If you are interested in this position, please submit your application to the address listed and reference your list or transfer eligibility in the 'Explanations' section of your State Application Form. A resume in place of the job information on the application will not be accepted. Please attach a cover letter as well as a copy of your exam score if your eligibility is by list appointment. Please make sure your application is signed and dated (up to date), position number is listed, and is submitted before the final filing date. All applications received or post marked after the final filing date will not be accepted. Do not attach copies of this ad or application instructions to your application packet. Failure to follow these directions may disqualify you from being considered. Please note that applications delivered to the contact's building or to the department's HR will not be accepted. Mailed applications only.
A typing certificate is required for this position. Please make sure to have one at the time of hire.
Duty Statement - Office Technician (Typing)
Job Summary - The Office Technician (OT) will be located in Sacramento to support the Staff Services Manager I as well as the staff in San Francisco. The OT is the only clerical support person for staff in the San Francisco Unit. The San Francisco Unit is comprised of a Staff Services Manager I (SSMI), three Associate Governmental Program Analysts (AGPAs), and one Associate Medi-Cal Eligibility Analyst (AMEA) who are constantly working in the field. Thus, the OT must have the following abilities: Ability to work independently, to work with a wide range of duties and responsibilities, and be able to work effectively with a variety of people. Ability to work under the pressure of deadlines. Ability to show initiative and exercise good judgement. The OT performs a variety of the most difficult clerical and technical duties for the out-stationed regional office. The OT is responsible for all basic office functions, resolution of any problems that arise within his/her area of responsibility, and referral of problems that cannot be resolved to the appropriate person if the supervisor is absent.
Supervision Received: Under general supervision of the Staff Services Manager I (SSM I), Chief, San Francisco Unit
Percent of Time - Essential Functions
60% - Use of software and programs: Knowledge and ability to use software programs such as WORD, EXCEL and Q5 (FOCUS for Windows) and MS Outlook. Requests monthly Medi-Cal Eligibility Quality Control (MEQC) sample from ITSD, loads sample to Q5, assign and transfers cases to Central, Southern and Coastal Regions staff via Outlook. Collects and downloads completed MEQC cases from all regions. Produces reports, charts, and tables showing the MEQC and focused review findings. Mails consolidated summary report at the end of each base period to the counties. Keeps track of MEQC cases by using Q5 Case Summary Report function. Compiles Focused Review , 1931(b) Review and Periodic Case Review sample into Q5, transfers and assigns cases to analysts. Reconciles case data from Central, Coastal, and Southern Regions after all MEQC reviews have been completed. Types all error letters, procedural errors and pertinent information letters to all counties by using WORD. Communicates with all staff regularly via Outlook for various office work, such as update of SAVE password, draft correspondences, reports, letters and memos.
25% - Personnel and Administrative Support Duties: Responsible for all personnel related duties, completes all personnel transaction documents for the staff, and regularly works with the Personnel Specialist in Sacramento, in the Human Resources office to resolve questions and issues concerning absence reports and leave balances. Collects monthly time reporting sheets for the region and posts absences into the HRIS system. Resolves any discrepancies with staff and Personnel. Responsible for processing all travel expense reimbursement claims and arrange airline travel reservations and rental car arrangements for the region.
5% - Mail and general filing: Responsible for handling all of the incoming and outgoing mail for the office, routes mail to the appropriate person, distributes All County Welfare Directors Letters, and updates Barclays manual revisions. Files and maintains all of the binders for the correspondence and reports done by the region; establishes deadlines for the case reviews as to when to expect responses from federal and county agencies; does follow-up work when deadlines are not met, informs SSM I of tardy county responses.
5% - Telecommunication Duties: Responsible for all telephone reception duties, answers questions regarding MEQC case reviews and Medi-Cal policy inquiries and routes calls to the appropriate person when necessary and refers the caller to the correct number. This duty requires tact, patience and understanding. Sends faxes and routes received faxes to the appropriate staff. Responsible for ensuring that supplies of forms, materials, and other items necessary for MEQC in field offices are adequate, and appropriate. Determines what supplies to order and with concurrence of other support staff, submits the supply needs to the main supply contact person and ensures delivery to appropriate field offices. Keeps track of regular maintenance of office machines, makes routine adjustments and resolution of simple mechanical difficulties when they arise and contacts vendor for maintenance and repairs when necessary.
Percent of Time - Marginal Functions
5% - Additional duties as required.
Office Technician (Typing)
805 - 320 - 1139 - XXX
Final Filing Date:
UMD / Recruit Unit 320/San Francisco Unit P.O. Box 997419, MS 4506 Sacramento, CA 95899-7419
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