CalHR Duty Statement



17145-5461000Duty StatementDepartment of Human ResourcesState of California? Current ? ProposedClassification TitleStaff Service Analyst (SSA)Division/UnitWorkforce Development Division (WDD)Working TitleOperations AnalystIT Domain (if applicable) Position Number363-920-5157-001Effective Date TBDName Date Prepared03/22/2021CalHR Mission and VisionThe California Department of Human Resources (CalHR) is responsible for all issues related to employee salaries and benefits, job classifications, civil rights, training, exams, recruitment and retention. For most employees, many of these matters are determined through the collective bargaining process managed by CalHR.Our Vision: To be the premier leader and trusted partner in innovative human resources management. Our Mission: To provide exceptional human resources leadership and services with integrity, respect and accountability to state departments and all current and prospective employees.General Statement CalHR’s Workforce Development Division (WDD) administers Leadership Academy, HR and Lean Academies, and other Workforce Development programs and workforce planning for state employees designed to support the state in attracting and retaining a qualified workforce. Under the general direction of the WDD Talent Operations Manager’s Staff Services Manager I (SSMI), the incumbent provides project coordination, administration/analysis, customer service, and logistical Added the word Talent from the Org Chart support for the statewide WDD programs. Duties include, but are not limited to, the following: Job Functions [Essential (E) / Marginal (M) Functions]: 35% (E)Fiscal and Business Operations For use in forecasting and planning, research/analyze historic data, and prepare Excel based initial scoping/planning of quarterly course offerings. For the purposes of reporting and invoicing client departments, compile and segregate data, and prepare associated analysis for the weekly and month-end accounting and financial status reports.To ensure WDD meets cumulative revenue goals, on a weekly basis compare the Excel based plans (of upcoming scheduled course offerings and expected revenue) with the current LMS associated student enrollments, analyze the effects on the annual revenue plan, suggest (and justify) to the AGPA the most feasible response options - i.e., continue with upcoming offerings, approach vendor with a contracted alternate pricing plan, increase marketing of the course(s), reschedule the course dates, or cancel the course(s) – and implement the selected pile, track and reconcile using Excel, and route vendor invoices to appropriate staff and coordinate with the CalHR Accounting Division to ensure timely payment. Research and analyze data from the LMS and prepare analysis and reports, including the hardcopy monthly billing report. Coordinate with the CalHR Accounting Division to ensure timely invoicing to other client departments are paid timely. Support WDD management with monitoring MOU changes and updates that may affect the organization, interagency agreements (IAs), vendor contract amendments, and contract renewals. Support the Request For Proposal (RFP) or similar contracting process. Assist with contract documents to comply with applicable provisions of contract law and regulations. Interpret and apply departmental policy, State Contracting Manual, Public Contract Codes and rules and regulations as they relate to the preparation of contracts, interagency agreements, and invitations for bid and requests for proposals. Consult with program staff to develop technical contract language for contract renewals and new services. Resolve difficult contract issues and make recommendations. Review contract requests for appropriateness.Validate ad hoc reporting data within the Learning Management System (LMS) with the intention of maintaining data integrity. Routinely review, research, analyze, and resolve compromises of client and approver data records integrity in the LMS, including data that is duplicate, missing, inaccurate, incomplete, or conflicting.Maintain tracking systems and provide statistical documentation and reports on various operational issues to inform management of WDD program impacts.35% (E)Coordinate, Schedule and Report on Workforce Development Program OfferingsOn behalf of WDD programs, provide research, analysis, guidance and support as needed to staff, clients, and stakeholders. Review, analyze, and prepare a variety of spreadsheets, reports, website pages, correspondence, and messages free of errors (associated with formulas, calculations, hyperlinks, syntax, spelling, and grammar). On a weekly basis, post training courses to the LMS for registration by state employees. Using course registration data from the LMS database, prepare and provide training rosters to training vendors, and coordinate and organize training sessions and meetings, prepare agendas, and adjust scheduled meeting times using Microsoft Outlook and Teams. Upon request by students for special accommodations, research and contract with vendors for appropriate services. Ensure delivery of vendor training services in accordance with contracts; document and address irregularities and non-conformances with vendors; prepare documentation and escalate as appropriate. Review, analyze and prepare exception reports on student surveys. In accordance with standard procedures, ensure proper closure of registrations and courses in the LMS. Upon request by management or stakeholders, research, extract, compile, synthesize and analyze course and registration data from within the LMS; create and submit Excel based reports complete with recommendations, as appropriate.15% (E) Customer Service and Program Support Monitor, research, respond, and route the State Training inbox emails inquiries as appropriate. Maintain an updated FAQ for clients on the CalHR intranet. Interact with state employees seeking information on the training programs being offered. Maintain a tracking system for inquiries; provide associated statistical documentation/reports and keep management apprised of issues from internal and external stakeholders. Research, select, arrange and administer requests for Reasonable Accommodation for clients of the training services. Work with WDD staff in the development of new and ongoing special projects, supporting the formulation of guidelines and resource documents. Plan, coordinate and provide oversight of Field Training and initiatives designed as specialized offerings for departments as requested.Develop, route, track and review incoming correspondences for which require signature of the WDD management team. Partner with program leads to support them with printing, event set up, communication, and other administrative tasks associated with the posting, deployment, and delivery of workforce development programs. Assist and support the managing of procurement for office supplies, equipment, licenses, memberships and subscriptions. Acts as IT liaison for the division.10% (M)Processes Development and Documentation Assist with the development, training, reviewing/analyzing, and monitoring of new and existing policies, processes, and procedures within WDD.Develop and manage plans, schedules, and documentation for internal projects. Compile data and prepare associated analysis and reports.5% (M)Other Duties as Assigned Performs other duties as required consistent with division needs. Supervision ReceivedThe Staff Services Analyst reports directly to and receives the majority of assignments from the Talent Operations Manager; however, direction and assignments may also come from the Talent Development Manager, Division Chief, and/or the Talent Operations Associate Government Program Analyst.Supervision ExercisedNoneSpecial Requirements / Desirable QualificationsThis position requires the incumbent to:Communication: Communicate effectively, demonstrating open-mindedness, flexibility, discretion, and tact, both written and orally, in order to exchange information and/or provide direction. Information Documentation and Management: Prepare and manage documentation in accordance with standard practices. Properly manage confidential and sensitive information in accordance with associated guidelines and requirements; Planning and Analysis: Create effective and efficient plans, organizing and prioritizing workloads. Reason logically and creatively by utilizing a variety of analytical and research techniques to successfully complete work assignments, prepare data finding reports, and resolve program-related problems/issues/concerns. Selectively identify relevant data associated with requests and prepare subsequent analysis and recommendations.Contracting: Have knowledge of applicable provisions of contract law and regulations. Interpret and apply departmental policy, State Contracting Manual, Public Contract Codes and rules and regulations as they relate to the preparation of contracts, interagency agreements, and invitations for bid and requests for proposals. Review contract requests for appropriateness.Resilience: Exercise initiative, independence of action, and originality; identify, analyze, and weigh constructive alternatives and solutions; easily adapt to changing priorities; resourcefully balance multiple responsibilities, priorities, and projects.Collaboration: Work cooperatively and productively as part of a team and with departmental employees, all levels of management, other state agencies, the Governor’s Office, and the public; consult with and advise administrators and other employees on program matters. Negotiate to obtain quality and cost-effective program resources;Computer Proficiency: Skillfully operate a personal computer in order to perform daily duties; be proficient in Microsoft products such as Word, Outlook, Excel and TEAMS; have the ability to learn to use other specialized software as needed;Attendance: Maintain regular, consistent, and predictable attendance.Working ConditionsThe duties of this position are performed indoors. The employee’s workstation is located at 1515 “S” Street building and is equipped with standard or ergonomic office equipment, as appropriate. Ability to operate a computer keyboard and ability to move training materials and equipment, including boxes up to 25 pounds. Travel may be required to attend meetings, training, or support workforce development programs.AttendanceMust maintain regular and acceptable attendance at such level as is determined at the Department’s sole discretion. Must be regularly available and willing to work the hours the Department determines are necessary or desirable to meet its business needs.I have read and understand the duties listed above and I can perform these duties with or without reasonable accommodation.* (If you believe reasonable accommodation is necessary, discuss your concerns with the hiring supervisor. If unsure of a need for reasonable accommodation, inform the hiring supervisor, who will discuss your concerns with the Personnel analyst.) *A Reasonable accommodation is any modification or adjustment made to a job, work environment, or employment practice or process that enables an individual with a disability or medical condition to perform the essential functions of his or her job or to enjoy an equal employment opportunity.Duties of this position are subject to change and may be revised as needed or required.Employee SignatureEmployee Printed NameDateI have discussed the duties of this position with and have provided a copy of this duty statement to the employee named above.Supervisor SignatureSupervisor Printed NameDate ................
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