STATE OF CALIFORNIA· DEPARTMENT OF TRANSPORTATION POSITION DUTY STATEMENT

STATE OF CALIFORNIA? DEPARTMENT OF TRANSPORTATION

POSITION DUTY STATEMENT

PM-0924 (REV 11/2017)

CLASSIFICATION TITLE Office Technician (Typing) WORKING TITLE Office Technician

OFFICE/BRANCH/SECTION [:] 42-LEGAL-SACRAMENTO

POSITION NUMBER 701-001-1139-xxx

EFFECTIVE DATE

As a valued member of the Caltrans team, you make it possible for the Department to provide a safe, sustainable, integrated, and efficient transportation system to enhance California's economy and livability. Caltrans is a performance-d riven, transparent , and accountable organization that values its people, resources and partners, and meets new challenges through leadership, innovation and teamwork.

(PROVIDE A BRIEF SUMMARY OF THE MAIN PURPOSE AND FUNCTIONS OF THE POSITION. DESCRIBE THE SUPERVISORY

GENERAL STATEMENT: RELATIONSH IPS INCLUDING THE CLASSIFICATION OF THE SUPERVISOR OR MANAGER TO WHOMTHE INCUMBENT REPORTS.

WHEN APPROPRIATE, IDENTIFY THE NEED FOR ANY CREDENTIAL OR LICENSE SUCH ASA DRIVER'S LICENSE.) ' RED TEXT ONLY APPEARS ON THE SCREEN

Under the general direction of the Contract Manager, a Staff Services Manager I, the incumbent is responsible for assisting Expert Witness Contract Analysts by providing clerical support for contract preparation and file maintenance.

CORE COMPETENCIES:

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As an Office Technician (Typing), the incumbent is expected to develop the following competencies as described below in order to successfully

perform the essential functions of the job, while adhering to and promoting the Department's Mission, Vision, Values, and Goals.

? Communication: Expresses oneself clearly in all forms of communication. Gives feedback and is receptive to feedback received. Knows that listening is essential. Keeps others in the Division and other functional units informed as appropriate. (Safety and Health Commitment)

? Ethics and Integrity: Demonstrated concern to be perceived as responsible, reliable, and trustworthy. Respects the confidentiality of information or concern shared by others. Honest and forthright. Conforms to accepted standards of conduct. (Sustainability, Livability and Economy - Commitment)

? Organizational Skills: Keeps work prioritized and organized. Logically approaches situations. (Organizational Excellence Commitment)

? Reliability: Ability to demonstrate dependability in meeting commitments, and providing a consistent work product. Takes responsibility for individual actions in order to meet deadline demands. (Stewardship and Efficiency - Commitment)

? Thoroughness: Ensures that work and information is complete and accurate. Ensures that assignment goals, objectives, and completion dates are met. Documents and reports on work progress. (System Performance - Integrity)

TYPICAL DUTIES:

Percentage

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Job Description DUTIES WITH DIFFERENT PERCENTAGES, CLICK ON THE"+" BUTTON.I *RED TEXT ONLY APPEARS ON THE SCREEN

Essential (E)/Marginal (M)1

40% E 25% E

Clerical support to the expert witness contract analysts; Prepare all expert witness contracts for execution by the

Department of General Services. The input of all necessary expert witness contract information into an external database system (CATS) required under the delegated authority of the Department of Procurement and Contract s. Using Fi $Ca l, ass ists in the processing of vendor contract information requiring knowledge of the department's and district's procurements laws , rules, and regulations. Operate various office machines/equipment (e.g., photocopier, fax, scanner, personal computer, calculator) to complete assigned duties. Create file folders using labels, personal computers, cross referen ce file, for various documents (e.g., cases, contracts, projects, history, subject, classification, billing) to ensure material is arranged and maintained properly for future record retention

Uses computer software programs to complete paperwork, track and maintain the status of all contracts processed by

legal staff at all times. Assists contract analysts with all clerical duties with photocopying, pulling files and documents, researching contract status, ensuring contract documents are current and record retention. Verify accuracy and completeness of information on paper, computer documents and/or records.

15% E 15% E

Responds to all incoming calls from the department's accounting division related to the processing of invoices. Respond

to inquiries via telephone or in-person to provide quality information and customer service on procedures and services of the department's expert witness contracts for the entire Legal Division. Manages the filing of all documents and files relating to expert witness contracts. Provides assistance with distribution of claims documents for statewide district offices. Performs data entry for staff

including general duties as outlined above, while maintaining inventory. Support as assigned on as-needed basis , including photocopying, running errands, and other miscellaneous office duties. Prepare user-friendly reports by transferring data from one source to another to summarize and interpret information for general distribution.

ADA Notice For individuals with sensory disabilities, this document is available in alternate formats. For alternate format information, contact the Forms Management Unit at (916) 445-1233, TTY 711, or write to Recor ds and Forms Management, 11 20 N Street, MS-89, Sacramento, CA 95814.

STATE OF CALIFORNIA? DEPARTMENT OF TRANSPORTATION

POSITION DUTY STATEMENT

PM-0924 (REV 11/2017)

5%

M

Provide clerical assistance to all Legal staff and management for all related duties as needed. Communicate with

+

others in writing to gather information pertinent to completing work assignments.

1ESSENTIAL FUNCTIONS are the core duties of the position that cannot be reassigned. MARGINAL FUNCTIONS are the minor tasks of the position that can be assigned to others.

SUPERVISION OR GUIDANCE EXERCISED OVER OTHERS None.

KNOWLEDGE, ABILITIES, AND ANALYTICAL REQUIREMENTS Knowledge: Use of office equipment such as a personal computer, fax machine, and copier. Use of computer software, including but not limited to, Microsoft Word and Excel. Will be trained to use software as necessary. Ability to: Apply technology to tasks, including use of Microsoft Word and Excel; treat others fairly and with respect; provide regular consistent communication within area of responsibility; take responsibility for own work; identify and respond to current and future client needs; provide excellent service to internal and external clients; adapt to and work with a variety of situations, individuals and groups; open to different and new ways of doing things; desire to acquire new knowledge and skills for work; effectively work and complete assignments in group settings; work cooperatively with others to achieve common goals; monitor the quality of work with attention to detail; act to verify information and accuracy of work. Analytical requirements: none. RESPONSIBILITY FOR DECISIONS AND CONSEQUENCES OF ERROR The incumbent is generally responsible only for the decisions required to successfully complete job functions as described above; however, errors and delays may inhibit the prompt execution of expert witness contracts, which affects the defense of the Department during litigation and may result in major financial losses for both the Department and the State of California.

PUBLIC AND INTERNAL CONTACTS Employee must maintain cooperative working relationships with office professionals and support staff as well as other departmental employees. Incumbent may also answer inquires from expert witnesses relating to their contracts in the absence of the Contract Analyst.

PHYSICAL, MENTAL, AND EMOTIONAL REQUIREMENTS Must be able to work under pressure, meet deadlines and maintain a helpful, positive attitude. Ability to work on a keyboard; manual dexterity; sitting for long periods; develop and maintain cooperative relationships; ability to focus for long periods of time.

WORK ENVIRONMENT While at their base of operation, employees will work in a climate-controlled office under artificial light. However, due to periodic problems

with the heating and air conditioning, the building temperature may fluctuate.

ADA Notice For individuals with sensory disabilities, this document is available in alternate formats. For alternate format information, contact the Forms Management Unit at (916) 445-1233, TTY 711, or write to Recor ds and Forms Management, 11 20 N Street, MS-89, Sacramento, CA 95814.

STATE OF CALIFORNIA? DEPARTMENT OF TRANSPORTATION

POSITION DUTY STATEMENT

PM-0924 (REV 11/2017)

I have read, understand and can perform the duties listed above. (If you believe you may require reasonable accommodation, please discuss this with your hiring supervisor. If you are unsure whether you require reasonable accommodation, inform the hiring supervisor who will discuss your concerns with the Reasonable Accommodation Coordinator.)

EMPLOYEE (Print)

EMPLOYEE (Signature)

I have discussed the duties with, and provided a copy of this duty statement to the employee named above.

SUPERVISOR (Print)

Cheryl Henry Sweet

SUPERVISOR (Signature)

DATE

09/03/2020

ADA Notice For individuals with sensory disabilities, this document is available in alternate formats. For alternate format information, contact the Forms Management Unit at (916) 445-1233, TTY 711, or write to Recor ds and Forms Management, 11 20 N Street, MS-89, Sacramento, CA 95814.

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