DEPARTMENT OF JUSTICE



DEPARTMENT OF JUSTICE

DIVISION OF LAW ENFORCEMENT

BUREAU OF FORENSIC SERVICES

Headquarters

420-561-5157-006

Vacant

JOB TITLE: Staff Services Analyst (SSA)

STATEMENT OF DUTIES: Under the general direction of the Staff Services Manager I, the incumbent works closely with the Division of Law Enforcement’s Chief’s Office and Division of Operations to perform a variety of complex contract and purchasing related duties for the Bureau of Forensic Services and acts a liaison with regional laboratory staff to provide training and direction, ensuring that Bureau and department procedures are followed. This involves extensive knowledge of State, Department, Division and Bureau purchasing and contracting policies and regulations.

SUPERVISION RECEIVED: Reports directly to the Staff Services Manager I.

SUPERVISION EXERCISED: N/A

TYPICAL PHYSICAL DEMANDS: Ability to sit/stand and type at a computer screen for long periods of time. Ability to focus and concentrate for extended periods of time, read material and come to logical conclusions. Ability to travel throughout the building to obtain required information. Ability to speak on the telephone with other individuals to obtain required information. Ability to travel if needed. Ability to lift 25 pounds.

TYPICAL WORKING CONDITIONS: Enclosed, cubicle in a smoke-free environment.

EXAMPLES OF DUTIES:

ESSENTIAL FUNCTION:

35% Independently compose Scope of Work for solicitation packages and contracts. Acts as the bureau’s expert on all issues involving disputes with vendors and the Department of General Services (DGS) by preparing rebuttal documents and assembling chronological packages. Serve as primary reviewer for BFS Contracts. Compose contract advertising and solicitation packages (including Invitations for Bid, Requests for Proposal, and certified small business informal price quotes), exemptions from advertising requests and justifications, contract amendments, and contract renewals. Review and request modifications if necessary to the following: Agreement/Summary forms, Non-Competitive Bid Contract Justifications, Special Category Bid packages, Consultant Resumes, Consultant Checklists, STD. 209s, and Service Authorizations. Develop and prepare monthly reports for BFS Management on the status of contracts and proposals for the development of bureau-wide contracts.

Staff Services Analyst

Duty Statement

Page 2

30% Coordinates with the Division of Law Enforcement’s Chief’s Office (OC) and the Department’s Division of Operations (OPS) to ensure the necessary purchases of all expendable equipment and supplies for the Bureau. Use of purchasing documents, CMAS, state contracts, price schedules, and Cal-Cards. Act as a point of contact for field locations regarding procurement of goods and changes to policy and procedures. Receive, review and route purchasing documents submitted through Bureau Headquarters. Receive and track incoming equipment and supplies. Prepare accounting reports as needed on regional office expenditures. Ensures that proper payment is made for services rendered in BFS. Process and monitor the status of invoices forwarded to the OPS Accounting Unit for payment using BFSProcurement and AIS databases. Log and monitor the status of incoming and outgoing invoice payments to ensure contracts have not been overdrawn. Back up databases weekly. Assume responsibility for procuring office supplies, inventory and control, maintain equipment. Prepare and update schedules for all equipment and sensitive office equipment.

20% Record receipt and monitor the status of contracts and invoices forwarded to the OPS using BFSProcurement and AIS databases. Track incoming and outgoing contract information and contract expiration dates for renewal purposes. Log and monitor the status of incoming and outgoing invoice payments to ensure contracts have not been overdrawn. Inform assigned Lab Director when contracts require amendments to increase total dollar amount of contracts. Back up databases weekly.

10% Independently respond to agency correspondence concerning contract issues. Prepare invoice disputes regarding non-timely payment issues. Consult with bureau staff and contract agencies, analyze information received, and resolve billing disputes. Prepare written correspondence to contractors regarding performance under contract, termination, and extension of contractual agreements, and compliance requirements. Determine if background investigations are necessary for vendors performing service at field laboratories. Request background investigation packages be sent to the vendors. Update tracking spreadsheets on a regular basis, but no less than monthly. Notify laboratory management of the ultimate disposition of the backgrounds.

10% Responsible for knowledge of current rules, regulations, and laws pertaining to the processing or property and equipment. Ensures proper delivery, inventory, distribution, survey, and destruction of all equipment and furniture for the entire bureau. Process and survey equipment through utilizing the process established by OPS and state mandates. Records receipt of new property and ensures the proper decaling of property. Participates in creating bureau policies, procedures, and handling requirements. Works closely with the OC and OPS staff to coordinate equipment and property audits, reconcile inventories, distributes property from bulk purchases to all bureau offices, as needed.

Staff Services Analyst

Duty Statement

Page 3

5% Special projects or other duties as required by management.

I have read and understand the essential functions and typical physical demands required of the job offered to me and I am able to perform the essential functions with or without Reasonable Accommodation. 

Employee Signature Date Supervisor Signature Date

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