Classification:Staff Services Analyst



DUTY STATEMENTClassification:Staff Services Analyst Name:Position Number:Reports to:Staff Services Manager I Division:Business Enterprises ProgramLocation: SacramentoPrimary Assignment: Northern Field Office Staff Services AnalystJob Objectives:Under the supervision of the Staff Service Manager I, the Staff Services Analyst (SSA) provides business, administrative, contract, budgetary, and procurement services to the Business Enterprises Program. The SSA will assist with analytical support to 4 BECS with developing Vendor agreement, Permits and Reports as needed. Assign and log Transfer Document numbers and bar codes. Type the DR 812 for the Purchase/Contract Fiscal Review & Approval request to renew any service contracts that need to go out for bid or be renewed for the next fiscal year. Essential Job Functions:50%Works with contract administrator to ensure that equipment service contracts balances do not exceed their encumbered monies. Assists in locating suppliers for purchasing and maintaining BEP equipment. The SSA will ensure compliance with all contract provisions, monitor progress of work in consultation with the AGPA(s) to ensure Vendor deliveries are performed according to the quality, quantity, objectives, timeframes and manner specified in the contract/purchase order. 20%Analyze, evaluate, and develop contract specifications reflecting each agency’s needs and requirements in relation to applicable laws, regulations, codes, industry standards, and good business practices Ensure records of all transactions are maintained according to established procedures. Ensure compliance with all contract provisions, monitor progress of work to ensure vendor deliverables are performed according to the quality, quantity, objectives, timeframes, and manner specified in contract. Organize workflow in a consistent and thorough manner to facilitate the timely processing of contracts. 20% The SSA will ensure compliance with contract provisions in the State Contracting Manual (SCM) and will monitor progress of work in consultation with the AGPA(s) to ensure Vendor deliveries are performed according to the quality, quantity, objectives, timeframes and manner specified in the contract/purchase order, and will ensure records of all transactions are maintained. The SSA will work in consultation with the contract administrator to ensure that equipment service contracts balances do not exceed their encumbered monies in AWARE and will also ensure monitor that the unused contract dollars are properly disencumbered through DOR Accounting at the end of each state fiscal year.10%Prepares source data for computer entry by compiling and sorting information and reviewing for deficiencies and resolving discrepancies. Enters data by inputting alphabetic and numeric information on keyboard or optical scanner according to screen format. Maintains survey and transfer logs. Follows-up with BEC to ensure surveys are completed in a timely manner. Pulls the barcode file for pending surveys for all equipment being surveyed and keeps copy of the completed survey in the location’s folders/equipment.Monitors and posts all Location Reviews, Inventories and Meter readings into G drive. Monitor and enter all P &L’s (MORs) to each BEC computerized P & L Log and scans the hard copy to the G drive in the location file/MORs and files the hard copy in the location folder. Other duties as required. Serves as back up for clerical support staff in their absence, as needed and performs other duties as municate regularly with DOR staff by telephone, email, video conference, Adobe Connect, AWARE, and other technologies as well as in-person; provide excellent customer service to both internal and external customers; ensure the timely completion of assignments; interact with consumers and coworkers in a professional manner, and with integrity and respect. Attempt to resolve individual concern at the lowest possible level; offer other dispute resolution options, and elevate to next level, if needed.Special Requirements:The incumbent requires computer and writing skills (Word and Excel); able to work independently and to communicate (verbal/written) clearly, concisely and accurately; reason logically and creatively with problem resolution; experienced in dealing effectively with others; willingness and ability to accept responsibility and meet deadlines; and ability to manage multiple projects with multiple time-frames.I have read, understand, and agree to perform the above listed duties and all duties typically performed by this classification. I certify that I possess essential personal qualifications including integrity, initiative, dependability, good judgment and ability to work cooperatively with others; and a state of health consistent with the ability to perform the assigned duties as described above with or without reasonable accommodations._____________________________________________________SignatureDate______________________________________________________SSM I SignatureDate ................
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