***PENDING DGS BUDGET APPROVAL***
Please indicate RPA number 7231 on your state application
The Department of General Services’ (DGS) Core Values and Employee Expectations are keys to the success of the Department’s Mission. That mission is to “Deliver results by providing timely, cost-effective services and products that support our customers.” DGS employees are to adhere to the Core Values and Employee Expectations, and to perform their duties in a way that exhibits and promotes those values and expectations.
SELECTION CRITERIA - -
• Please submit a completed State Application (STD 678).
• 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 general supervision of the Supervising Program Technician II, the incumbent performs the Attendance Clerk duties for the Regional Office and provides clerical and administrative support to the Regional Office Manager and Regional Office Analyst.
The incumbent shall promote and be accountable for customer satisfaction and quality service and will initiate or recommend changes that promote innovative solutions to meet customer needs.
The following duties will be accomplished in accordance with the Department of General Services (DGS) and Division of the State Architect (DSA) policies, procedures and guidelines, Bargaining Unit provisions, and applicable DPA, SPB, and OHR rules, regulations and guidelines utilizing the Project Accounting Leave (PAL) and Activity Based Management System (ABMS) following the User Manuals for reference.
In order to assist employees and supervisors with personnel-related issues/information, serves as the initial contact person in the Regional Office. Performs the following attendance clerk functions:
? Generates Employee Status and Total Time Worked reports in order to verify PAL timesheets are submitted and approved prior to the SCO interface date.
? Enters and/or corrects employee time in PAL as directed by the Supervisor or Manager in order ensure accurate records.
? Enters new employee information on the ABMS Quick Employee Entry screen upon receipt of hiring documents from the Personnel Liaison (PL) or Supervisor in order to alert OHR, Office of Technology Resources, and Business Services of new employee.
? Enters employee separation information into ABMS upon notification from PL or Supervisor in order to alert OHR, OTR and Business Services.
? Enters information on work-related injuries into ABMS and submits applicable forms for processing following form instructions in order to keep accurate records.
? Provides assistance to staff and management in order to resolve PAL problems and/or
discrepancies involving leave balances, overtime reported and work time, including Alternate
Work Week Schedules, by communicating with staff and OHR as needed.
? Generates reports from ABMS (i.e. overtime, leave balance, etc.) as directed by Supervisor in order to provide with accurate information on employee records.
? Provides employees with personnel-related forms, documents, and information, pertaining to such subjects as Family Medical Leave Act (FMLA), Non-Disability Insurance (NDI), and State Disability Insurance (SDI), as required.
? Assists employees in the completion of various personnel-related forms (benefit, worker’s compensation, etc.) by verifying codes, obtaining signatures and dates.
? Processes and distributes completed, personnel-related forms by following instructions.
? Acts as a liaison with OHR to resolve processing and other issues as needed by contacting OHR staff via phone or email.
In order to efficiently and accurately complete daily tasks utilizing the DGS Correspondence Guide, DGS State Administrative Manual, and other established protocols:
? Provides clerical and administrative support to the Regional Office Manager and Regional Office Analyst using a personal computer, photocopier, telephone, and facsimile.
? Maintains the managers work schedule and calendar, schedules appointments and meetings with various public and private agencies and groups.
? Creates, maintains, and periodically purges, a complete filing system and files for the office including correspondence, accounting, contracts, and archives using a numeric filing system.
? Performs complex and routine copying, filing, mailing and faxing of documents using a variety of office equipment in order to facilitate distribution and/or retention of documents as directed by the Supervisor or lead staff.
? Maintains various logs.
? Faxes various documents to vendors and other customers.
? Answers telephones and directs calls to appropriate personnel.
Assists in the general office regulatory process using a scanner, photocopier, and other office machinery in cooperation with the professional staff:
? Scans documents and files.
? Creates files.
? Maintains and files required documentation as necessary.
Maintains a stock of standard office supplies in order to ensure sufficient inventory, on a bi-weekly basis, as directed by the supervisor:
? Takes inventory of current stock of supplies using list of standard items.
? Completes an order sheet using office supply catalogs to reference price and quantity.
? Submits order list to Supervising Program Technician II and Regional Office Manager for approval.
? Orders office supplies using on-line ordering system on personal computer following system
? Utilize DGS CAL-Card as a payment mechanism.
? Verifies completeness and accuracy of shipment by comparing the order list and packing slip.
Provides back up coverage to the front reception desk by receiving deliveries and greeting visitors in person and over the phone and directing callers and visitors to the appropriate division staff following established protocols.
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.
? Knowledge of Oracle applications, specifically ABMS and PAL
? Knowledge and experience preparing correspondence for another person’s signature
? Knowledge of Word, Excel, and Outlook
? Ability to organize, set priorities and work independently.
? Ability to handle telephone calls professionally and with good judgment.
? Intermediate personal computer skills, including electronic mail, word processing, routine database activity, word processing and spreadsheet.
? Ability to read, interpret and apply technical guidelines from various sources.
? Demonstrate conscientiousness and professionalism in the work environment.
? Exercise a high degree of confidentiality and respect for personnel-related information.
? A demonstrated interest in assuming increasing responsibility.
? Display mature judgment, tact, and discretion in all matters.
? A demonstrated ability to handle sensitive and confidential information and assignments with tact and diplomacy.
? Positive attitude and adaptable to change.
? Ability to work well with a team.
WORK ENVIRONMENT, PHYSICAL OR MENTAL ABILITIES
? Dress appropriate for professional office environment.
? Daily use of a personal computer, related software applications, and peripherals.
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.