Document Management Operations Manager

Calling all present and future leaders! Are you looking for a rewarding career with the potential for upward mobility? We have just the position for you!

The Business Services Department of State Compensation Insurance Fund has one opening for Staff Services Manager I. The SSM I is an onsite essential manager who oversees the day to day operations of Printing & Mail, Records Management and Policy Scan/Index teams in the Vacaville campus in compliance with corporate guidelines, procedures and State Fund's Enterprise goals.

This position requires the ability to lead multiple high priority projects, be available after hours and during emergencies to ensure mail is processed timely; effectively supervise remote and essential onsite staff; lead by example, coach and develop staff; delegate daily and weekly tasks; contribute to the success and goals of the program; recruit, hire, train, develop, appraise and discipline subordinate staff. Regular statewide travel is required between Vacaville and Fresno offices based on business needs.

As a successful candidate, you must:

• Model State Fund's Leadership Competencies
• Be able to work onsite as needed
• Be able to travel overnight
• Establish and maintain effective working relationships and uphold principles of integrity in the workplace
• Provide excellent customer service in a timely manner and in stressful situations
• Follow the principles of State Fund's Equal Employment Opportunity guidelines
• Maintain a safe working environment
• Defend State Fund against fraudulent activities
• Maintain regular and predictable attendance and/or communication availability during working hours
• Take ownership of each customer contact to address needs and endeavor to meet State Fund objectives
• Be able to communicate professionally, effectively, verbally and in writing.
• Be able to review, analyze, and prioritize incoming work.
• Be able to work both independently and as part of a team.
• Have excellent organizational and time management skills in order to work within strict time frames

Desirable Qualifications

• Experience with Mail Operations, Claims, Policy, Local Print, File & Serve, Business Services or Shared Services preferred.
• Experience managing multiple high priority project
• Experience with contract management & procurements
• Experience supervising or leading clerical staff/technical staff
• Experience working with confidential /sensitive information
• Flexibility, willingness, and ability to provide guidance and training in a changing environment.
• Excellent organizational, written and oral communication skills
• Experience with interpreting policies and procedure
• Ability to coach, develop and provide feedback on performance

New to state candidates will be hired into the minimum salary of the classification or minimum of the alternate salary range when applicable. Placement to alternate salary range may be based on education or experience identified in your state application.

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

Working Conditions

To be considered, you must provide a fully completed STD 678 application and resume via CalCareers. Resumes submitted in lieu of the STD 678 may not be accepted. Completed STD 678 must include duties performed, start and end dates, and hours worked per week for each position held.

Selected candidate(s) hired may be required to attend in-person Onboarding at our Vacaville office with expenses for attendance paid by State Fund.

Candidates must reside in California to be eligible for this appointment.

State Fund has adopted telework for employees who can effectively perform their essential work functions remotely. However, this is an essential position and telework is not available.

Minimum Requirements You will find the Minimum Requirements in the Class Specification.

• STAFF SERVICES MANAGER I

Additional Documents

• Job Application Package Checklist
• Duty Statement

Position Details Job Code #:
JC-445718

Position #(s):
402-405-4800-XXX

Working Title:
Document Management Operations Manager

Classification:
STAFF SERVICES MANAGER I $6,963.00 - $8,650.00

# of Positions:
Multiple

Work Location:
Solano County

Telework:
In Office

Job Type:
Permanent, Full Time

Facility:
Talent Acquisition/Staffing

Department Information
State Fund is California's largest provider of workers' compensation insurance. Established in 1914 by the state legislature, we offer diverse and comprehensive products and services that provide a strong and stable option for employers and injured employees with fast, reliable claims service and medical and indemnity benefits.

Our culture centers on our purpose and values. We exist to provide fairly priced workers' compensation insurance, make workplaces safe, and restore injured workers. To fully represent California, we are committed to our employees by embracing and celebrating our diverse workforce and fostering inclusion to make the workplace a dynamic environment for all. We recognize and reward high performance, yet value a healthy work/life balance.

Special Requirements

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, have LEAP eligibility, or have SROA and/or Surplus eligibility may be considered.

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: 8/27/2024
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:

State Compensation Insurance Fund
Attn: JC-445718 CA
PO BOX 659015

Sacramento , CA 95865

Address for Drop-Off Application Packages

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

State Compensation Insurance Fund
JC-445718 CA
2275 Gateway Oaks Drive

Sacramento , CA 95833

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 - In nore more than two pages, please provide numbered responses to the following questions:
  1) Please tell us what experience you have performing the tasks mentioned in the duty statement and other relevant experience that you feel qualifies you for this type of position.
  
  2) This position is an onsite essential employee with 5 days in office and requires the ability to work onsite for mail emergencies which can required delivery of mail to the post office after hours as well as occasional work on weekends for user acceptance testing for mail efficiency projects. Please tell us how you would be successful in a role with high demands of critical nature.
  
  3). Describe how you handle multiple assignments and projects with changing priorities while managing day to day operations and stay engaged with frontline staff.
  

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.

Benefits
State Fund employees are eligible for a number of benefits. Our benefit package includes:

Health Benefits Program (CalPERS), Retirement (CalPERS), Employer Health and Consolidated Benefits Contributions, Dental, Vision, 401(k) and 457 Deferred Compensation Plans, Employee Assistance Program, Group Legal Services Insurance, Holidays, Vacation/Sick/Other Paid Leave, Flex Elect Reimbursement Program, Wellness and Recognition, Alternate Work Schedules, Transit Pass Program, Tuition Reimbursement, Dependent Scholarship Program, Leadership Training, Mentoring Program
https://www.statefundca.com//Home/StaticIndex?id=https://content.statefundca.com//careers/Index.asp

Contact Information
The Human Resources Contact is available to answer questions regarding the position or application process.
Human Resources Contact:
Carl Agulo
(209) 268-2462
CAgulo@scif.com

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:
Rosa Gil-Robles
(800) 499-8668

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.

Background Investigation

Prior to employment with State Compensation Insurance Fund, a background investigation (BI) will be initiated.

Acknowledgement

Electronic applications submitted through your CalCareer Account are highly recommended and will be received/processed faster than other methods of filing.

By applying to this position, you are also acknowledging that you have received the following information:

• California State benefits
• Duty statement/Job Description
• Salary ranges and steps for the classification(s) advertised

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.