Job Posting: Staff Services Analyst

CA Coastal Commission

JC-440430
-
Staff Services Analyst
STAFF SERVICES ANALYST

$3,640.00 - $6,093.00 per Month

Final Filing Date: 7/31/2024

Job Description and Duties

Working under the supervision and general direction of the District Manager (Coastal Program Manager), the Staff Services Analyst performs a variety of analytical tasks and carries out a variety of support services related to implementing the administrative systems and processes of the office and providing support to the District Manager, Supervisor, and Coastal Program Analysts in the review of applications for coastal development permits (CDPs) and LCP Amendments. Duties may include, but are not limited to, the following:

  • Office Administration: Develop and maintain a working knowledge of the administrative systems and processes of the office and work with managers and supervisors to identify and remedy inefficiencies. Process application fee checks. Order and maintain inventory of office supplies. Initiate service requests for office equipment, including copy machines, postage meter, scanners, server, phone system, and other equipment. Manage the automated phone system for the office. Assist in resolving computer hardware and software usage problems. Process mail and deliveries. Maintain an orderly and functional office environment.
  • Records Management: Manage the office records and information filing systems. Prepare and send files to the State Records Center and orders files as necessary. Prepare and maintain the district records retention plan. Digitally catalogue office records. Enter new applications and historic records into Commission’s Coastal Data Management System (CDMS) and work with the district manager and supervisors to assign applications to analysts for processing. Create CDMS records for notices and referrals received from local governments related to local CDPs. Prepare and send notices of appealable development to local governments and interested parties. Monitor CDMS data entry for the district to ensure record updates are timely, accurate, and complete. Scan and upload documents. Communicate with local governments about the status of local records received.
  • Public Contact: Answer phone, process mail, and work with other district staff to address inquiries from the public, including questions and complaints. Determine appropriate forms to be sent or given to requesters. Work with legal staff to compile documents to respond to Public Records Act requests. In consultation with the manager, supervisors, and analysts, as needed, respond to public inquiries and interface with the public and local government staff with questions related to whether properties are in the coastal zone and within state or local permit jurisdiction, whether a local government action on a local CDP is appealable to the Commission, and various other inquiries. Explain Coastal Commission procedures, make referrals to other agencies when appropriate, and provide help to applicants, applicant representatives, and the public about the Commission’s programs and procedures.
  • Document Preparation and Duplication: Finalize and copy documents for mailing.  Prepare and mail notices for Commission meetings. Prepare envelopes and file copies of all notices and other items.
  • Technical Support for Coastal Program. Assist coastal program analysts in conducting background research and compiling information on properties that are the subject of permit inquiries, applications, and/or enforcement cases. Work with the district manager, supervisors, and analysts to log, update, and close as appropriate application files and assist in the preparation of correspondence to applicants related to file status.

Please note: This position is located in the Commission’s North Coast District office in Arcata. The California Coastal Commission is a hybrid workplace and offers telework for all employees. Telework is available for this position in accordance with the Commission’s Telework Policy and Procedures with a minimum 2 day in-person office work week.

You will find additional information about the job in the Duty Statement.

Working Conditions

The incumbent may be required to sit for long periods of time using a keyboard and video display terminal. The incumbent must have the ability to move about, stand, reach, stoop or bend; and lift up to 45 pounds. The incumbent must be able to interact with many people; deal effectively with pressure; multi-task; adapt to changing priorities; maintain focus on work assignments; be open to change and new information, changing conditions, or unexpected obstacles; complete tasks/projects within a short time frame; behave in a fair and ethical manner towards others; and demonstrate a sense of responsibility and commitment to public service. The incumbent must value diversity and other individual differences in the workforce. If the incumbent operates a vehicle to perform work, must take Defensive Driver Training, as required by law.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

Additional Documents

Position Details

Job Code #:
JC-440430
Position #(s):
348-102-5157-707
Working Title:
Staff Services Analyst
Classification:
STAFF SERVICES ANALYST
$3,640.00 - $6,093.00

The State has approved a 3% salary increase effective 07/01/2024 that is not reflected in the salary posted. 

 

# of Positions:
1
Work Location:
Humboldt County
Telework:
Hybrid
Job Type:
Permanent, Full Time

Department Information

The California Coastal Commission is a small state agency responsible for protecting and enhancing California’s coast and ocean resources. It does so through careful planning and regulation of environmentally sustainable development, rigorous use of science, strong public participation, education, and effective intergovernmental coordination.

The California Coastal Commission values diversity at all levels of the organization and is committed to fostering an environment in which employees from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We believe the diversity of our employees and their unique ideas inspire innovative solutions to further our mission of protecting and enhancing California’s coast and ocean for present and future generations.

We have district offices in Arcata, San Francisco (headquarters), Santa Cruz, Ventura, Long Beach, San Diego and a small legislative office in Sacramento.

Department Website: https://www.coastal.ca.gov

Application Instructions

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date: 7/31/2024

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.

Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

How To Apply

Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

CA Coastal Commission
Attn: Human Resources
455 Market St. Suite 300
San Francisco, CA 94105

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

CA Coastal Commission
Human Resources
455 Market St. Suite 300
San Francisco, CA 94105
08:00 AM - 05:00 PM

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 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.
  • Statement of Qualifications - Describe how your qualifications align with the desirable qualifications. 
  • Other - Three professional references. 
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 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:

Knowledge of: Modern office methods, systems technologies, and procedures; business and correspondence; use of computer software and equipment for correspondence, database record keeping, phone system management, email; document scanning and reproduction; public outreach and communication strategies; and the California Coastal Act.

Ability to provide administrative support for a range of projects and activities, identify and remedy inefficiencies in the administrative systems and processes of the office.

Ability to develop work plan priorities and manage workload, multi-task, complete work in a timely and well-organized form, and show initiative and flexibility.

Ability to understand the goals of the agency and the agency’s management; apply specific laws, rules and office policies and procedures.

Ability to communicate with and maintain good working relationships with others inside and outside the agency; respond calmly and effectively in stressful situations; be an effective part of a work team; apply good judgment to take effective action; inspire confidence and trust; follow oral and written directions, and demonstrate a commitment to public service.

Ability to make clear and comprehensive reports and keep records; meet and communicate tactfully and clearly with the public; prepare and proof correspondence independently utilizing a wide knowledge of vocabulary, grammar and spelling; provide functional guidance, and type at a speed of not less than 40 words per minute.

Benefits

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

Contact Information

The Hiring Unit Contact is available to answer questions regarding the position or application process.

Department Website: https://www.coastal.ca.gov
Hiring Unit Contact:
Melissa Kraemer
(707) 826-8950 ext: 209
Melissa.Kraemer@coastal.ca.gov

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.

EEO Contact:
Melanie Wong
(415) 904-5433
melanie.wong@coastal.ca.gov
California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

Equal Opportunity Employer

The 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.

Application Methods:
Electronic (Using your CalCareer Account)
By Mail
Drop-off
Print Job