Job Description: r>> > Please indicate RPA number 7514 on your state application < r>/strong>r>
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 Staff Services Manager I of the Business Section, the incumbent is responsible for receiving, preparing and sending out drawings for construction of various projects. The incumbent is also responsible for requesting, retrieving and returning projects to and from archives for review.
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, and utilizing Activity Based Management System (ABMS) following the User Manuals for reference.
In order to process incoming project submittals using the ETRACKER database, standard office procedures and the regulations governing the DSA program in Title 24, California Code of Regulations:
• Receives project documents for public school, essential services and state funded projects such as drawings, specifications, calculations, geological/soil reports, addenda, change orders, and deferred approvals upon delivery to the DSA office.
• Reviews received documents in order to determine if they apply to an existing project submittal or are a new submittal.
• Creates a project file for new submittals, verifies the accuracy of the project application and researches the project file number in the ETRACKER database and manual files for existing projects.
• Identifies the type and/or increment of the project and the accuracy and appropriateness of the documents and drawings received.
• Prepares supporting documents and obtains authorization from Intake Architect and/or Cashier in order for client to receive approval of application from DSA.
• Applies date and identification stamps to appropriate documents. Records receipt of documents into ETRACKER database. Attaches identification tags to appropriate documents. Distributes documents to designated staff using mail delivery cart or places in staff mailbox as size allows.
In order to maintain an electronic record of project documents using an electronic database and the ETRACKER system:
• Maintains a log of outgoing plans following supervisor and manager requests. Prepares documents for shipment using UPS on-line services.
• Coordinates transmittal of original tracings to blueprint company for printing.
• Acknowledges receipt of file set of approved documents and records status in ETRACKER.
• Maintains record keeping system and controls both active and closed plan files.
• Inventories, boxes and coordinates shipments of closed plans and folders to SRC via UPS delivery.
Receives and processes requests to retrieve project documents from State Records Center (SRC) following SRC guidelines in order to allow DSA staff and clients to review past project documents. Prepares invoice in order to obtain archive retrieval fees following DSA guidelines using ETRACKER system. Notifies client via fax message when documents are received and arranges an appointment by telephone for client to review the documents. Returns documents promptly to SRC via UPS delivery following SRC guidelines in order to maximize limited storage space available in the office.
Responds to non-technical inquiries from other state agencies and the public using electronic mail, fax and telephone; and refers technical inquiries to appropriate staff in order to provide customer service using knowledge of the DSA program.
Assists in the coverage of the Front Reception area of the office by answering the telephone, taking messages, greeting and directing visitors, referring inquiries to the appropriate staff in order to provide constant coverage at the public counter according to office policy.
KNOWLEDGE AND ABILITIES
Knowledge of: Modern office methods, supplies and equipment; business English and correspondence; principles of effective training. Br
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.
• Apply good communication skills, both oral and written.
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.