Job Description

Job Description and Duties

Sorts and distributes daily mail for various units within the FMS (moderate walking required), following protocols established in FMS.

Answers administrative phone lines; transfers calls to various units and other sections within the Department; takes and relays messages. Sets up section group appointments and reserves conference rooms as needed/requested. Coordinates the applicant interview appointments upon request by commander or a hiring supervisor.

Processes checks through the check signer machine. Establishes and maintains a process to operate the check signer machine and ensures proper control over the signature plate and checks. On a monthly basis, reconciles the checks signed to the checks typed.

Delivers documents to various control agencies (driving is required).

Functions as the section's copier program key operator. The key operator is responsible for maintaining FMS copier machines which includes: recording and reporting malfunctions of the copiers; completing the CHP 471, Monthly Copier Report, for all copiers; requisitioning supplies and paper; ensuring that an appropriate level of supplies are available, and maintaining normal operating maintenance for all copiers.

Serves as the section’s Security Coordinator. Reviews section documents for proper format and grammar, including: correspondence; Communications Network (Comm-Net) messages; requests for catastrophic leave; Management Memorandums; Information Bulletins; departmental awards, and other miscellaneous materials. Assist in typing manual revisions.

Prepares the CHP 117, Reproduction Request, as needed, for command forms, and other miscellaneous forms and publications. The duties include determining appropriateness of requests in accordance with departmental policy in Highway Patrol Manual (HPM) 11.2, Materials Management Manual, Chapter 11, Printing, and Chapter 12, Forms, obtaining the necessary approvals, verifying proper receipt of order, maintaining a suspense file, following-up on print jobs not received, distributing the finished job to the requester, and maintaining the history file.

Performs the annual physical inventory of equipment, and prepares the required report for the commander's review and signature. Duties include: Tracking the assignment; maintaining inventory records; coordinating reassignment of the equipment with the impacted supervisor and ASD Local Area Network (LAN) Coordinator(s), when necessary.

Coordinates the transfer/loan/return/repair of equipment and non-equipment utilizing the CHP 266 series (Credit Memorandum).

Serves as liaison with Telecommunications Section, Facilities Section, and Prison Industries Authority, as they relate to requests for repairs, changes, service/maintenance.

Serves as the section's CAL-Card credit card holder. These duties include purchasing office supplies, and other items as appropriate, determining appropriateness of requests in accordance with departmental policy, and obtaining the necessary approvals, verifying proper receipt of order, and distributing the commodities to the various units; preparing and submitting the CAL-Card monthly statement.

Creates purchase requisitions utilizing the Financial Information System for California (FI$Cal), and performs the associated processes.

Processes invoices billed to FMS (e.g., contracts involving credit card processing), and posts approved invoices to payment log. Works closely with the section Administrative Assistant for contract-related invoices.

Serves as X Number coordinator.

Annually, and as necessary, coordinates the purchase and payment with the Department of General Services, Office of Risk and Insurance Management, for the Mexican automobile liability insurance policy. Serves as the key contact to the California Highway Patrol Border Division staff facilitating the vehicle insurance coverage. Maintains the history file.

Performs other duties, within the scope of the classification, as assigned.

You will find additional information about the job in the .

Working Conditions

This position is not eligible for telework.

Special Requirements

• The position(s) require(s) the ability to type at a minimum speed as designated on the Class Specifications (link available in the additional documentation section). You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed, prior to being hired. Additional information regarding acceptable typing tests is available at the CalCareers.ca.gov website.
• The position(s) require(s) a Background Investigation be cleared prior to being hired.

This position requires the ability to type at a minimum speed designated on the Classification Specifications (link available in the minimum requirements section).  You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed prior to being hired.  Additional information regarding acceptable typing tests:

The Statement of Qualifications (SOQ) serves as documentation of each applicant’s ability to present information clearly and concisely in writing.  The SOQ must be typed, single spaced, no more than two pages in length, and 12-point Arial font.  

1. Describe your experience, education, and/or traning that makes you the most qualified for this position.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Ability to multi-task, follow detailed directions and produce quality work product

• Ability to maintain a positive attitude and work well under pressure

• Ability to provide excellent customer service

• Knowledge of modern office methods and equipment, including experience with personal computers utilizing Microsoft Outlook, Word, Excel, and PowerPoint

Benefits

Newer gated campus located close to Downtown Sacramento; offers free parking, electric vehicle charging stations, gym, on-site Bistro, and is close to a light rail station. Close to bike/walking paths along the American River.

Benefit information can be found on the CalHR website and the CalPERS website.

Additional Application Submission Requirements

Interested individuals shall submit a Criminal Record Supplemental Questionnaire and a Statement of Qualifications with their STD. 678 Employment Application. Hard copy applications must also include the classification title, job control number (JC-492445) and/or position number 388-071-1139-005 on the application.

It is required to submit work/employment experience, dates, hours worked, supervisor names, and supervisor phone numbers on the application in descending order, starting with your current job. Resumes or other documents cannot substitute for a state application. Applicants who fail to submit a completed state application may not be considered.

Do not include any confidential information on any documents you submit for this job vacancy, such as your state application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes but is not limited to, the Equal Employment Opportunity page, your Social Security Number, birth date, driver's license number, examination results, LEAP status, marital status, and age. The job application packet checklist is not required to apply for this position. Failure to follow these instructions may result in your application not being considered for this position.

Although the intent is to fill this vacancy as soon as possible, the exact duration of the selection process can vary and is unknown at this time.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is optional. It may be included, but is not required.
• Criminal Record Supplemental Questionnaire
• Statement of Qualifications -

  A Statement of Qualifications (SOQ) is REQUIRED and MUST be submitted with your application to be considered for this position. Applications received without the SOQ will not be considered. Resumes in lieu of the SOQ will not be considered. Refer to the Special Requirement Section of this job posting for the SOQ questions.

Job Tags

Permanent employment, Full time, Contract work, Work at office, Local area, Immediate start, Remote work,

Similar Jobs