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OFFICE OF ADMINISTRATIVE LAW

Title:  OFFICE ASSISTANT (TYPING)
Salary: $2,143.00 - $2,911.00
Posted: 10/17/2013

Job Description:

SELECTION CRITERIA –
• SROA/Surplus employees are encouraged to apply.
• Transfers, reinstatements, or recruitment from the employment list may be considered. Consideration may be given to applicants on another Department’s employment list, provided the criteria are met to transfer the eligibility from the employment list to DGS’ employment list
• Applications will be evaluated based on eligibility


Responsible for the Office of Administrative Law’s (OAL) front office procedures, maintenance of the office files, and interaction with the public through telephone and personal contact.

ESSENTIAL FUNCTIONS

Oversees the timely intake, recording and processing of all legal notices and proposed regulations submitted to OAL for its review. Records, labels and distributes the materials after compiling all the documents into OAL’s working and master files. Records all data in OAL’s management database. Posts information on OAL’s website as necessary. Ensures timely delivery of approved regulations to Secretary of State. Prepares files for mailing back to agencies in a timely manner.

Greets the public and state agencies at the front counter. Answers incoming telephone calls from state agencies and the general public. Takes accurate messages and refers all legal and procedural questions that pertain to the Administrative Procedure Act (APA) to the appropriate attorney.

Picks up, opens and delivers as appropriate, all office mail in a timely manner. Prepares daily FedEx package containing all OAL actions and incoming regulations and sends to Publisher. Types legal decisions and memoranda for staff attorneys. Completes photocopy jobs and other typing jobs upon request. Performs minimal equipment maintenance, such as, replacing toner in photocopier.

Responds to all publication requests from state agencies and the general public.

Files and maintains OAL’s working files and file-related materials for research purposes.

Other duties as assigned.

In order to provide clerical support services:

• Maintains office supplies.
• Coordinates routine maintenance for office machines (i.e. copier, fax, printer) to ensure that all office machines are in good working condition.
• Prepares offices for incoming staff by desk supplies and equipment.

Performs the following.

• Picks up and delivers miscellaneous correspondence, and opens and distributes OAL mail.

In order to provide clerical support for OAL:

• Handles and reviews incoming mail pertaining to OAL by date stamping and distributing as appropriate.
• Processes outgoing mail utilizing mail scale, postage meter and online overnight courier service.
• Regularly checks printer and fax machines and distributes printouts and faxes as appropriate.
• Maintains printer stock (paper, toner, etc) at each printer station.
• Types correspondence from written or oral instructions.
• Maintains log and tracks documents.
• Performs routine copying, filing, mailing and faxing of documents using various office equipment.

In order to provide customer service for OAL, using communication devices:

• Assists clients on the telephone and by email with daily operations in a courteous and tactful manner by assisting clients and escorting visitors to appropriate staff.
• Provides clerical support to OAL’s Legal staff by typing correspondence and documents.



Additional Information:

Working Title Position Number
Office Assistant (T) 305 - 010 - 1379 - 005
Location County
Sacramento SACRAMENTO
Timebase Tenure
Full Time Permanent   month(s)
Final Filing Date: Department Link:
10/25/2013 http://www.dgs.ca.gov
Contact Unit/Address Contact Name/Phone
Office of Administrative Law
300 Capitol Mall, Suite 1250
Sacramento, 95814
Belinda Lindstrom
(916) 323-6224

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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.

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.