Procurement Services Analyst

The Secretary of State, Management Services Division (MSD), Procurement Services Unit is seeking a permanent, full-time Associate Governmental Program Analyst. The Secretary of State will consider the Staff Services Analyst classification for purposes of recruitment. The department will also consider a Training and Development (T&D) assignment for purposes of recruitment. Candidates that complete a successful T&D assignment may be transitioned into the formal classification without the need to re-compete for the position.

The incumbent will perform analytical assignments and is expected to independently research, document, analyze and prepare work related to the procurement support duties specifically related to the post-award activities of Information Technology (IT) and Non-IT goods and services in support of Secretary of State daily operations. The incumbent will work closely with Business Operations and Fiscal Services staff, other divisions within the Secretary of State, external agencies (i.e. Department of General Services) and vendors. We are willing to downgrade to a Staff Services Analyst for recruitment purposes.

Under general direction of the Procurement Services Section Manager, the incumbent will perform the following duties, including but not limited to: Receipt, inspection, and acceptance of goods and/or services and confirmation of operability/functionality and conformance with Contract/Purchase Order requirements. Creating receipts within FI$Cal for goods and services upon acceptance by SOS in accordance with SCM Volume F and route to Accounts Payable for payment. Audit and analyze purchase order and contract invoices and obtain necessary approvals, as needed. Dispute invoices in accordance with SAM and SCM Volume F. Investigate complaints, negotiate problem resolutions and coordinate and monitor quality control issues with vendors, users, other agencies, and control agencies, as necessary and prepare appropriate quality control reports and documentation. Provide guidance and assist program area staff with contract disputes, performance problems, and goods/services warranty issues in accordance with the terms and conditions identified in the General Provisions or as specified in the Contract/PO. Notify the SOS Property Controller when in receipt of intangible and tangible capital and non-capital assets so they may be captured and appropriately recoded on SOS property logs. Using FI$Cal, generate and distribute reports on a monthly, quarterly and annual basis from the FI$Cal Purchase Order module reports to control agencies, stakeholders and Division designees. Extract, validate, analyze and reconcile encumbrances for current and prior years. Research and analyze procurement and contracting related Public Record Act requests. Forecast and notify program areas, as well as MSD-Budget staff, if insufficient funds exist due to outstanding invoices. Make requested adjustments and corrections to PO/Contracting data, including encumbrances, as requested via a Contract or Form 5 request. Assist Procurement and Contracts staff with performing market research on goods or services previously acquired by the SOS when performing fair and reasonable cost justifications or cost benefit analyses, to include savings realized or costs avoided, for complex and difficult acquisitions.

Desirable Qualifications:
• Working knowledge and experience in State of California and FI$Cal procurement processes.
• Working knowledge of the State Administrative Manual (SAM), and the State Contracts Manual (SCM) Volumes 1-3 and F.
• Knowledge and experience related to procurement of Information Technology (IT) and Non-IT goods and services.
• Ability to analyze and provide detailed recommendations based on established criteria.
• Effective communication, both orally and in writing and organizational skills.
• Ability to coordinate with other staff to complete collaborative tasks and the ability to act independently using sound judgment.
• Intermediate skill level in Microsoft Office 2010, Adobe Acrobat Pro, and Microsoft
• Willingness to learn new programs and utilize resources
• Ability to work under pressure, maintain flexibility, and meet deadlines in a timely fashion.
• Punctuality and good attendance are essential.

Statement of Qualifications: Applicants must submit a Statement of Qualifications detailing how he/she meets the "Desirable Qualifications" listed above. The Statement of Qualifications should be no more than two (2) pages typed, using business professional font, font size and formatting. Applications received without a Statement of Qualifications will not be considered. Resumes are optional and may not be substituted for a Statement of Qualifications or a Standard State Application (STD. Form 678).

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

Working Conditions

This position may have a hybrid schedule once a training course is completed satisfactorily, typically within six (6) months. Telework and schedule offerings are subject to change due to business needs.

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

• ASSOCIATE GOVERNMENTAL PROGRAM ANALYST
• STAFF SERVICES ANALYST

Additional Documents

• Job Application Package Checklist
• Duty Statement

Position Details Job Code #:
JC-448522

Position #(s):
785-211-5393-XXX

Working Title:
Procurement Services Analyst

Classification:
ASSOCIATE GOVERNMENTAL PROGRAM ANALYST $5,855.00 - $7,327.00 A

Shall Consider:
STAFF SERVICES ANALYST
$3,749.00 - $4,698.00 A
$4,059.00 - $5,081.00 B
$4,868.00 - $6,093.00 C

# of Positions:
1

Work Location:
Sacramento County

Telework:
Hybrid

Job Type:
Permanent, Full Time

Department Information
The Office of the Secretary of State (SOS) consists of nearly 600 dedicated public servants who uphold the rights of Californians while also striving to make our government, elections, and businesses both accessible and transparent. Led by an elected leader, accountable to the public, we are dedicated to fostering career development opportunities and growing a skilled workforce that embraces inclusion and values diversity.

Located in downtown Sacramento, the SOS building is within walking distance to a variety of eateries and amenities. Light Rail, State Capitol, Downtown Commons (DOCO), and Golden 1 Center, just to name a few. Conveniently located in the SOS building, the Gold Rush Grille offers delicious daily specials for breakfast or lunch and is open to the public. Our on-site childcare incorporates programs for children six weeks to five years old. Priority waitlist access and special discounted rates are available for SOS employees.

For more information about the SOS, please visit sos.ca.gov .

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: 9/18/2024
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:

Secretary of State
Attn: Natalie Venegas
1500 11th St - 4th Floor - Suite 475

Sacramento , CA 95814

Address for Drop-Off Application Packages

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

Secretary of State
Natalie Venegas
1500 11th St - 4th Floor - Suite 475

Sacramento , CA 95814
Please drop off applications at the first floor lobby rotunda.
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 - Please provide your response to the statement of qualifications as directed above.

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

Contact Information
The Human Resources Contact is available to answer questions regarding the position or application process.
Human Resources Contact:
Natalie Venegas
(916) 653-6974
Nvenegas@sos.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:
Sarah Bielski
(916) 653-6974
sbielski@sos.ca.gov
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.