incumbent will:
• Sort stacks of incoming mail by separating mail into various mail slots specified by office
• Remove mail from mail slots and distribute mail onto cart into files divided by floor (1-10)
• Deliver mail from floor to floor by retrieving mail from cart and distributing to receptacles located on each floor
In order to process outgoing mail twice daily, the incumbent will:
• Pick up mail from outgoing mail receptacles located on each floor and separates by US Post Office Mail and IMS mail then places on cart to return to mailroom for pick up
• Run US Post Office Mail through postage application machine in preparation for US Post Office pick up
• Separates IMS mail into mail slots divided by office for courier pick-up
In order to process outgoing packages once daily for delivery, the incumbent will:
• Pick up outgoing packages from specified areas on each floor and deliver to the mailroom for processing
• Enter package and address information into specified carrier program to generate mailing label and places package into outgoing package area
In order to process incoming package deliveries once daily, the incumbent will:
• Sign for packages from carrier, apply internal BSS tracking label and scan into mail system using ascent machine then place item on cart for package delivery
• Deliver package from floor to floor using card and place packages into designated package receiving areas specified on each floor
In order to assist with office responsibilities as needed, the incumbent will:
• Act as the mailroom back up by responding to the bell at the front counter to assist employees with various requests
• Attend various meetings and training classes, as necessary, for job duties in addition to or in the place of other employees.
KNOWLEDGE AND ABILITIES
? English, grammar and punctuation
? Principles and practices of public administration
? Financial record keeping
? Office equipment and supplies
? Communicate effectively
? Learn rapidly
? Follow directions
? Analyze data accurately and reason logically
? Maintain the confidence and cooperation of those contacted during the course of work
? Utilize good work habits
? Ability to stand, walk, lift up to 40 pounds, bend twist, reach, squat, kneel, sit and perform simple grasping and fine manipulation in performing the various duties
? Prompt and dependable
? Willingness to learn
? Willingness and ability to accept increasing responsibility
? Ability to get along with others and work in a team environment
WORK ENVIRONMENT, PHYSICAL OR MENTAL
? Typical work activities involve frequent and prolonged periods of standing and walking.
? Transport materials up to 40 lbs.
? May entail muscular strain, including walking, standing, stooping, sitting, reaching, and lifting.
? Talking, seeing, and hearing are essential to performing the job requirements.
? Common eye, hand and finger dexterity is required for most essential functions.
? Requires reaching, twisting, turning, kneeling, bending, stooping, squatting, crouching, grasping and making repetitive hand movements in the performance of daily duties.
? Understand and follow safety procedures.
? Read, understand, follow, and enforce safety procedures
? Understand verbal instructions
? Understand written and verbal communication.
? Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals.
? Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
If you are not a current or former State employee, you must first take an examination to obtain list eligibility. This does not apply to Student Assistant vacancies.
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Equal Opportunity to all regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, or sexual orientation.
It is the objective of the State of California to achieve a drug-free state workplace. Any applicant for State employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing civil service, and the special trust placed in public servants.