Job Description: ***PENDING DGS BUDGET APPROVAL***
The Department of General Services employees are impacted by the 2012 Personal Leave Program (PLP 2012) which provides for one day a month of unpaid leave through June 2013. The salary reduction from the base salary rates above is 4.62%.
The Department of General Services’ (DGS) Core Values are keys to the success of the Department’s Mission to “Deliver results by providing timely, cost-effective services and products that support our customers.” DGS expects its employees to adhere to the DGS Core Values of Integrity, Accountability, Communication, Excellence, Innovation and Teamwork. Our employees are expected to perform their duties with these values in mind.
PLEASE INDICATE RPA #6692 ON YOUR STATE APPLICATION (STD 678)
SELECTION CRITERIA - -
• SROA/Surplus employees are encouraged to apply and will be considered prior to other recruitment methods.
• Transfers, reinstatements, or recruitment from the employment list may be considered. Consideration may be given to applicants who are on a DGS employment list or on another department’s employment list. Transfer of list eligibility must meet the criteria to transfer the eligibility from the other department’s employment list to DGS’ employment list.
• Applications will be evaluated based on eligibility and desirable qualifications and interviews may be scheduled.
The Regional Office of the Division of the State Architect reviews plans for the construction of various state-funded projects. Under the general supervision of the Supervising Architect of the Project Services Section, the incumbent is responsible for reviewing, verifying, maintaining, and processing construction project files for closing.
Properly invoice and close projects submitted to DSA following DSA procedures and Title 24 guidelines:
• Verify change orders and change order amounts.
• Enter change order information in e-Tracker database or FCD in FCD Access database.
• Prepare transmittal for each change order and FCD received.
• Distribute change orders and FCDs to appropriate technical staff.
• Make copies of the transmittal and the change documents and send to the Architect or Engineer of Record.
Ensure DSA staff have access to approved project information at the satellite and regional offices, provide a final record set of approved plans:
• Provide scanning services for conversion and filing of DSA project documentation at the regional office in order to produce a final record set of plans.
• Contact clients and consultants who have scheduled a back check appointment and setup a post approval scanning appointment.
• Determine the capacity to scan documents on any given day by entering information into e-Tracker indicating workload projection. Supervisor requires accurate information to schedule additional scanning and indexing resources.
• Schedule training for clients and consultants to learn the requirements of the process for submitting electronic, back check plans.
Ensure DSA staff are able to accurately identify project documents and have access to accurate project status information:
• Provide data entry services for document indexing processes and eTracker project management application by cataloging scanned documents into a database.
• Provide quality control of documents by viewing each document during the indexing process and resolve any problems to ensure that all documents are readable.
Filing documents into black and red files, per office procedures, including but not limited to Final Verified Reports, Change Orders, Lab Reports, Semi-Monthly Reports, Contract Information forms, etc. Photo copying of documents as requested by clients and staff, copying of transmittals, CCDs, etc. Provides clerical support to all staff in the Regional Office by typing a variety of documents from rough draft to final form using personal computer in order to ensure consistency of format.
As the receptionist for the office, maintains the public counter by answering telephones, taking messages, greeting and directing visitors, and referring inquiries to appropriate staff. Provides detailed DSA program information, assistance and/or direction on routine inquiries to the public, other public jurisdictions, and clients over the telephone and in person using knowledge of the DSA program and following division procedures in order to respond to client inquiries and customer service.
Ensure timely process and distribution of mail on a daily basis:
Process incoming project submittals using the eTracker database, standard office procedures, and the regulations governing the DSA program:
• Receive and review project documents for public school, essential services, and state funded projects.
• Create file for new submittals, verify accuracy of the project application and research the project file number in the eTracker database and manual files for existing projects.
• Identify the type and/or increment of the project and the accuracy and appropriateness of the documents and drawings received.
• Prepare supporting documents and obtain authorization from Intake Architect in order for client to receive approval of application from DSA.
KNOWLEDGE AND ABILITIES
Knowledge of: Modern office methods, supplies and equipment, business English and correspondence; principles of effective training.
Ability to: Perform difficult clerical work, including ability to spell correctly; use good English; make arithmetical computations; operate various office machines; follow oral and written directions; evaluate situations accurately and take effective action; read and write English at a level required for successful job performance; make clear and comprehensive reports and keep difficult records; meet and deal tactfully with the public; apply specific laws, rules and office policies and procedures; prepare correspondence independently utilizing a wide knowledge of vocabulary , grammar, and spelling; communicate effectively; provide functional guidance.
• Ability to act independently and to work and contribute effectively in a team environment with all personnel.
• Dependable, reliable, adaptable, punctual, good attendance record.
• Willingness to take direction from lead personnel.
• Intermediate personal computer skills including electronic mail, word processing, spreadsheet and routine database activity.
WORK ENVIRONMENT, PHYSICAL OR MENTAL ABILITIES
• Professional office environment, business-casual dress according to current policy.
• Read and interpret documents such as state regulations, statutes and procedure manuals.
• Interpret a variety of instructions furnished in written or oral form.
• Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Move objects up to 45 lbs, such as project drawings and files.
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.