Duty Statement - Forms (CDE Intranet)



California Department of EducationPersonnel Services DivisionPO-066B (REV. 11/2015) FORMCHECKBOX PROPOSED FORMCHECKBOX CURRENTDUTY STATEMENTNote: Shaded area is for Personnel Office use only.PERSONNEL REQUEST NO.EFFECTIVE DATEDIVISIONPOSITION NUMBER (Agency – Unit – Class – Serial)Nutrition Services Division174-190-5157-XXXUNITPOSITION CONTROL NO.Food Administration Unit3804INCUMBENTCLASS TITLEStaff Services Analyst (General)Briefly (1 or 2 sentences) describe the position's organizational setting and major functions.Under the general supervision of the Staff Services Manager I in the Food Administration Unit (FAU) of the Nutrition Services Division (NSD), the Staff Services Analyst (SSA) is responsible for oversite of accounts receivables for the Food Distribution Program (FDP). The SSA also provides analytical support and technical assistance (TA) to U.S. Department of Agriculture (USDA) Foods ordering coordinators and processing analysts within the FDP, and assists with other program-related assignments such as web contributor responsibilities and contract monitoring.% of time performing dutiesIndicate the duties and responsibilities assigned to the position and the percentage of time spent on each. Group related tasks under the same percentage with the highest percentage first.(Use additional sheet if necessary)60%Program Responsibilities: Maintains, reviews, and analyzes the FDP accounts receivable data to ensure there are no outstanding invoicesConducts California Department of Education (CDE) collection procedures for invoices that are over 120 days delinquentAssists with the review, analysis, and preparation of surveys and ordering for distribution of USDA Foods from the USDA for State Cooperative and Advanced agenciesAnalyzes and compiles surveys in the Child Nutrition Information and Payment System (CNIPS) for USDA Foods ordering through the USDA Web-based Supply Chain Management systemAssists with monitoring detailed records of entitlement expenditures and bonus USDA Foods orders and cancellations for the State Cooperative and Advanced agenciesCreates, analyzes, and disseminates USDA Foods schedules for delivery to agencies and processorsWorks with agencies to resolves USDA Foods issues including ordering, cancelling, destinations, quantities, delivery dates, and types of USDA FoodsAssists with invoicing agencies for USDA Foods shipped directly to a processorProvides TA to staff in the NSD, local agencies, and approved USDA Foods processors concerning administration of the donated food programReviews and analyzes monthly performance reports and assess if corrective actions are necessary related to reporting activity, reducing excess inventory3804, SSA, p.2Assists with the review and approval of carryover plans from approved USDA Foods processorsReviews both new and renewal agreements from commercial food processors to ensure they are in compliance with USDA regulations and that the processors meet legal requirements for participation in the programActs as the Web Contributor for the FDP. Responsibilities include uploading documents to the web and general FDP web page maintenanceActs as a contract monitor for in-house services when applicable30%Communication Responsibilities: Communicates directly with customers with delinquent invoice(s) both verbally and through formal letters, and provides TA for reconciling outstanding balancesWrites letters, management bulletins, and memos to communicate regulation requirements and state and federal policies and proceduresResearches and provides TA to inquiries from management, staff, and external customersAssists with the development of training materials and presentations for program conferences and webinarsCoordinates with ordering coordinators and processing analysts to determine possible caseload assistanceMaintains and submits written status logs of work assignments to supervisor for review10%Miscellaneous Program Duties: Attends and actively participates in staff meetingsKeeps supervisors apprised of the status of projects and problemsAssists staff with critical projects or caseload coveragePerforms other job related duties as require(08/18)o be reviewed and signed by the supervisor and employee:Supervisor’s statement:I have discussed the duties and responsibilities of the position with the employeeI have signed and received a copy of the duty statement.SUPERVISOR’S NAME (Print)Augie AguilarSUPERVISOR’S SIGNATUREDATEEmployee’s statement:I have discussed the duties and responsibilities of the position with my supervisorI have signed and received a copy of the duty statementEMPLOYEE’S NAME (Print)EMPLOYEE’S SIGNATUREDATEDistribution: Original: Official Personnel FileCopy: Supervisor Copy: EmployeeCopy: Program File ................
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