Career Opportunities

Position #:
051-720-4800-015

Salary Range:
$5518.00 - $6907.00

Issue Date:
11/29/2023

Contact:
Executive Office 916-445-3028

Location:
Executive Office
300 Capitol Mall, Suite 1850
Sacramento, CA 95814

Final Filing Date:
May 14, 2024

Looking for a job that you can feel passionate about?  Looking for work in an inviting work environment?  If you are interested in working in a fast-paced environment surrounded by enthusiastic and self-motivated people, then look no further!  The Office of the State Controller (SCO) is the destination Constitutional employer within the State of California. 

The following link outlines a summary of benefits available to state employees: https://www.calhr.ca.gov/Pages/California-State-Civil-Service-Employee-Benefits-Summary.aspx

Applications will be screened and only the most qualified will be interviewed. Application must include “to” and “from” employment dates (m/d/y), hours per week, and prior employer contact information including contact number.  Applications received without this information may not be considered for this position.

The selected candidate considered for the advertised position will be required to undergo a fingerprint clearance and any offer of employment will be contingent upon live scan fingerprint results. 

Applicants with disabilities who need reasonable accommodations, such as
a Sign Language interpreter, a reader, or assistance attending an interview
please call (916) 323-8579. 

Additional Requirements:  Applicants must submit a Statement of Qualifications (SOQ). 

The SOQ must be a minimum of one (1) page and shall not exceed two (2) pages. The SOQ must be single spaced, with 12-pt Arial font and have one inch margins. The SOQ must contain a header listing your name and Job Control number listed according to the job advertisement. 

Resumes, letters, and other materials will not be considered as responses to the SOQ. Applications received without an SOQ or submitted with an SOQ that does not follow directions will not be considered.

The SOQ must answer the following questions and each answer must be numbered in the response respectively:

1. Describe your knowledge, education, training and qualifications related to the duties outlined for this position.
2. What specific experience do you have working directly with executive leaders? Please include an example of how you have served as an advisor or provided consultation to an executive.
3. What is a recent example of your ability to work in a fast-paced environment with competing priorities? Please describe your approach to responding to time-sensitive requests and staying organized

Scope of Position:

Under general direction provided by the Staff Services Manager II, the Staff Services Manager I (Specialist) perform the highest level of administrative and analytical duties relating to the program needs of the Executive Office. This includes indirectly supporting the Controller, Chief of Staff, Chief Administrative Officer, the Chief Operational Officer, and the Deputy Controllers. This position requires sensitivity to confidential matters, independence of action, initiative, a customer service focus, and a thorough knowledge of the organization including supporting an Elected Official.  The incumbent must possess the skills to provide the highest level of customer service to the Executive Senior Leaders and must seek to proactively anticipate their needs. 

The Assistant Office Manager will be required to recommend, update, disseminate, and train others on office procedures. The incumbent will exercise discretion and confidentiality in communicating high level and/or sensitive administrative information to staff and outside parties. The incumbent will: assist with problems and/or procedures, suggest solutions or alternatives that contribute to the overall efficiency and productivity of the office, prioritize and manage multiple projects simultaneously, follow through on issues in a timely manner, and provide status and progress reports related to work assignments.

Duties and Responsibilities:
(Candidates must perform the following functions with or without reasonable accommodations.)

Executive Management Support

• Act as back-up to the Executive Office Manager (SSM II), as requested and needed and make decisions relating to administration and operation of the office.
• Oversee the day-to-day administrative and operational functions for the Executive. 
• Lead the administrative and operational functions of Executive Staff and support staff who are responsible for providing a full range of analytical and clerical services. 
• Manage highly sensitive projects in order to verify adherence with operational and administrative practices. 
• Review, recommend and establish internal administrative procedures to control and monitor the extensive flow of work, staff assignments. 
• Research administrative issues and problems concerning Executive Office operations; prepare written reports or summaries and recommend policy and/or procedural changes. 
• Oversee the controlled correspondence process to ensure written communications to the Executive Office are processed timely. 
• Directs all operations functions, including but not limited to human resources, facilities, budgets, contracts, and procurement.
• Provide budget oversight, projections and proposals to the budget office. Review and coordinate monthly budget reports and credit card statements as necessary.
• Oversee SCO's executive office's facilities, develop processes that ensure all office equipment and machines are always functional and service contracts are maintained.

Executive Administrative Support

• Indirectly support the Controller, Chief of Staff, Chief Administrative Officer, the Chief Operational Officer, and the Deputy Controllers with the highest level of administrative duties. 
• Act as the lead personnel for the administrative team. Provides strong communication and organizational skills to effectively maintain and oversee complex executive staff calendars. This includes directing staff to coordinate meetings with internal and external stakeholders, securing conference rooms, maintaining contact information and preserving historical data. 
• Be the subject matter expert on Microsoft Office Programs to schedule appointments, meetings, and conference calls; keep staff apprised of activities; prioritize obligations, and daily activities while exercising initiative and independent judgment.
• Keeps track of all correspondence, reports, meetings, appointments and forms for the Executive Office by evaluating status of goals and projects and amending timelines as necessary after discussion with management. 
• Review and approve travel expense reimbursement claims for senior staff using CalATERS in accordance with State rules and departmental guidelines. Direct and provide guidance to staff in arranging and coordinating business travel for the Executive Staff including cost effective manner; develop detailed itineraries and oversee all schedule changes and problems. 
• Prioritize highly sensitive issues and assignments; develop and maintain status reports as needed; research and disseminate information regarding significant activities. 
• Organize and facilitate the bi-weekly Executive Staff meeting, Daily Senior Staff meeting, and the quarterly Managers and Supervisors meeting including updating the distribution lists, as needed.

Technical Team Lead 

• Provide technical expertise and direction to EO Administrative team; provide briefing and updates regarding issues impacting the SCO; manage directives from Deputies to subordinate staff, cataloging and prioritizing responses. 
• Train and provide quality information for staff that answers, screen and direct phone calls for the Executive Office, and at the reception desks; utilize good judgment in disseminating information; accurately take messages; appropriately handle calls from the Controller.
• Be the department expert on Out of State travel blanket in accordance with State rules and departmental guidelines.  Monitor, analyze and inform executive staff of any changes to State guidelines.  
• Be the technical expert in regard to the Form 700 reporting and the consequences of being out of compliance.
• Provide back-up support to Budget Analyst
• Provide back-up support to Procurement and Contract Analyst

Desirable Qualifications:

• Knowledge of MS Office Suite (Excel, Word, Visio, PowerPoint, Outlook), Adobe Acrobat Professional and various video conferencing platforms
• Knowledge of business grammar, formatting, and editing skills
• Experience managing executive schedules including travel coordination Experience with attention to detail with a high degree of accuracy
• Strong organizational skills Ability to handle sensitive assignments with tact, diplomacy, and confidentiality
• Ability to carry out and maintain assignments without detailed instructions
• Ability to communicate effectively, tactfully, and courteously with executive level staff
• Ability to deal with multiple tasks, changing priorities, and coordinate concurrent assignments efficiently and independently 
• Ability to work independently or in a team environment with all levels of staff Self-motivated, flexible, with a positive attitude