Office Technician (typing)

The Department of Health Care Services (DHCS) Director's Office (DO) is recruiting for an Office Technician (T) (OT). If you are interested in a challenging and exciting work environment and are ready to work with an energetic team of professionals, this is an excellent opportunity to apply. If you have already applied for this position, please do not reapply.

INSTRUCTIONS HOW TO APPLY FOR THIS POSITION:

WHO MAY APPLY:

Eligible candidates who are current state employees with status in the above classification or lateral transfers in an equivalent class, former State employees who can reinstate into this class or persons who are reachable on a current employment list for this classification. All interested applicants must submit a standard State Application form (STD 678, Rev. 10/2013) with original date and signature , and must clearly indicate the basis of eligibility. SROA and Surplus candidates are encouraged to apply. State applications marked "See Rsum" may be eliminated from the hiring process for this position. Appointment is subject to SROA and State Surplus policies. Surplus candidates must submit a copy of their surplus status letter.

HOW TO APPLY:

Please submit a rsum.

Please complete and submit a Statement of Qualifications (SoQ) addressing the question (below) to provide a summary of your experience specific to the requirements of this position for the hiring manager's review. Applications received without a SoQ addressing the question, will not be considered.

Please submit a recent/current typing certificate.

Please submit three (3) professional references.

Please submit a copy of your exam results (if applicable).

Please clearly indicate position number 803-010-1139-712 in the Examination field of the application, and the basis of your eligibility in the Explanations field.

Please do not staple any documents of the application packet or include page 5 and 6 of the application.

Failure to adhere to any instructions listed in the job announcement may disqualify your application from being considered for the position.

Electronic submissions will not be accepted.

STATEMENT OF QUALIFICATIONS:

In order to be considered for this position, interested candidates must submit a Statement of Qualifications (SoQ) and respond to the supplemental question below. Applications received without this information will not be considered. Rsums in lieu of either will not be considered.

When responding to the supplemental item, applicants must follow these guidelines:

Responses must be typewritten or generated by word processing on 8-1/2 x 11 paper, using no smaller than an 11-point font.

Responses may not be more than one page (information provided exceeding this limitation will be removed).

Identify the page with your full name and position number.

Ensure your response is complete, specific, clear, and concise.

The SoQ will be considered the first interview for this position. If your qualifications are competitive, you will be invited to come in for an on-site interview.

1. This position requires the ability to work as a team player, communicate effectively both orally and in writing, and meet critical deadlines. Please describe a project or assignment you completed which demonstrates these skills and what the results were.

All applicants, regardless of the type of eligibility, must meet the Minimum Qualifications of the classification. To view the Minimum Qualifications, please go to http://www.calhr.ca.gov/state-hr-professinals/Pages/job-descriptions.aspx and enter the Classification Code or title you wish to review. In addition, please attach all required supporting documents (i.e. transcripts/diploma, license and/or required certificate) to your application.

Applications will be screened and only the most qualified applicants will be considered for an interview. Again, if you have already applied for this position in the past, please do not reapply.

All appointments are subject to approval by the DHCS Human Resources Branch. Any specific questions regarding the position and duties can be directed to Candace Marty.

The State of California and DHCS is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

The office is located at the East End Complex in downtown Sacramento (1501 Capitol Avenue). Please mail application packets to the contact listed below. Application packets hand delivered to the contact's building or to the Human Resources Department will NOT be accepted. Please submit questions about the position to the contact person listed. If you are not a current State employee, you must have reinstatement eligibility to this level or complete an examination with the State of California and be reachable on the list in order to be appointed to this position. For more information regarding job bulletins, examinations, and how to obtain a job in State service, please visit www.jobs.ca.gov.

THE OFFICE TECHNICIAN (T) DUTY STATEMENT FOR THIS POSITION IS POSTED BELOW

Under the direction of the Staff Services Manager I (SSMI), the Office Technician (T) (OT) has lead responsibility as the DO's Receptionist and Attendance Coordinator (AC). The position requires a high degree of initiative, independence, and data entry skills. A thorough knowledge of DHCS is desirable but not required. The hours for this position are 8:00am-5:00pm Monday -- Friday.

Percent of Time / Essential Functions:

55% Serves as the DO's Receptionist, including answering phones, and greeting visitors to the DO, acts as the AC for the DO, DDO, Office of Civil Rights (OCR), Office of Workforce Planning & Development (OWPD), and Office of the Medical Director (OMD). As AC, the OT is required to independently gather, review and submit approximately 60 time sheets to Human Resources Branch (HRB) monthly and meet critical deadlines for inputting all absences in the HRIS system. Mid-month the information is validated again from each of the 60 employees, and reported back to HR.

20% Reviews incoming correspondence addressed to the Director to determine whether the Director's personal attention is needed and discusses with the Director's Administrative Assistant, assigns other correspondence, including documents transmitted from the Governor's Office (GO) and the California Health and Human Services Agency (Agency), and email inquiries submitted to the Department's website, to appropriate program or division by subject matter. Drafts replies to correspondence to be directed or otherwise requiring minimal response, provides clerical support to the SSMI, which includes typing and composing a variety of correspondence and spread sheets utilizing various Microsoft applications. Prepares agendas and compiles materials for meetings and mailings.

15% Responsible for ordering office supplies for the DO, OMD, OWPD and DDO, interfaces with vendors, works with the DO Budget Analyst on monthly budget drills and billing.

5% Independently reviews and sorts DO's office mail, including letters from a wide variety of agencies and key individuals (e.g., legislators, local health departments, universities, foundations, federal officials, other state organizations), directives, and administrative memoranda, and distributes them to appropriate staff.

5% Other duties as assigned.

Signed Job Applications must be postmarked by the final filing date.