Administrative Specialist (Office Technician)

This position provides hybrid telework opportunities, with employees required to work in-person at least two days per week. This is subject to change based on operational needs.Please note, CalHR is not an E-Verified employer. --> This position may be located in either Los Angeles, Oakland, or Sacramento. Under the general direction of the Supervisor I, Office of Civil Rights (OCR), the Office Technician (Typing) (OT) will provide clerical and administrative support to staff, serve as the initial point of contact for the public, and assist with office operations. Responsibilities include answering phones and emails, greeting visitors, managing mail, preparing documents, supporting meetings and events, and assisting with purchasing and fiscal tasks using Fi$Cal. The OT ensures accurate recordkeeping, compliance with state policies, and supports the mission and strategic objectives of the OCR. You will find additional information about the job in the Duty Statement. Minimum RequirementsYou will find the Minimum Requirements in the Class Specification.OFFICE TECHNICIAN (TYPING) Classification:OFFICE TECHNICIAN (TYPING)$3,829.00 - $4,936.00/monthNew to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable. Special RequirementsThe 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. All interested applicants are required to submit a Statement of Qualifications (SOQ). Please provide direct responses to each of the numbered items listed below. Applicants must number and include the full text of the SOQ items in their response. Please include specific examples of your education, training, and/or experience. SOQs should be limited to a maximum of two (2) pages, single-spaced, twelve-point Arial font. 1. Describe your experience providing administrative support and serving as the first point of contact for an office or program. How did you ensure professionalism and accuracy in handling inquiries and documents? 2. Explain your experience preparing and editing documents, performing data entry, and maintaining records. What tools or methods did you use to ensure compliance and accessibility? 3. Provide an example of how you assisted with meeting or event coordination, including scheduling, preparing materials, and supporting participants. How did you manage competing priorities? Note: Applicants who do not follow these instructions may be disqualified from the selection process. Cover letters and resumes do not take the place of the SOQ. Required Application Package DocumentsThe 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 www.CalCareers.ca.gov. 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 required and must be included.A Statement of Qualifications (SOQ) is required and must be included. Please see the Special Requirements section for instructions. Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting. Desirable QualificationsIn 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:Strong organizational and time management skills, with the ability to handle multiple tasks and meet deadlinesExcellent written and verbal communication skills, including experience preparing correspondence, agendas, and meeting minutesProficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and ability to learn new software quicklyExperience with data entry and record keeping, ensuring accuracy and compliance with retention policiesKnowledge of state purchasing and fiscal processes, including familiarity with Fi$Cal or similar systemsAbility to provide professional customer service, serving as the first point of contact for inquiriesAttention to detail and commitment to accuracy in all work productsAbility to work independently and as part of a team, adapting to changing priorities Steps for how to apply before midnight, September 8th = (Please email CalHR's recruiters when you have applied, CalHRTalentEngagement@calhr.ca.gov)- For more details of the job responsibilities (Duty Statement,) the minimum requirements, comp/benefits, and more click on the job posting link: https://calcareers.ca.gov/CalHrPublic/Jobs/JobPosting.aspx?JobControlId=529659- You will need to take the Office Technician (Typing) exam if you have not already --> These questions are used to confirm candidates meet the minimum qualifications.https://calcareers.ca.gov/CalHrPublic/Exams/ExamBulletin.aspx?ExamControlId=2012PLEASE view the details of the “Examination Information” AND the “Training and Experience Examination Preview” in the exam link. This information will help you with the exam.Click 'Apply' --> Login or create a CalCareers account if you do not have one already. Then click 'Continue' for the exam.The Limited Examination and Appointment Program (LEAP) is an optional pathway to state civil service for people with disabilities. Visit the CalHR LEAP page for additional information.- Once you have taken the exam, go back to the job posting if you are not guided there: https://calcareers.ca.gov/CalHrPublic/Jobs/JobPosting.aspx?JobControlId=529659 and click Apply --> "I have eligibility' and complete your application. Make sure your application (not your resume) shows how your experiences aligns with the duty statement and meets the minimum qualifications.- Attach your resume and response to the SOQs--> Not attaching your resume and response will prevent you from moving forward in the hiring process. A couple tips to share for the exam and Statement of Qualifications:- The Statement of Qualifications are like interview questions that you answer in writing. We do recommend using word.doc for your responses and keep to the requirements if it says two pages for example and the specific font of Arial 12 font. Take your time to think about your response in answering the questions. Also check spelling. Please do look at the duty statement from the job posting and match to your experience to answer the questions. Here is a link to more tips: https://www.calhr.ca.gov/Documents/FINAL%20-%20Candidate%20SOQ%20Guidance%201.pdf- For the ‘exam,’ the exams are questions around your experience. Include all your experience from every job to volunteer work, internships, leading groups and/or projects, and more. Don’t sell yourself short. Before you start the exam, review the sample questions in the exam bulletin. This gives you a sense of what we’ll ask you. Have your resume handy. You’ll need it during the exam. Equal Opportunity EmployerThe State of California 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.It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.