STATE OF CALIFORNIA DEPARTMENT OF CORRECTIONS
Instructions: Refer to the Human Resources Branch Policies & Procedures Manual for Duty Statement Instructions.
|1. Institution/Division/Office |2. Division/Department |
|CALIFORNIA STATE PRISON LOS ANGELES COUNTY |BUSINESS SERVICES - PROCUREMENT |
|3. Class Title |4. Proposed Incumbent (if known) |
|BUSINESS SERVICES ASSISTANT (SPECIALIST) | |
|5. Current Position Number (Agency-Unit-Class-Serial) |6. Effective Date |
|027-261-4707-001 | |
|7. BRIEFLY (1 or 2 sentences) describe the position’s organization setting and major functions: |
|Under the supervision of the Procurement Officer I, and direct supervision of the Business Services Officer I, the incumbent is responsible for performing a |
|variety of technical and analytical functions in the Institutions Procurement Office. This is the entry level which regularly performs a variety of duties and |
|is expected to consistently exercise a degree of initiative, independence, and originality in performing assigned tasks. The Business Services Assistant serves |
|as a lead over clerical support staff. Incumbent will interact with all departments throughout the institution, vendors, institutional staff and Regional |
|Accounting Office staff to resolve questions and issues with the purchasing process verifying that all purchases are obtained in accordance with applicable |
|State purchasing procedures. |
|Work Schedule: |
|8. Percentage of time |9. Indicate the duties and responsibilities assigned to the position and the percentage of time spent on each. Group related tasks |
|performing duties: |under the same percentage with the highest percentage first. (Use an additional page if necessary.) |
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| |ESSENTIAL FUNCTIONS |
|35% |Review purchase requisitions from various departments, verifying the accuracy of information entered into the (BIS) system and |
| |provide training and assistance to other institutional departments with BIS questions and processes as necessary and advising |
| |Institutional staff in proper purchasing procedures. |
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| |With supervision and direction from the Business Service Officer I (BSO) incumbent will exercise independence, initiative and good |
|25% |judgment in performing complex technical and analytical work. Incumbent will create, review and initiate the processing of purchase |
| |documents for all goods and services for various departments throughout the institution utilizing the Business Information System/SAP|
| |program using established policies and procedures. Incumbents will interact with all departments throughout the institution, |
| |vendors, institutional staff and Regional Accounting Office staff to resolve questions and issues with the purchasing process |
| |verifying that all purchases are obtained in accordance with applicable State purchasing procedures; assist vendors and buyers in the|
| |State Office of Procurement with problems on purchase orders and purchase estimates. Seek assistance/guidance from the BSO with |
| |issues as needed. |
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| |Maintain tracking systems for purchase orders, purchase estimates, logging orders that have been completed and updating vendor data |
| |through the Master Data Unit in SAP. Assist the Business Service Officer I with the preparation of Service and Expense agreements and|
| |the bidding thereof, tracking usage and authorizing work completed. |
|15% | |
| |Miscellaneous other duties or projects as required with the objective of relieving the Procurement Service Officer II and Business |
| |Service Officer I of less complex tasks. Maintain excellent working rapport with Institutional and Headquarters staff. |
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| |Write specifications for equipment, materials and supplies as needed; research new resources for supplies and interview and develop |
|15% |new vendors. Maintain/order supplies as necessary for essential office functions. Provide assistance, guidance and direction to |
| |institution staff and vendors to achieve and maintain excellent customer service. Call and schedule service for copy machines located|
| |throughout the institution. |
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|5% |MARGINAL FUNCTIONS |
| |Cover behind the Business Services Office Technician, assist with order requests. |
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|5% | |
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|PHYSICAL REQUIREMENTS |
|The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. |
|Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. |
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|The following is a definition of the on-the-job time spent in physical activities: |
|Constantly: Involves 2/3 or more of a workday |
|Frequently: Involves 1/2 to 2/3 of workday |
|Occasionally: Involves 1/3 or less of workday |
|N/A: Activity or condition is not applicable |
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|Sitting: Frequently - when keyboarding, using the telephone, keeping logs and records, copying tapes, preparing mail and associated tasks at a desk. There is |
|flexibility for movement on a frequent basis to break sitting with standing and walking. |
|Walking: Occasionally - within 50 feet to attend various meetings. |
|Standing: Occasionally - for periods of time to open, file or retrieve documents and to operate various equipment (i.e., copy machine and other office |
|machines). |
|Lifting: Frequently – lifting items weighing a few ounces such as paper, pens staplers, and telephone receiver. Occasionally - |
|Carrying: items listed above may be carried about 15 feet within the office area. Other distances are delivered via vehicle or hand cart. |
|Bending/Stooping: Occasionally to Frequently - may choose this position to reach the lower file drawers, paper stored in a box on the floor, mail located in |
|bins, or similar items. Slight bending at the waist and neck occurs on a frequent basis throughout the day such as needed to bend over the desk to perform |
|paperwork duties. |
|Reaching in Front of Body: Frequently to constantly - when keyboarding, answering telephone, handing papers to staff, filling, copying loading paper in printer|
|or copier, opening drawers and reaching about the top of a desk, handing mail to various departments. |
|Reaching Overhead: Occasionally - to reach files stored on an upper shelf. |
|Climbing: N/A |
|Balancing: N/A |
|Push/Pulling: Frequently - to open file and desk drawers and to position the computer keyboard, moving of bins storing mail, pushing/pulling hand cart during |
|delivery of mail. |
|Kneeling/Crouching: Occasionally - may choose this position to reach the lower file drawers. |
|Crawling: N/A |
|Fine Finger Dexterity: Constantly - when keyboarding, writing notes by hand, taking phone messages and flipping through paperwork. |
|Hand/Wrist Movement: Occasionally - Keyboarding about 1-2 hours a day per day when necessary to complete reports; operating office machines, answering phones, |
|filing, dispensing mail and working with papers an files. |
|Hearing/Speech: Clear speaking and hearing required to answer telephone calls and in performing duties. |
|Sight: Adequate vision is required to review correspondence, mail and files, as well as transcribe reports. |
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|KNOWLEDGE, SKILLS AND ABILITITES |
|Knowledge of: English grammar and punctuation; principles and practices of public administration; financial record keeping; and office and automotive equipment |
|and supplies. Ability to: Communicate effectively; learn rapidly; follow directions; analyze data accurately; reason logically; maintain the confidence and |
|cooperation of those contacted during the course of work; and utilize good work habits. |
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|DESIRABLE QUALIFICATIONS |
|Be able to work with others. Independent, self-starter. Able to utilize internet for researching. |
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|WORKING CONDITIONS |
|Work indoors in a thermostatically controlled environment, although occasionally the temperature fluctuates between very warm and cold. The floors for |
|performance of all duties are linoleum. Use of basic office equipment including copiers, scanner, computer, fax machine, telephone. |
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|CONDUCT, ATTENDANCE AND PERFORMANCE EXPECTATIONS |
|Employees are required to be alert, courteous and professional in their dealings with inmates, parolees, fellow employees, visitors and members of the public. |
|Every employee must be in possession of their employee identification card while on duty, and produce it upon request. An employee must promptly report the |
|loss of their ID to their supervisor immediately. Do not leave your ID at your desk. Carry it on your person at all times. Every employee must be in |
|possession of a whistle. Employees are expected to arrive to work on time and have excellent attendance. Employee is expected to complete work assignments by |
|the due date. In service training as required. |
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|ADDITIONAL EXPECTATIONS |
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|10. SUPERVISOR’S STATEMENT: I HAVE DISCUSSED THE DUTIES OF THE POSITION WITH THE EMPLOYEE. |
|11. EMPLOYEE’S STATEMENT: I HAVE DISCUSSED WITH MY SUPERVISOR THE DUTIES OF THE POSITION AND HAVE RECEIVED A COPY OF THE DUTY STATEMENT. |
|PRINT EMPLOYEE’S NAME |EMPLOYEE’S SIGNATURE |DATE |
|PRINT SUPERVISOR’S NAME |SUPERVISOR’S SIGNATURE |DATE |
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