Job Description and Duties Under the supervision of the Staff Services Manager I (SSMI) in the Audits and Investigations Division, Administrative Services unit, the Staff Services Analyst (SSA) will provide analytical support to division staff while working cooperatively with all department staff. Duties require strong organizational skills, analytical ability, effective writing and communication skills, knowledge of state procedures for purchasing Non-Information Technology (IT) goods and services, compliance knowledge and experience with Microsoft applications. The SSA will often work under strict time constraints. The duties include:
• With direction and oversight from the SSM I, the SSA will assist in tracking, monitoring, reviewing, and analyzing expenditures and costs utilizing FI$CAL generated reports and BEES reports associated with the Division's multi-million dollar operating budget by using various spreadsheets, databases, and other monitoring methods; assist in verifying expenditure transactions for accuracy against source documents; assist with reconciling discrepancies with other division's and contracted vendors by written or oral communication; assist with the transfer of monies in various line items; make management aware of potential problems related to budget expenditures.
• Provide assistance to division management/staff with their training needs/requests, including researching vendors and providing options for CPE trainings; Assist with the preparation of contract paperwork or other procurement processes used for trainings; Work with management and staff on training logistics, which may include booking conference rooms, assisting with room set-up, including coordinating and providing available equipment; Work with the training vendors to obtain materials for classes; maintain copies of training certificates and other training documents; and maintain and update the training database for management and professional staff; Assist management with tracking of audit staff's continuing professional development hours to ensure staff are in compliance with auditing standards. Work closely with management to classify and/or categorize technical and non-technical CPE training.
• Coordinate, review, monitor, and process travel itineraries and travel expense claims to ensure timely and accurate travel arrangements and payments for audit staff. Maintain travel approval and processing log to keep management and staff apprised of approved travel.
• Assist with division procurement (both non-IT and IT) and invoice documentation (utilizing an electronic tracking log) and processing invoices through the approval process for payment.
• Prepare written correspondence and reports for manager's signature; work with Division management and staff on special projects.
• Participate in support staff meetings, keep management apprised of projects and potential problems, make recommendations as necessary for workload improvement; provide back-up on division telephones as needed; and perform other job-related duties as assigned.
You will find additional information about the job in the .
Working Conditions This position is headquartered in Sacramento and may be eligible for a hybrid telework schedule for eligible applicants residing in California. A hybrid telework schedule includes working remotely and physically reporting to the office.
Special Requirements Examination Information Individuals MUST have taken and passed an examination to obtain list eligibility for the classification in order to apply. The examination bulletin(s) may be viewed on the California Department of Education Web page at:
Staff Services Analyst:
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 handle multiple responsibilities, projects, and activities simultaneously while meeting deadlines
• Ability to provide excellent customer service and easily adapt to changing priorities
• Ability to work in a team environment with commitment and a cooperative attitude
• Ability to maintain a courteous and professional demeanor at all times
• Excellent work ethic and a positive attitude
• Excellent written and verbal communication, attention to detail, and organizational skills
• Experience with Microsoft Excel, Word, Outlook, and Access
• Willingness to learn new processes
Benefits Benefit information can be found on the CalHR website:
Additional Application Information How to Apply for state jobs: Submitting an electronic application through your CalCareers Account is highly recommended . Important: Make sure your contact information, i.e., address, phone number(s), etc., is current in your CalCareers Account. DO NOT include ANY confidential information on any documents you submit for a 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, your Social Security Number (SSN), birthdate, age, student identification number, driver license (unless required), examination results, LEAP status, and marital status. Incomplete or late application packages will NOT be considered. In order for experience to be considered, applications must be completed fully, including the "From" and "To" employment dates, "Hours Per Week", employer contact information, and "Duties Performed" fields for all jobs listed in the "Employment History" (Resumes do not take the place of these fields on the STD. 678). For civil service classifications, do not use working titles. If you choose to not submit electronically and are mailing or dropping off your hard copy State Application (STD. 678), please use the revised 10/2023 version. If you are using education to meet the minimum qualifications, please include a copy of your degree or unofficial transcripts for verification. Foreign transcripts must be accompanied by an academic credential evaluation. Please note that the CalCareer system will not allow you to make changes to your application information once it is submitted. For general information about getting a job at the state, please review the linked video . 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.
