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Salary: $2,143.00 - $2,911.00
Posted: 09/17/2013

Job Description:

Position # 406-1379-XXX

Permanent, Full Time

Willing-to-consider: OFFICE TECHNICIAN (TYPING)

HR 200 - 78


Job Description : The Department of Conservation (DOC) is seeking a talented individual to become part of our Administrative Support Team. The primary responsibility of this position is to act as the first line of communication for ETSD. The Office Assistant (OA) will provide support services to the Assistant Director, management and technical staff. ETSD is a secured location, and requires the OA to greet, assist and direct all employees, vendors, and the public to appropriate staff. The OA will provide general clerical support for the entire Division, regularly performing a limited range of routine duties under the close supervision of the Assistant director; and may take lead from other staff performing task.

Responsibilities Include :

  • Maintain the calendar and schedule for the Division's Assistant Director using Microsoft Outlook Calendar. Answer, screen, and route telephone calls to appropriate ETSD Staff, and act as a back-up to Service Desk phones. Distribute and date-stamp all incoming mail correspondence; maintain control of all outgoing correspondence. Coordinate and track shipping. Use a personal computer to draft letters and memoranda from staff notes or notes from meetings. Prepare administrative meeting agendas.
  • Under close supervision, Initiate correspondence/reports and submit for staff approval/signature. Proofread correspondence to ensure proper format, spelling, punctuation and grammar as well as consistency with Department policy and standards. Update and maintain Division desk reference manual. Schedule meetings for staff and maintain ETSD conference room calendars.
  • Under close supervision, prepare with substantiation training/conference request documents, schedule training, prepare documents for training payment, and make travel arrangements (if needed). Responsible for preparing, logging and tracking all employee training and travel expense claims and invoices to ensure prompt payment. As supervised, prepare file folders and maintain the integrity of files in the ETSD. Maintain mandatory training spreadsheet and database.
  • Under close supervision, perform Lead Timekeeper responsibilities: coordinate submittal of monthly timesheets and related payroll and leave balance documents, prepare managers' monthly timesheets, research solutions to timekeeping problems, prepare and distribute the monthly Leave Activity and Balances Report to supervisors. Use a personal computer to update documents such as ETSD staff office hours, staff assignments and office phone numbers and distribute updated documents to appropriate Staff.
  • Act as liaison with Business Services Office, completing appropriate forms for new employees to obtain identification and security badges. When needed, assist with coordinating cubical set-ups and desk phones.

Desired Qualifications :

  • Be detailed-oriented.
  • Excellent writing skills including the ability to write clearly and concisely
  • Excellent interpersonal skills; personable and tactful in dealing with a variety of circumstances and individuals
  • Excellent attendance and dependability.
  • Ability to exercise a high degree of good judgment.
  • Ability to exercise initiative and flexibility
  • Ability to organize and establish workload priorities and work well under pressure
  • Ability to handle multiple assignments/projects simultaneously and meet expected or required deadlines
  • Ability to work independently and in a team environment
  • Ability to use MS Word, Excel, PowerPoint, Access, and Outlook

Who May Apply : Individuals who are currently in the classification, eligible for lateral transfer, or with list eligibility. All interested applicants must submit a standard State Application (STD 678) with original signature and clearly indicate the HR 200 Number and basis of their eligibility in the “Job Title” portion of the application. Applications will be screened and only the most qualified candidates will be selected for an interview. SROA and Surplus candidates should attach “surplus letters” to their applications. Training and Development assignments may be considered.

PLEASE NOTE : Possession of minimum qualifications may be verified prior to interview and/or appointment. If it is determined an applicant does not meet the minimum qualifications, the application will be forwarded to the State Personnel Board for review and the applicant’s name may be removed from the eligibility list.

Please submit an application indicating HR 200 #78 to : Department of Conservation, Human Resources Office, 801 K Street, MS 22-13, Sacramento, CA 95814, Attention: Kristy Lac. Please indicate HR200 and position number on your application.

Additional Information:

Working Title Position Number
Office Assistant (Typing) 538 - 406 - 1379 - xxx
Location County
Timebase Tenure
Full Time Permanent   month(s)
Final Filing Date: Department Link:
Contact Unit/Address Contact Name/Phone
Human Resources
801 K Street, MS 22-13
Sacramento, 95814
Kristy Lac

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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.