Facilities and Project and Space Management Support Analyst

This position is a 12-month limited term position with the possibility of being extended or become permanent.

Under the general direction of the Business Services Office (BSO) Manager (Staff Services Manager II), with direct supervision of the BSO Unit Supervisor (Staff Services Manager l) the incumbent performs a variety of duties required for the State Controller's Office (SCO) facilities in northern and southern California, including business services and operations. Primary responsibilities include minor project and space management coordination duties, BSO Main mailbox and phone line coverage, Procurement and contract lead, and lead of primary BSO functions including Forms Management, Employee Suggestion Program, and SCO Records Management. The incumbent will work independently, and collaboratively in a team environment.

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

Manage and support minor facilities projects and space management. Ensure facilities services are within SCO's budgetary constraints and projections. Prepare analysis and recommendations for facilities alterations, space reconfigurations, employee relocations, repairs and maintenance for review and approval. Analysis and recommendations may include, but are not limited to AutoCAD designs, cost estimates, and estimated timelines. Work on procurement of goods or contracting of services through SCO Contracts and Procurement Office. Develop and prepare routing packages for lessor cost proposals and vendor bid packages and coordinate work. Meet with and monitor vendors in the facility specialty trades of physical security, data communications, interior design, physical moves, fire/life/safety, and the ADA. Provide status reports and updates to BSO Specialists and management.

Travel to and from vendor facilities and SCO offices as required.
Provide regular back-up coverage for BSO MAIN Outlook mailbox and phone line.

Act as BSO lead for procurement, preparing necessary procurement documentation and creating requisitions within FI$Cal.

Responsible for oversight of all BSO contract activities for various contracts including, but not limited to, moving services, confidential destruct, recycling, generator maintenance, and alarm monitoring. Monitor contract encumbrances and expenditures.

Track contract fund availability and expiration dates to ensure timely amendment or solicitation of agreements. Based on Contract & Procurement Office timelines and requirements, act as lead (with support from workload Lead) in developing all required documentation for renewals.

Act as lead analyst for:

• SCO's Forms Management activities. Including but not limited to review and approval of division form submissions for administrative edits, ADA compliance, and form design; analysis of developer programming and testing for end user compliance; coordinating and assisting division contacts with form design and development; research and institute SCO's ADA Form compliance policies and procedures; and attending Department of General Services (DGS) Forms Management Council meetings.

• SCO's Employee Suggestion Program. Including but not limited to, receipt of state employee suggestions; routing to necessary divisions for review and approval; tracking status and final outcome; and ensuring final communication of outcome to suggesting employee.

• SCO's Records Management. Including but not limited to managing the Records Retention Schedule updates and submission for all SCO Divisions; act as Records Management Coordinator responsible for managing SCO inactive records due for destruction; and support divisions in transfer of records to the State Records Center.

Serve as back-up for other Business Service Functions including, but not limited to, Fleet, Employee Commute Program, Parking, Recycling and Asset Management.

Utilize various software including AutoCAD, Adobe, and Microsoft Word, Excel, Outlook, and Teams to collaborate and to execute and assist with facility and administrative tasks as required.

Responsible for drafting, review, and update of both internal and external procedures for all primary assignments and workload. Procedures should be updated, at a minimum on an annual basis, or as needed due to new rules and regulations. Responsible to draft email notifications and COIN updates communicating external procedures and process changes.

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

Working Conditions

The incumbent works 40 hours per week in an office setting with artificial light and temperature control. Occasional travel to other SCO buildings/locations for site evaluations, project management meetings and training.

This position is a 12-month limited term position with the possibility of being extended or become permanent.

Headquartered at The Emerald Tower the State Controller's Office is located on Capitol Mall steps from the Tower Bridge and is walking distance from the State Capitol. The building offers affordable monthly parking, gym access for employees, an amenities center, and a beautiful mid-tower garden terrace. It is conveniently situated a few blocks from Old Sacramento, numerous restaurants, a seasonal farmer's market, and the Crocker Art Museum. Overlooking the Golden 1 Arena and Downtown Commons, the office is just a few blocks from Sacramento Regional Transit's light rail and bus systems, and has convenient access to Interstates 5 and 80, and Highways 50 and 99.

This position may be eligible for hybrid telework under California Government Code Section 14200 for eligible applicants residing in California. All telework schedules are subject to change and may be reevaluated at any time. Specific telework arrangements may be discussed in more detail with the respective hiring manager. Telework does not change the terms and conditions of employment, the essential functions of job duties, or required compliance with the State Controller's Office policies.

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

• ASSOCIATE GOVERNMENTAL PROGRAM ANALYST

Additional Documents

• Job Application Package Checklist
• Duty Statement

Position Details Job Code #:
JC-451202

Position #(s):
051-120-5393-785

Working Title:
Facilities and Project and Space Management 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:
12 Month Limited Term - Full Time

Facility:
Administration

Department Information
The Office of the State Controller (SCO) is the destination employer within the State of California. As California's chief fiscal officer, the Controller's Office ensures accountability and transparency of California's financial practices while promoting fairness and opportunity for all. Here, you'll work in a collaborative and supportive environment with diverse opportunities for professional growth and development. A career with the SCO offers meaningful work that directly impacts the state's future.

The Administration Division (ADD) of the California State Controller's Office is the backbone of the department, providing the vital support needed to keep operations running smoothly. This division manages a wide range of essential internal functions, including budgeting, procurement, and facility management; ensuring that every member of the SCO has what it needs to succeed. Working in this division means being at the center of strategic planning and organizational efficiency. Join a team where your work not only supports the Controller's mission but also impacts the efficiency and success of state government operations as a whole.

Take the next step in your career with an organization that values innovation, integrity, and the well-being of its employees. Apply today and build a California where everyone thrives!

To learn more about the SCO, visit: https://www.sco.ca.gov/index.html

How did you hear about us? Take our survey here: https://www.surveymonkey.com/r/SCOJOBS

Special Requirements

A Statement of Qualifications is required; please see 'Required Application Package Documents' for instructions.

Take the classification examination here:
https://calcareers.ca.gov/CalHRPublic/Search/ExamSearchResults.aspx#classid=2259

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: 10/9/2024
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.

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 Controller's Office
Human Resources
Attn: Human Resources Office, C.B.
300 Capitol Mall 3rd Floor, Ste 300

Sacramento , CA 95814

Address for Drop-Off Application Packages

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

State Controller's Office
Human Resources
Attn: Human Resources Office, C.B.
300 Capitol Mall 3rd Floor, Ste 300

Sacramento , CA 95814
Applications dropped off in person must be received by 5 p.m. in HR, by the final filing date.
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 optional. It may be included, but is not required.
• Statement of Qualifications - The SOQ should be in 12-point Arial font, single spaced and no more than one page in length. Please include your name and the job control number in the top right corner, and Statement of Qualification listed at the top. Applications received without an SOQ may be rejected.
  
  Please describe and provide specific examples from your previous experience that demonstrates your relevant knowledge and skills that make you well qualified for this position. Resume will not be accepted in the place of the SOQ.
  
  

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:
Knowledge of: The State Administrative Manual, project management techniques, State of California fleet management; records management, surplus furniture management, FI$Cal requisitioning, and other facilities management operations functions, policies, and procedures.

Ability to: Communicate effectively both orally and in writing with all levels of staff; adapt to change and manage multiple shifting priorities; demonstrate effective interpersonal skills and, a strong commitment to delivering quality customer service. Show initiative with c ompleting tasks and assignments, adapting to and interpreting new policies and procedures. Apply excellent time management, and problem solving; conduct research, write reports, and apply attention to detail. Gain and maintain the respect and cooperation of others; analyze situations and accurately develop an effective course of action.

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

Contact Information
The Hiring Unit Contact is available to answer questions regarding the position or application process.
Hiring Unit Contact:
Baljeet Kahlon
(916) 809-6848
bkahlon@sco.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:
SCO EEO Officer
(916) 324-2223

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.

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.