Job Description

Job Description and Duties

Individuals who are eligible for a Training and Development assignment may also be considered for this position(s).

Under the direction of the Staff Services Manager I, Facility Support (FSU), the Office Assistant (Typing) will perform a variety of general office duties which include: mail and document handling; composition of correspondence; filing and records management; ordering and maintaining supplies and equipment; typing and transcription; and document preparation and review for the Board of Parole Hearings (BPH). The incumbent will regularly perform duties requiring adaptation to various situations. They must be able to use judgment as to which learned work method to apply for the desired result, and the ability to communicate effectively. In addition, the incumbent may have lead responsibility over less experienced employees in areas such as training and answering questions on work procedures. Integrity, dependability and regular attendance both in-office and via telework are essential.

The California Department of Corrections Rehabilitation (CDCR) Headquarters has implemented a new automated system to streamline the hiring process. The Human Resources Technology System (HRTS) is an intuitive, user-friendly system that provides the applicant access to realtime updates throughout the hiring process. HRTS will require new candidates to set up an account, which allows them to track their application’s progress. Through their account portal, candidates will also be able to provide any additional information needed in the hiring process, including setting up interviews as needed. After the final filing date, applicants will receive an email from DoNotReply@cdcr.ns2cloud.com or DoNotReply@CDCR (depending on the email provider), with direction on creating and/or accessing their account.

For HRTS communication, this is in reference to Job Requisition (JR) 3529

CDCR/CCHCS employees are encouraged to use their existing CDCR email address on their application. Main communication for this position will be through email. Please ensure you have a valid email address on your application.

You will find additional information about the job in the .

Working Conditions

The Board of Parole Hearings headquarters is located in Downtown Sacramento.  The position is eligible for hybrid telework, in accordance with the Statewide Telework Policy and will be required to report to the office as needed or required. The candidate must reside in California upon appointment to the position. 

Special Requirements

• The position(s) require(s) the ability to type at a minimum speed as designated on the Class Specifications (link available in the additional documentation section). You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed, prior to being hired. Additional information regarding acceptable typing tests is available at the CalCareers.ca.gov website.

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, student identification number, driver’s license number (unless required), basis of eligibility, examination results, LEAP status, marital status, and age. Confidential information on the first page of applications submitted electronically online, such as Easy ID number, SSN, examination related information, and driver’s license number will automatically be redacted upon submission.

Possession of Minimum Qualifications will be verified prior to interview and/or appointment. If you are meeting Minimum Qualifications with education, you should include your unofficial transcripts/diploma for verification. Official transcripts may be required upon appointment. If it is determined an applicant does not meet the Minimum Qualifications, the candidate will be withheld from the eligibility list, rendering them inactive and ineligible to be hired for the position. Candidates who have been withheld may file an appeal with the State Personnel Board.

Applicants who completed their education outside of the US (with foreign degrees/transcripts) must obtain and submit verification of U.S. course/degree equivalency. Foreign education credential evaluation services can be found at NACES | National Association of Credential Evaluation Services.

Candidates new to CDCR/CCHCS are required to submit to a background investigation process utilizing Live Scan Fingerprinting, as well as a Tuberculosis test/evaluation prior to appointment, followed by department annual Tuberculosis testing/evaluation thereafter.

When submitting supporting documents, PDF file format is preferred.

CDCR/CCHCS utilizes E-Verify to confirm candidate’s identity and employment authorization. For more information about E-Verify, you may go to

This advertisement may be used for other vacancies that occur during the life of this recruitment.

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:

• Strong attention to detail
• Ability to organize and establish simultaneous workload priorities
• Proficient use of Microsoft Outlook, Teams, Word, Excel, and databases
• Dependable, punctual, good attendance
• Ability to take initiative
• Excellent verbal and written communication skills
• Ability to work well on a team, as well as individually
• Willingness to learn new skills and the ability to quickly grasp new concepts
• Exceptional internal and external customer service skills
• Willingness to promote an inclusive workplace that empowers employees from a variety of backgrounds, perspectives, and  personal experiences

Benefits

Benefit information can be found on the California Department of Human Resources (CalHR) website, , and the CalPERS website, .

Information on benefits afforded by membership in the California Public Employees’ Retirement System can be found on the CalHR Salary and Benefits website at .

Information on the benefits and protections provided to public employees by the State Civil Service Act can be found on the CalHR website at

Additional benefit information can be found on the CalHR California State Civil Service Employee Benefits Summary website at

This webpage is intended to provide general information. Benefit eligibility may be based on job classification, bargaining unit, time base and length of appointment.

Statement of Qualifications

The SOQ serves as a documentation of your ability to present information clearly and concisely in writing. The SOQ must be typed and no more than two pages in length. SOQ format must use 12-point Arial font. First and Last name must appear in the upper left corner of the document and must include the JC number below your name. Please list each SOQ question separately followed immediately by your response to that question. A vague and/or not complete SOQ will not be considered.

1. Describe your experience scanning documents, uploading documents to a database, or manipulating PDF documents using Adobe Pro.

2. Describe your experience working in a mailroom, handling mail in general, and use of any mailroom equipment.

3. Describe your experience working with Microsoft Suite. List specific Microsoft applications you have used and provide examples of how you used them.

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 - A Statement of Qualifications is  required and must be submitted with your Examination / Employment Application ( STD. 678). Applications received without an appropriate Statement of Qualifications based on the instructions below will be rejected for being incomplete and will not be considered. Resumes, cover letters, and other documents will not be considered as a response to the Statement of Qualifications. Please refer to the “Statement of Qualifications” section below for specific requirements. 
  For helpful guidance on writing an effective SOQ or a Supplemental Questionnaire, please visit  Work4CA: How to Write a Statement of Qualifications.
• Other - A Typing Certificate is  required and must be submitted with your Examination / Employment Application (STD. 678). Applications received without an appropriate Typing Certificate will be rejected for being incomplete and will not be considered. 

Job Tags

Permanent employment, Full time, Work at office, Immediate start, Remote work

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