Please put RPA #6521 on application.
**The Department of General Services is subject to the Personal Leave Program 2012/2013
(PLP 2012/2013), effective July 1, 2012 for 12 consecutive pay periods through June 2013 pay period.
The salary reduction is 4.62% less the base salary rate shown above.
The Department of General Services’ (DGS) Core Values are key to the success of the Department’s Mission to “Deliver results by providing timely, cost-effective services and products that support our customers.” The Department of General Services (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.
SELECTION CRITERIA – The selection criteria will be in the following order:
• 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.
Under the direct supervision of the Office Building Manager II and/or the Regional Manager at the San Diego State Building in San Diego, the incumbent is responsible for the general office work that will utilize all levels of clerical support in the areas of office organization and support to establish and maintain cooperative working relationships with all assigned Building and Property Management personnel, tenant agencies and service suppliers. A variety of duties requires ability to exercise a high degree of initiative and independence in the daily management and operation of state owned real property in San Diego.
The Southern Region, San Diego State Building Management Unit is located at 1350 Front Street, San Diego, CA 92101. The San Diego State Building occupies seven floors and approximately 174,100 square feet of office space.
To ensure the proper policies and procedures are being followed, the following work will be performed in accordance with the principles and guidelines of the DGS and SAM Manuals, the RESD and BPM strategic plans, the guidance of the BPM headquarters office/staff, DGS’s OFS and OHR. The incumbent is responsible for the combination of general office duties that include, but are not limited to, invoice processing for payments, typing, mail and document handling, filing and records management, document preparation and review, statistical and other record keeping, and ordering and maintaining supplies and equipment.
In order to provide clerical support to the Southern Region San Diego State Building, the incumbent will:
• Answers all incoming calls, screens, directs and routes messages or service dispatch.
• Assist the supervisors in editing, typing and finalizing correspondence for manager’s/supervisor’s signatures.
• Creates and maintains a complete filing system for the management office, including correspondence, accounting, contracts, confidential personnel and general building/office files.
• Distributes all employee notices, job bulletins, and routing of all other operations documents.
• Processes incoming and outgoing mail independently analyzing and prioritizing mail addressed to the office.
In order to provide Accounting and Budget support, the incumbent will:
• Types and processes purchase orders and invoices pertaining to ordering and/or paying for purchases of supplies, services and equipment utilizing the ABMS purchase order system.
• Researches and corrects any problems of invoice processing to ensure satisfactory and timely payment for services rendered.
• Processes incoming invoices for prompt payment utilizing forms provided by DGS/OFS accounting clerk.
• Types and prepares bid packages for prospective contract bidders.
• Maintains contracts files to ensure current contracts are consistently available to management/supervisory staff.
In order to provide Human Resources clerical support by providing necessary documents and work in conjunction with the BPM Personnel Liaison and the OHR Personnel Specialist (in West Sacramento) by:
• Types and processes all personnel related forms, including but not limited to, documents for hiring/termination, industrial/non-industrial injuries, health/dental benefit forms.
• Assists employees using the computerized ABMS system and tracks all employee work schedules and leave balances.
• Act as a liaison to request information from OHR for related personnel matters.
In order to act as the Service Troubleshooter, the incumbent will:
• Dispatches service calls by routing to appropriate on-site personnel or service providers.
• Logs in service problems/requests in Maximo (computerized work order system).
• Prepares periodic reports under direction of management/supervisory staff.
• Assists management/supervisory staff in ensuring effective delivery of service requests by calling requestors to ensure satisfactory completion of work.
• Develops and oversees the establishment of office organization and/or procedures.
• Initiates the physical inventory of office equipment and maintains the inventory database.
• Coordinates the annual equipment inventory.
• Documents and files the annual vacation scheduling for staff.
• Ensures all office equipment is maintained for functionality.
• Provides functional guidance as needed in training and assisting less experienced employees.
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.
SPECIAL PERSONAL CHARACTERISTICS
• Exhibits professional working manner and ability to deal tactfully and effectively in a busy office environment.
• Displays a demonstrated interest in assuming increased responsibilities.
• Displays maturity in judgment, loyalty, poise, tact and discretion.
• Excellent organizational and memory skills.
• Good attendance record and history of punctuality required.
• Ability to organize and set priorities in order to meet task deadlines.
• The incumbent may be required to possess and maintain a valid California Driver’s License, Class C in order to drive a State vehicle to other State agency building locations in order to perform the duties of the Office Technician in the San Diego Southern Region.
• The incumbent may be required to pass the Department of Justice background and/or fingerprint checks in order to obtain access to restricted security access floors/buildings located in the San Diego Southern Region.
• The incumbent will be required to submit a typing certification of at least a minimum of 40 WPM at the time the job offer is made.
• Ability to: Type at a speed of not less than 40 words per minute from ordinary manuscript or printed or type written material.
• Efficiency, conscientiousness and professionalism.
• Good public and co-worker interaction skills.
WORK ENVIRONMENT, PHYSICAL OR MENTAL ABILITIES:
• Office environment.
• Business dress according to current Department requirements.
• Daily and frequent use of personal computer and access to variety of office software applications while sitting in a workstation cubicle area.
• Move about, stand, reach, stoop or bend.
• Ability to use fine motor skills for computer or office machine use.
• Read, write and speak English in a clear and concise manner.
• Works involves the ability to multi-task and meet ever-changing deadlines.
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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The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.