The California Department of Forestry and Fire Protection (CAL FIRE) is California's fire department and resource management agency. The organization is comprised of nearly 8,000 permanent and seasonal employees. The mission of the Department is to serve and safeguard the people and protect the property and resources of California.
CAL FIRE is an equal opportunity employer, providing equal opportunity to all regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age or sexual orientation. CAL FIRE offers well-paying careers and opportunities for advancement.
When you join CAL FIRE, you join a family of employees that function as a team. You will build trust and friendship with your co-workers, as together you respond to emergencies and challenging situations. CAL FIRE provides employees with a variety of career choices and opportunities. We hope that you will consider a rewarding and challenging career with CAL FIRE!
DUTIES OF THE POSITION
If you have previously applied for this position, you do not need to reapply. **Re-Advertisement**
Under the direction of a Staff Services Manager III, the Management Services Technician (MST) will perform a variety of technical and administrative assignments in support of CAL FIRE’s Business Services Office (BSO). The MST must be able to work independently as well as cooperatively with others, must be able to maintain a high degree of initiative, establish workload priorities, and work under pressure. Duties and responsibilities include, but are not limited to the following:
35% General Office Administration
*Acts as central point for incoming telephone calls from various internal and external stakeholders seeking various BSO-related information; *Arranges project meetings with departmental personnel, contractors, and control agency staff; Prepares agendas, meetings, and meeting notes; *Interacts on a professional level with various state, federal, county offices, and public stakeholders; *Prepares, types, assembles, photocopies and collates miscellaneous correspondence, various contract material and other written material within Business Services; *Receives and date stamps all incoming mail and performs mail distribution to BSO Staff; *Assist BSO Staff or independently prepare, as requested various monthly reports including, but not limited to budget to actual reconciliations, cash reconciliations, and expenditure encumbrance reports, or any ad-hoc requests, as needed; *Provides back up and relief to other staff in BSO and assists BSO Managers with various special projects and reports.
35% Program Budget Reconciliation
*Initiates and monitors the Business Services Office related service agreements and statewide expenditures accounts. *Acts as first level liaison between Department Accounting Office (DAO) and Business Services. *In cooperation with DAO, researches and provides recommendations to resolve accounting issues related to assigned funds. *Works with DAO, region and unit staff, headquarters and vendors identifying and resolving fiscal problems and takes corrective action to resolve problems. *Initiates correspondence or documentation to collect, correct or notify appropriate persons. *Administers Automated Field Accounting System (AFAS) for various assigned funds, conducts monthly and final reviews and analysis, ensures reconciliation between AFAS and CALSTARS, researches errors and prepares correction documents; *Develops, reviews and analyzes personnel services spreadsheet to capture and record expenditures for salaries, benefits and overtime. *Responsible for auditing the Employee Master File (EMF) notifies department's administrative officer of corrections and changes.
20% Program Coordination
* Maintain and coordinate all BSO timekeeping activities and tasks; coordinate monthly submittal of timesheets and reconcile Staff timesheet work hours with monthly reports; Maintains bicycle, vehicle parking and vehicle maintenance logs; responsible for collecting monthly parking fees for parking privileges at 1300 U Street; process new parking applications; *Assists in filing and maintaining an electronic log of all contracts processed within BSO, prepares and distributes electronic contract log reports as scheduled and/or needed;*Coordinate and collect monthly submittal of std. 65 purchase orders
from Departmental purchasers; *Review purchase documents for completeness and accuracy; Timely prepare and submit purchase documents to the Control Agency on a monthly basis; *Receive, log, review, process, and respond to Departmental purchase requests through the General Services Administration (GSA) and Prison Industry Authority (PIA); Coordinate with BSO Management the receipt, internal processing, and approval of requests for services pending executed contracts.
10% Position Control
*Responsible for monitoring position control within BSO to ensure positions are filled promptly and in accordance with departmental policy. *Assist in coordinating BSO personnel and recruitment related activities such as, preparing recruitment documents, central point of contact for recruitment inquiries, maintaining and organizing position control files, liaison between Human Resources and BSO, assist in the development and maintenance of duty statements, assist in the development of justifications for positions, creation of organizational charts, etc.
*These are the essential functions for this position. Essential functions are those functions that the individual who holds the position must be able to perform unaided or with the assistance of a reasonable accommodation.
Job qualifications and/or conditions of employment: This position requires the incumbent to maintain consistent and regular attendance, which requires the incumbent to maintain a work schedule of Monday through Friday, 8a.m.-5p.m.
HOW TO APPLY :
Include position number 541-028-5278-XXX and working title in the Job Title Section of the Examination and/or Employment Application (STD. 678). Candidate may be selected by resume review. This is a re-advertisement, if you have previously applied for this position you do not need to reapply. Please send your completed STD. 678 and resume to CAL FIRE Business Services Office, Attention: Meagan Krueger, P. O. Box 944246, Sacramento, California 94244-2460
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.