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SECRETARY OF STATE

Title:  BUSINESS SERVICE ASSISTANT (SPECIALIST)
Salary: $2,495.00 - $3,034.00
Posted: 03/15/2013

Job Description:
The Position:

The Secretary of State (SOS), Management Services Division is recruiting to fill a permanent, full-time Business Service Assistant (Specialist) position to perform a variety of functions for an exciting and fast-paced organization. The position is located in downtown Sacramento, near Light Rail, K Street Mall, and other amenities in the rich architectural styled SOS building.

DUTIES: Under direction of a Staff Services Manager I, the incumbent is responsible for performing a variety of difficult and complex technical and analytical work in the Business Services unit of the Secretary of State’s Office. Specific duties include:

oAssist the Access Management System Administrator with creating reports and new employee identification badges. Coordinate the conference room reservations to ensure that all conference rooms are utilized efficiently and effectively by both internal and external customers.
0Ensures that customers are provided with all options available; costs associated with use; provide recommendations for setup; possible audio visual options; coordinate with other divisions for customer requirements and setup and breakdown of conference rooms.
oParticipate in forms design and management specific to stationary, brochures, displays, flyers, posters, letterhead, newsletters, business cards, and other types of signage.
oDetermine appropriate graphics and presentation materials for diverse audiences.
oProvide consultative services to management and department on all aspects of the departments Forms Management Program. Review requests for new forms and revisions of existing forms and order new forms as needed.
oAssist procurement officers when necessary.
oAnalyze Intra Office Requisitions (Form 5’s) for compliance with current provisions of the State Administrative Manual, Government Code, Public Contract Code, Board of Equalization Tax Law Guide, State Contracts Manual, Management Memo’s as well as Department of General Services and the Secretary of State’s procurement policies and procedures.
oReview and/or develop justification statements to support or deny restrictive bidding requests.
oObtain appropriate approvals from various control units within Department of General Services (DGS) and California Department of Corrections and Rehabilitation (CDCR) when necessary.
oReview and/or develop community specifications for equipment, supplies, make recommendations on products and sources which effect more economical procurements in terms of usage, cost, maintenance, physical constraints.
0Determine if incoming material meets predetermined specifications and authorize acceptance or rejection of material. Interview and solicit vendors and their agents regard specifications, delivery schedules, and prices.
oCompare and analyze quotations to insure quotes comply with agency specifications and delivery schedules.
oEvaluate bids and award purchase orders to lowest/best value, responsible, responsive bidder.
oInvestigate complaints and negotiate problem resolution among vendors, users, and other agencies, such as DGS, as necessary.
o As Records manager for all of Business Operations, consult with staff to develop and maintain current and relevant record retention or destruction schedules.
oAssist Business Service Officer I (Specialist) with vendor walk through related to modular furniture reconfigurations or minor office moves.

DESIRABLE QUALIFICATIONS: Candidates should have the ability to work both independently and in a group/team environment; prioritize and schedule work effectively. This is a challenging position that demands flexibility, the ability to work under pressure and meet deadlines in a timely fashion. Must be able to walk/stand up to 8 hours a day; move large packages weighing up to 40 pounds on a frequent basis using a cart/dolly.

WHO SHOULD APPLY: Incumbents currently at the Business Service Assistant (Specialist) class or those who have eligibility for appointment to the class. SROA/Surplus state employees are encouraged to apply. Applications will be screened and only the most qualified candidates will be interviewed (state the basis of your eligibility on line #12 of the application).

WHERE TO APPLY: Candidates should submit a standard State of California application (STD 678) to:

Secretary of State
Human Resources Office
ATTN: Mike Scorza
1500 11th Street, Room 475
Sacramento, CA 95814
916-651-5499
Final Filing Date: 03/29/13
Bulletin Release Date: 03/15/13

Additional Information:

Working Title Position Number
None Specified 785 - 200 - 4707 - xxx
Location County
Sacramento SACRAMENTO
Timebase Tenure
Full Time Permanent   month(s)
Final Filing Date: Department Link:
03/29/2013 None Specified
Contact Unit/Address Contact Name/Phone
Human Resources
1500 11th Street
Sacramento, 95814
Mike Scorza
916-651-5499
Mike.Scorza@sos.ca.gov

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Notice: 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. Learn all about it.

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.