Duty Statement - CalCareers



State of CaliforniaCalifornia department of technologyDuty StatementTech 052 (Rev. 08/2015)RPA NUMBER (HR Use Only)PROPOSED19-077ALERT: This form is mandatory for all Requests for Personnel Action (RPA).INSTRUCTIONS: Before completing this form, read the instructions located on last page. Section A: Position ProfileA. DateB. appointment effective date C. Current Position NumberD. proposed Position Number (last three (3) digits Assigned by HR) 695-440-5157-003 E. division / Branch / unit / physical Location of Position Statewide Technology Procurement/Rancho CordovaF. ClassificationG. Incumbent Name Staff Services Analyst (General) H. supervisor Name and classificationI. position requires a fingerprint background check Marlon Paulo, Deputy Director FORMCHECKBOX Yes FORMCHECKBOX NoJ. Work Days / Work Hours / work shift (day, swing, grave) K. position Requires Driving an Automobile M-Fri, 8- 5 p.m./day FORMCHECKBOX Yes FORMCHECKBOX NoSection B: Position Functions and DutiesIdentify the major functions and associated duties, and the percentage of time spent annually on each (list higher percentages first). Organizational Setting and Major FunctionsUnder the supervision of the California Department of Technology (CDT) Statewide Technology Procurement (STP) Deputy Director, the Staff Services Analyst (General) performs a variety of analytical, special project, and administrative assignments related to reportable Information Technology (IT) and Telecommunications (Telecom) projects in accordance with Public Contract Code (PCC) Sections 12100 and 12120 and compliance with the Project Approval Lifecycle (PAL) Framework.The Staff Services Analyst (General) position is designated under the Conflict of Interest Code. The position is responsible for making, or participating in the making of, governmental decisions that may potentially have a material effect on personal financial interests. The appointee is required to complete Form 700 within thirty (30) days of appointment. Failure to comply with the Conflict of Interest Code requirements may void the appointment.Essential Functions (Percentages shall be in increments of 5, and should be no less than 5%.)50%20%15%10%The Staff Services Analyst (General) performs analytical assignments and works closely with the Deputy Director in support of the Division. Duties include the following:Researches, gathers and analyzes staffs’ training needs, and develops STP’s training plan for management; maintains monthly training data for management discussion and planning purposes.Oversees STP’s budget; submits requests for budget data and provides monthly reports on STP’s budget expenditures to management for planning purposes.Gathers data and analyzes STP’s monthly billing reports to identify trends, errors, and/or omissions, and presents selected data to STP management and customer State agencies/departments.Manages calendar schedules and meeting events for STP Deputy Director and managers.Coordinates meeting events with internal and external staff.Responds to staff and management questions by conducting research, analyzing material, and drawing sound conclusions to respond with the requested information and presents results to management and executive staff.Participates in small work groups to assist in the development and maintenance of procedures in support of IT and Telecom procurements, including creating related tools, forms, and templates.Gathers, analyzes, and prepares special reports, presentations, graphs, and spreadsheets requested by management by compiling information obtained in solicitations, databases, and reports.Responsible for overseeing and storing all STP records in accordance with STP’s Record Management Policy and Procedures, including working with administrative staff to archive hard copy records to the State’s record center, and assisting staff in responding to Public Record Act requests.Acts as the first line of contact for STP’s main line, and provides customer assistance by responding to general inquiries from the vendor community and customer State agencies/departments using good judgement and professional telephone etiquette in accordance with office procedures and guidelines.Assists in preparation and administration of public vendor forums, and organization of other meetings with the public; assists management in scheduling meetings, recruitment interviews, and other functions; and assists staff with scheduling training.Performs personnel liaison duties to facilitate the hiring process and ensures compliance with applicable Human Resources (HR) policies and procedures by preparing the Request for Personnel Action (RPA) packages in accordance with CDT’s HR procedures.Submits work orders to the Office of Technology Services’ (OTech) service desk and works with OTech staff to resolve computer, laptop, and database issues; prepares work orders for new and separating staff involving equipment, including computer, laptop, desktop phone, smart phone, and Citrix tokens.Develops and responds to correspondence for the Deputy Director’s approval and signature.Maintain proper inventory of office supplies and equipment, loaner phones, carts, and projectors for STP.Submits CalATERS paperwork on behalf of STP staff to the proper CDT liaison; assists STP with distribution of pay stubs to all STP staff and management.Provides back-up support to STP staff and management, which may include, but is not limited to: analyzing requests for STP services, contacting and providing guidance to customer State agencies/departments regarding their submitted work items, assisting the management team with assigning staff work, and notifying staff of assigned work.Marginal Functions (Percentages shall be in increments of 5, and should be no more than 5%.)5% of timeperforming duties In order to provide professional development courses and seminars to the State’s procurement and contracting community, may participate in the development of the training classes (e.g. CAL-PCA) for the competitive and non-competitive acquisition of IT and Telecom goods and services in accordance with the State Administrative Manual (SAM), State Contracting Manual (SCM), Public Contract Codes (PCC), State Information Management Manual (SIMM), Government Codes and Regulations, Executive Orders, etc. Performs other related duties as required.Work Environment RequirementsThe incumbent may be required to work outside of normal business hours.The incumbent may be required to travel to customer State agencies/departments within the Sacramento area, work onsite at the customer State agency/department, and carry a smart phone. The incumbent must be proficient in Word, familiar with Excel and Visio software, and have a working knowledge of PeopleSoft ERP, Fi$Cal, and Cal eProcure, as they will be used regularly. Allocation Factors (Complete each of the following factors.) Supervision Received:The Staff Services Analyst (General) receives supervision from the Deputy Director.Actions and Consequences: The incumbent is expected to independently interact with program supervisors, managers, and technical staff to effectively support IT and Telecom procurement activities. Failure to accurately perform the responsibilities could severely impact STP’s ability to procure essential statewide IT and Telecom goods and services on behalf of customer State agencies/departments.Personal Contacts: The incumbent has regular contact with Department and Agency executive staff. Administrative and Supervisory Responsibilities: (Indicate “None” if this is a non-supervisory position.) None Supervision Exercised: None Other InformationDesirable Qualifications: (List in order of importance.)The successful incumbent should possess:Strong verbal communication skills, including effective listening and presentation skills.Strong written communication skills, including demonstrated ability to compose clear, concise, and persuasive correspondence and narrative reports using appropriate tone, grammar, and word usage.Strong analytical and problem-solving skills, including the ability to identify problems, research, and analyze issues from different perspectives, organize information, reach sound conclusions, and work cooperatively with others to develop and implement effective solutions.Ability to prioritize multiple changing assignments within short deadlines without management’s need to intervene.Ability to develop and maintain effective and collaborative relationships with all staff, customers, stakeholders, and internal/external organizations at all levels, including executives.Ability to work cooperatively with a variety of individuals/organizations and maintain the confidence and respect of others.Ability to work and communicate effectively and efficiently under pressure. Ability to develop and evaluate alternatives, make decisions and take appropriate action. Ability to be composed and adaptive in a dynamic, fast-paced, customer-focused work environment characterized by rapid change, minimal lead times, and multiple competing priorities.A positive and flexible attitude with a willingness to learn.A good attendance record. incumbent Statement: I have discussed the duties of this position with my supervisor and have received a copy of the duty statement. Incumbent Name (Print)Incumbent SignatureDate Supervisor Statement: I have discussed the duties of this position with the incumbent. Supervisor Name (Print)Supervisor SignatureDate ................
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