Job Posting: Administrative Support Analyst

Office of Data and Innovation

JC-447689
-
Administrative Support Analyst
ASSOCIATE GOVERNMENTAL PROGRAM ANALYST

$5,855.00 - $7,327.00 per Month

Final Filing Date: 9/23/2024

Job Description and Duties

About this Role
As the Administrative Support Analyst, you will be responsible for performing critical administrative functions for the department.You will shepherd the implementation of ODI’s Safety Program, coordinate business operations such as the mailroom and supplies inventories, and ensure headquarter and satellite office facilities are running efficiently and in compliance with building management standards. You will work cross-functionally to support the needs of ODI’s Deputy Directors to ensure alignment with the Directorate.

About you. You understand that upholding a safe working environment is critical and that administrative support is the heartbeat of an organization. You will thrive in this role if:

  • You enjoy being organized and someone people depend on.
  • You can adapt to quick paced work and pivot swiftly when required.
  • You recognize the importance of being proactive in your efforts and implementing streamlined processes.
  • You love learning and adapting to new ways of doing things.
For more on the role, read the full duty statement.

This position will require 2 days in office and as needed to support operational need. This position will reside in Sacramento, CA but ODI staff reside throughout California. This position provides telework opportunities in accordance with agency telework policies.

Diversity, Equity, and Inclusion at ODI
ODI is committed to building a dedicated team that prioritizes both diversity and accessibility ensuring equal opportunities and support for all employees.
  • We proudly support the Limited Examination and Appointment Program (LEAP) which provides opportunities for individuals with disabilities to join our team. Using LEAP is optional and to learn more visit CalHR's LEAP page.
  • We understand that applying to California state jobs can be challenging, so we’d love to provide additional support with our civil service application guide, or don’t hesitate to contact us at odi-talent-team@innovation.ca.gov. Please include the position title in the subject line.

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

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

Additional Documents

Position Details

Job Code #:
JC-447689
Position #(s):
418-100-5393-001
Working Title:
Administrative Support Analyst
Classification:
ASSOCIATE GOVERNMENTAL PROGRAM ANALYST
$5,855.00 - $7,327.00 A
# of Positions:
1
Work Location:
Sacramento County
Telework:
Hybrid
Job Type:
Permanent, Full Time

Department Information

The California Office of Data and Innovation helps deliver better services to the people of California through technology and design. In close partnership with our colleagues in other state departments, we reimagine and deliver more equitable and effective programs and products. We listen to Californians who use a program now or may do so tomorrow and hear about what they need. We build tools and products, create and enhance digital services, conduct research, identify data solutions and offer training. We are a cross-discipline staff with blended backgrounds in design, engineering, product, operations, data, research, policy and strategy. If you can imagine joining this growing, and inclusive team, please apply!

Diversity, Equity, and Inclusion at ODI

Diversity, equity, and inclusion help us deliver better government services to Californians. Fostering diversity inspires better ideas and more innovative thinking. Feeling included nurtures a shared sense of community. This drives us to take collective action on challenging problems. Prioritizing equity ensures we build solutions for people whose needs are often overlooked. We acknowledge our history and present of implicit and structural injustice, bias, and discrimination. We see, hear, and accept each other and the lived experiences we bring to our work. We support each other in learning and developing so we can help all Californians thrive. We understand this work is never done. That’s why we commit to constant improvement.
Department Website: https://innovation.ca.gov/

Special Requirements

You must submit a Statement of Qualifications (SOQ). You need to provide direct responses to each of the numbered items. You must include the numbered item followed by your response. Include specific examples of your education, training, and/or experience. Limit your SOQ to two (2) pages, single-spaced, twelve-point Arial font.

1. Describe your experience providing analytical support to leadership roles (such as executives, management, department administrators, etc.). In your response, please include a detailed description of your responsibilities and describe the impact your work had on the success of the leader and/or their initiatives.
2. Describe your experience performing research on a topic to formulate a recommendation. In your response, provide an example of a time you had to conduct research to answer a question for a manager; what was the question, what steps did you take to conduct your research, and how did you present your findings to your manager?
3. Based on the duty statement and desirable qualifications, what skills and/or experience do you have that makes you the best candidate for this role?

Note: If you do not follow the instructions, you may not move forward in this recruitment. Cover letters and resumes do not take the place of the SOQ.

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: 9/23/2024

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list or LEAP 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. Individuals who are eligible for a Training and Development assignment may also be considered for this position(s).

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:

Office of Data and Innovation
Attn: Human Resources Office - Catherine Rude
1515 S Street
North Building, Suite 500
Sacramento, CA 95811

Address for Drop-Off Application Packages

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

Office of Data and Innovation
Human Resources Office - Catherine Rude
1810 16th Street
Sacramento, CA 95811
08:00 AM - 04:00 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.
  • Other - If you are basing your eligibility on education, provide your unofficial transcripts. If you are using foreign transcripts, you must provide a transcript evaluation. The transcript evaluation must state the number of units to which the foreign course work is equal. You will need to submit official transcripts at the offer stage. If you are not basing your eligibility on education, do not provide your unofficial transcripts. Select Choose/Upload for the required document. Then select Bypass File.
  • Statement of Qualifications - You must submit a Statement of Qualifications (SOQ). 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 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 work under pressure, execute sound judgment, and exercise a high degree of independence and initiative in performing a variety of tasks.
  • Ability to work as a team player within a small team environment.
  • Ability to organize and establish workload priorities and work well under pressure.
  • Self-starter with strong organizational skills, the ability to be flexible and the willingness to change priorities as required by changes in circumstances.
  • Excellent research skills. Ability to effectively analyze problems and gather, interpret, and evaluate information.
  • Service oriented with strong interpersonal skills, including the ability to gain confidence and cooperation of others in order to establish and maintain good working relationships.
  • Excellent written and verbal communication skills. Ability to clearly communicate important information with varying audiences.
  • Demonstrated experience providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on executive leaders behalf.
  • Experience in facilities and/or building management.
  • Experience working with a property management group.
  • Badging system and security experience.
  • Willingness to learn and tackle new projects and processes.
  • Willingness to create and promote an equitable and inclusive workplace where diversity is celebrated and valued.
  • Detail oriented.
  • Excellent customer service.
  • Procuring supplies for office use.
  • Proficient with Microsoft applications.

Benefits

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

Contact Information

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

Department Website: https://innovation.ca.gov/
Human Resources Contact:
Catherine Rude
(916) 658-3976
Catherine.Rude@calhr.ca.gov
Hiring Unit Contact:
ODI Talent Team
(916) 398-5858
ODI-Talent-Team@innovation.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:
RA Coordinators
(916) 322-6997
RACoordinators@calhr.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.

Additional Application Information

When completing the State application, STD 678, you must include a description of the duties performed for each position held. You may not move forward in this recruitment if you write “See Resume."

Redact confidential information from all documents you submit for this position. Confidential information includes, but is not limited to:

  • Social security number (CalCareers removes this from the first page of the State application, STD. 678, upon submission)
  • Birthdate
  • Student identification number
  • Driver license number (unless required)
  • Basis of eligibility
  • Examination results
  • LEAP status
  • Marital status
  • Age
You can apply in one of three ways:
  • Online (preferred),
  • U.S. mail, parcel deliver or courier service, or
  • In person
We may fill additional positions from this recruitment.

Examination Information

We have a three-step guide to a state job.

You must pass an examination to become a state employee. State examinations measure your skills and experience. When you pass an examination, you become list eligible, which allows us to consider you for this appointment.

Before you start the examination:

  • Review the sample questions in the examination bulletin.
  • Have your resume handy. You will need it during the examination.
The examination starts with a series of questions. They confirm you meet the minimum qualifications.

Take the online Associate Governmental Program Analyst exam to become list eligible for this position.

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