YESNO - California



STATE OF CALIFORNIADEPARTMENT OF COMMUNITY SERVICES AND DEVELOPMENTDUTY STATEMENTEmployee NameClassificationPosition Number Vacant Staff Services Analyst (General)016-140-5157-XXXDivision/Unit Date Administration/Business Services02/11/2021SUMMARY OF RESPONSIBILITIESUnder the supervision of the Staff Services Manager II in the Administrative Services Division, the Staff Services Analyst (SSA) performs a broad range of first level journey analytic routine duties of average difficulty to support the Department of Community Services and Development (CSD) Business Services Unit (BSU) in relation to procurement and facility management. In doing so, the incumbent will adhere to laws, rules, policies and procedures as set forth by the State Administrative Manual (SAM). This position requires time management competency, self-motivation, and good judgment with the ability to research and reason logically using a variety of proven analytic methods to address administrative issues. The incumbent will analyze data, develop and evaluate alternatives, and effectively communicate information. Furthermore, the BSU SSA will possess “people skills” to succeed in a customer service orientated capacity. This position requires up to 10% of travel within the Sacramento area. Duties include, but are not limited to, the following:30%Purchasing/Procurement Work closely and cooperatively in a small BSU team environment to assist with the acquisition of Information Technology (IT) and non-IT goods and services. Interact and maintain good working relationships with external control agencies, such as the Department of General Services (DGS) and the Financial Information System for California (FI$Cal), as well as internal stakeholders (IT for example.)Compose requisitions, purchase orders, amendments, and agreement summaries. Track maintenance agreements, purchase orders and Requests for Quotes (RFQ's).Coordinate the complete competitive bid processes, including but not limited to analysis, editing, and/or composition of RFQ's. Determine time frames and work to meet deadlines. Respond timely to submitted quotes of prospective bidders. Compile vendor quote list. Review all proposals received for compliance.Routinely update and revise the CSD Purchasing Manual policies and procedures. Maintain and develop material for DGS, Office of Procurement, upon request. REPORTING – Assist in the preparation of Consolidated Annual Report (CAR); the Consulting Services Report, State Agency Buy Recycled Campaign (SABRC) Annual Report; Disabled Veteran Business Enterprise (DVBE) Annual Subcontracting Report; Delegated Purchasing Authority Renewal Package, etc.Research and make recommendations to management on purchasing items in the areas of administration and legal conformity. Research and prepare analysis of issues/questions.Ensure compliance with State purchasing laws, regulations, rules and policies for review of DGS Memorandums. Attend pertinent DGS and FI$Cal sponsored procurement meetings to stay informed.30% Facility ManagementAssist with office reconfigurations, relocations and lease renewal efforts. Operate and maintain various office equipment such as a postage meter machine, postal scales, time/date stamper, copiers, faxes, etc.Respond to reported equipment failures (copy machine, printer, etc.) and schedule routine maintenance of office equipment.Consult with moving, cabling, telephone, modular furniture vendors, facility management, and contractors.Maintain an adequate inventory of common general office supplies such as paper, files, labels, pens, staples, paperclips, etc.Provide quality customer service at the BSU counter to disperse office supplies.Keep commonplace office surface areas clean (sanitized), neat and organized.Meet on Emergency Response Team (ERT) matters in correlation with the CSD Emergency Coordinator and Safety Officer. Assist Emergency Coordinator and Safety Officer in developing emergency evacuation planning.Provide analysis of space needs and make recommendations, as needed.Serve as CSD’s back-up Recycle Coordinator.Assist in scheduling quarterly hard-floor cleanings in CSD facility with property management. 25%Compliance and ReportingOversee CSD's recycling policies and procedures to meet green initiatives.Oversee off-site warehouse contents and submit proposals to decrease contents.Confer with other BSU support staff on activities to ensure timeliness of delivery, completion of tasks, and satisfaction of administrative management needs.Work closely with other BSU support staff on upcoming purchase orders and those already in municate BSU departmental policies and procedures that affect the services and methods in which CSD delivers administrative services to staff.15%Office Courier and SupportSort and distribute incoming daily faxes, United States (US) postal mail, Federal Express (FedEx) and United Parcel Service (UPS) parcels and packages.Maintain logs of incoming and outgoing distinctive mail services, including overnight, certified, FedEx, UPS, as well as warrants.Pick-up and delivery of warrants to control agencies downtown and running other local errands as needed.Process occasional mass mailings and/or requests for requests for high volume document reproduction.Renew CSD parking permits.Ensure CSD State vehicle is regularly serviced including, but not limited to tune-ups, smog inspections, oil changes, car washes, vacuuming and fueling.Supervision Received:The SSA receives supervision and direction from the Administrative Services Division Staff Services Manager II.Supervision Exercised:None.Administrative Responsibility:Adhere to the laws, rules, policies and procedures pertaining to the BSU function.Personal Contacts:The BSU SSA has daily contact with departmental management, key local contractors, and control agency representatives.Actions of Consequences:Consequences of not using good judgement and/or not adhering to relevant laws, rules, policies and procedures could lead to legal recourse, adverse action, punitive damages, loss of delegation, loss of reputation, loss of funding, adverse impact on community outreach programs, unauthorized persons being made privy to sensitive information, complaints from vendors, etc. Finally, failure to follow safety rules could ultimately result in employee injury.Performance Expectations:Implement Best Practices business principles in job performance.Effectively organize and coordinate day-to-day work to ensure that all assignments receive the appropriate attention and that established timelines are met.Exercise tact, resourcefulness and good communication skills in daily contacts with all levels of staff and the public; convey a professional demeanor to all of those contacted in the course of work and projects a positive image of technical expertise, trust, helpfulness and fairness.Act independently, with the good judgment required, bringing sensitive issues to the attention of the Manager.Exercise initiative in recommending and/or implementing methods, procedures or policies that contribute to the efficient and effective operation of the office/municate effectively both orally and in plete assigned tasks in a timely manner.Follow policies and procedures established by CSD.Reason both logically and creatively.Demonstrate the ability to follow agency goals, policies and projects.Respect the confidentiality of information as mandated by statue. Refrain from divulging any information available to you as a result of access of your work.Use organization techniques and time management skills, including techniques for prioritizing multiple projects to ensure completion by established deadlines.Work with departmental management to ensure that services are provided to CSD agencies timely and efficiently. If there is a conflict in policy issues, procedures, auditing laws/policies, you must obtain clarification and approval from the Staff Services Manager II prior to taking any action that may result in withholding payment or services to CSD agencies.Operate congruently with organizational culture, values and vision.Support and promote a positive work environment and productive relationships with all staff and stakeholders of CSD in an ethical and professional manner.Be accessible and accountable to all CSD staff.Be a team player.Job Requirements: This can include making phone calls, responding to email and responding to front counter customer requests for services or supplies. I have read and understand the duties assigned as described above.YES,NO Can you perform the essential functions of the position with or without reasonable accommodation?(If reasonable accommodation is necessary, please complete a Reasonable Accommodation Request Form from the Human Resource Office, Reasonable Accommodation Coordinator.)Incumbent SignatureDateManager/Supervisor Signature Date ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download