Job Description

Job Description and Duties

Under supervision of a Staff Services Manager I (SSM I), the Staff Services Analyst (SSA) provides administrative support to the Maintenance Division, including supervisors and staff members. This position involves conducting analytical tasks related to procurement, service contracts, accounting, budgeting, property control, training, business services, and various other duties. The incumbent should possess strong multitasking abilities and demonstrate effective communication skills with staff and customers at all levels.The incumbent will function as a procurement officer, focusing on the acquisition of both IT and non-IT goods and services for the Division of Maintenance. Responsible for preparing Request for Quote (RFQ) solicitations, evaluating bids, and completing purchase requests for commodities, materials, equipment, and services following the guidelines and policies set by DGS and the Division of Procurement and Contracts (DPAC). Obtains necessary internal and external approvals before submission. Reviews and enters information into CGI Advantage, including Request for Service (RQS), Cal-card Purchase Orders (CPO), and payment receivers. Ensures the verification of the condition and receipt of goods and services, and prepares receivers for payment. Responsibilities will include approving invoices for prompt payment and submitting them to the Division of Accounting. Researches and responds timely to inquiries regarding payment issues, including complaints and claims.

PARF# 06-6-463 / JC-494161

Eligibility for hire may be determined by your score on the Staff Services Analyst exam. For those who do not have current eligibility (e.g., transfer, permissive reinstatement, or voluntary demotions) and/or who will be new to state civil services employment, you must be on the state examination list to be eligible for these positions. To apply for the exam, please click here and search by typing in the classification title.

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. Please take this 1-minute Caltrans Recruitment survey to tell us how you found out about this job.

Apply today to join our team! We especially encourage applicants to check out our  Caltrans Career Compass tool! The  Caltrans Career Compass is a tool to assist and help candidates understand and succeed in applying to Caltrans positions.

You will find additional information about the job in the .

Working Conditions

Position located at 1352 W. Olive Ave, Fresno, Fresno  County.

This is a Limited Term position which may be extended to 24 months or become permanent.

The position involves working in a climate-controlled office setting with artificial lighting. However, there may be occasional fluctuations in building temperature due to unforeseen heating and air conditioning issues. Some periodic travel may be required within the district or to Headquarters as part of job responsibilities.

This position may be eligible for telework. The amount of telework is at the discretion of the Department and based on Caltrans’s evolving telework policy. Caltrans supports telework, recognizing that in-person attendance may be required based on operational needs. Employees are expected to be able to report to their worksites with minimum notification if an urgent need arises. The selected candidate will be required to commute to the headquartered location as needed to meet operational needs. Business travel may be required, and reimbursement considers an employee’s designated headquartered location, primary residence, and may be subject to CalHR regulations or applicable bargaining unit contract provisions. All commute expenses to the headquartered location will be the responsibility of the selected candidate.

Special Requirements

• Possession of a valid driver’s license is required when operating a state owned or leased vehicle.

• Statement of Qualifications (SOQ) is required.

The SOQ serves as documentation of each applicant's ability to present information clearly and concisely in writing. Please follow the instructions below; failure to include and complete the SOQ as instructed may result in the SOQ not being considered and in disqualification from the interview. Resumes and cover letters will not take the place of the SOQ. The SOQ must be typed, no more than two pages in length, and 12-point Arial font.

SOQ Questions:

1. Describe your experience with procurement, including developing solicitations, evaluating bids/proposals, and managing purchase orders.
2. Describe your experience managing or coordinating property control functions, including inventory tracking, asset tagging, surplus property, and compliance with state or departmental property control policies.

Possession of Minimum Qualifications will be verified prior to interview and/or appointment. If you are basing your eligibility on education, you must include your unofficial transcript(s)/diploma for verification. Unofficial, original, or official sealed transcripts will be accepted and may be required upon appointment. Applicants with foreign transcripts/degrees must provide a transcript/degree U.S. equivalency report evaluation that indicates the number of units and degree to which the foreign coursework is equivalent.  Here is a list of evaluation agencies : or .  Please redact birthdates and social security numbers.

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:

The position requires knowledge of the Maintenance process, familiarity with the Department's statewide organizational structure, knowledge of the state budget development process, and principles and current trends in administrative functions as they relate to resource management practices and program evaluation. Must have knowledge of the Departments mission, goals, and objectives.

Must have the ability to analyze all situations to determine appropriate action. May be required to interpret miscellaneous rules, policies, and procedures, and computer applications. The incumbent must have the ability to reason logically and creatively, use various analytical techniques to resolve complex budgetary problems, develop and evaluate alternatives, draw sound conclusions, and present recommendations and information through oral and written communication methods to management on matters relating to the units budget. Must be able to establish and maintain priorities and a level of professional integrity to ensure that the best interests of unit and the Department are served.

Knowledge of and ability to use personal computer equipped with e-mail (Outlook), word processing and spreadsheet software including Microsoft Office Suite (Word, Excel, and PowerPoint). Must have a high degree of proficiency with Excel with the ability to develop reports. The incumbent should demonstrate competency in Advantage, Datalink, and other Caltrans database programs.

Benefits

to view the Benefits Summary for Civil Service Employees in the State of California.

Important Application Instructions

The State application (STD. 678) is required, and each section must be filled out completely and thoroughly. For mailed or hand delivered applications to be considered for this position, the Job Control number (JC-494161), PARF# 06-6-463 and title of the position (Staff Services Analyst) must be included on the STD. 678 form.

Electronic applications through your CalCareers account are highly recommended and encouraged.

Candidates that meet the minimum qualifications based on possession of EDUCATION, LICENSE, OR CERTIFICATE must include a copy of your DEGREE/TRANSCRIPTS, LICENSE, or CERTIFICATE, along with your State application (STD. 678), to be considered for this position.

NOTE: Do not submit the “Equal Employment Opportunity” questionnaire (page 5) with your completed State application (STD. 678). This page is for examination use only. Do not include any confidential information on any documents you submit for this 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, birth date, driver’s license number, examination results, LEAP status, marital status, and age.  The job application packet checklist is not required to apply for this position.  Failure to follow these instructions may result in your application not being considered for this position.

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.
• Statement of Qualifications -

  • Statement of Qualifications (SOQ) is required. Please see the Special Requirements section for SOQ instructions.

Job Tags

Permanent employment, Full time, Contract work, Work at office, Remote work,

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