Interested individuals should submit a STD 678, Examination and/or Employment Application to the address listed under “Contact Information”. Please indicate your eligibility and reference the position number/location in the “Job Title” section of the applications. The STD 678 can be accessed through the State Personnel Board’s Website at www.spb.ca.gov. Applications will be screened and only the most qualified candidates will be scheduled for an interview. Open to all candidates eligible for appointment to the classification. This position is subject to HR approval.
Job Description: The specific duties and responsibilities of this position are:
Coordinates purchases of IT hardware, software, and services for DFG following the laws, guidelines, and requirements enforced by DGS and other control agencies. Understand DOF/DGS, IT procurement, and IT contracting guidelines and regulations and ensure DFG compliance with these regulations. Assist IT staff with the development of IT interagency agreements, IT service contracts, and IT vendor contracts. Develop bid specifications. Assist DFG staff in the development of Statements of Work (SOW), Requests for Proposal (RFP), Requests for Information (RFI), and Requests for Offers (RFO). Develop purchasing files and maintain purchasing documentation according to control agency guidelines. Maintain DFG IT procurement manual and procurement guidelines in accordance with control agency standards and guidelines. Coordinates all Non-IT related contracts; including: interagency agreements, contract delegations, short form contracts, and Cal Card accounts. Maintain photocopier maintenance contracts. Maintains vendor library, California Multiple Award Schedule (CMAS) contracts file, and other purchasing information for staff. Assists or conducts general Non IT related purchases such as office supplies.
Responsible for receiving vendor invoices for payment. Obtain verification that the goods and/or services have been received and obtain appropriate ITB supervisor approval for payment. Key-enter appropriate information into the Department’s automated Procurement and Payments System (PPS). Prepare payment package and submit to the Accounting Services Branch for review and payment. Follow-up on vendor inquiries and monitor that payments are processed when submitted.
Personnel Transaction Coordination:
Responsible for reviewing ITB personnel transaction supporting documents. Initiate and track Request for Personnel Action (RPA’s) and ensure the RPA packages are complete with all appropriate paperwork, prepare TBA’s as necessary, ensure that employee duty statements are current and on file. Perform monthly timekeeping duties, record and monitor employee overtime. Track unit vacancies to ensure positions are not lost and keep senior staff informed of vacancies. Maintains employee personnel records, initiates the hiring process by preparing vacancy announcements and requesting contact letters, screen applications for vacancies and analyze them to ensure they qualify for the position, arrange interviews and contacts qualified candidates, assist senior staff in developing interview questions and exams for vacancies. Work with the Department’s Human Resources Branch to resolve personnel issues. Also responsible for seeing that Worker’s Compensation Claims and/or Employee Accident Reports are filed in a timely manner when accidents occur.
Expenditure Tracking and Budgeting:
Responsible for maintaining and tracking expenditures for ITB, using monthly allotment-expenditures data from the Expenditure Data Warehouse reporting database. Review and reconcile the monthly allotment-expenditure data with detailed ITB budget planning documents. Analyze and process paperwork to correct Calstars input errors. Monitor labor distribution charges against the branch personnel services budget.
Training Request Coordination:
Assist staff in the preparation of training requests. Act as Branch liaison with the Department’s Office of Training & Development (OTD) and outside vendors to ensure staff are properly enrolled in the requested training classes. Ensure training is followed up with required notification of completion to the OTD.
ALL HIRES ARE SUBJECT TO HIRING FREEZE AND/OR BUDGET APPROVAL.
Please note: Possession of minimum qualifications will be verified prior to interview and/or appointment. If it is determined an applicant does not meet the minimum qualifications, the applications will be forwarded to the State Personnel Board for review and the applicant's name may be removed from the eligibility list.
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.