DUTY STATEMENT
GS 907T (REV. 03/06)SHADED AREA TO REFLECT RECLASS POSITION NUMBER ONLY
INSTRUCTIONS: Refer to the Essential Functions Duty Statement Manual for instructions on how to complete the Duty Statement. / RPA 004 CCDA / EFFECTIVE DATE:
DGS OFFICE OR CLIENT AGENCY
California Commission on Disability Access / POSITION NUMBER (Agency - Unit - Class - Serial)
336-001-4800-xxx
UNIT NAME AND CITY LOCATED
Sacramento / CLASS TITLE
Staff Services Manager I
WORKING DAYS AND WORKING HOURS
MondayTuesdayWednesdayThursdayFridaySaturdaySunday through MondayTuesdayWednesdayThursdayFridaySaturdaySunday 8:00a.m.p.m. to 5:00a.m.p.m. / SPECIFIC LOCATION ASSIGNED TO
707 3rd Street, West Sacramento, CA 95605
PROPOSED INCUMBENT (If known) / CURRENT POSITION NUMBER (Agency - Unit - Class - Serial)
336-001-4800-003
YOU ARE A VALUED MEMBER OF THE DEPARTMENT’S TEAM. YOU ARE EXPECTED TO WORK COOPERATIVELY WITH TEAM MEMBERS AND OTHERS TO ENABLE THE DEPARTMENT TO PROVIDE THE HIGHEST LEVEL OF SERVICE POSSIBLE. YOUR CREATIVITY AND PRODUCTIVITY ARE ENCOURAGED. YOUR EFFORTS TO TREAT OTHERS FAIRLY, HONESTLY AND WITH RESPECT ARE IMPORTANT TO EVERYONE WHO WORKS WITH YOU.
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BRIEFLY (1 or 2 sentences) DESCRIBE THE POSITION’S ORGANIZATIONAL SETTING AND MAJOR FUNCTIONSUnder the general direction of the Executive Director, the Staff Services Manager I (SSM I)is a working supervisor responsible for the day-to-day Administrative functions of the California Commission on Disability Access (CCDA). The positiondirects, trains, and supervises the work of a small team of analytical professionals, administrative assistant, and student volunteers and performs the most complex and sensitive administrative tasks.
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% of time performing duties / Indicate the duties and responsibilities assigned to the position and the percentage of time spent on each. Group related tasks under the same percentage with the highest percentage first. (Use additional sheet if necessary)Page 1 of 4
35% / This position is designated under the Conflict of Interest Code. The position is responsible for making, or participating in the marketing of, governmental decisions that may potentially have a material effect on personal financial interests. The appointee is required to complete a Form 700 within 30 days of appointment and annually thereafter. Failure to comply with the Conflict of Interest Code requirements may void the appointment.All work is to be accomplished in accordance with the State and Federal laws, regulations, policies and procedures including but not limited to published directives within the Government Code (GC), Public Contract Code (PCC), California Code of Regulations (CCR), State Administrative Manual (SAM), State Contracting Manuals (SCM), Civil Code (CC), Labor Code (LC), Business and Professions Code (BPC), Administrative Orders, Management Memos, and Governor Executive Orders.
ESSENTIAL FUNCTIONS
In order toserve as the CCDA Operations Manager, the incumbent will:
- Plan, direct and have oversight responsibility for all administrative functions related to the Commission includingfiscal management, human resources management, contract management, procurement management, records management, legislation, and establishing and maintaining operating procedures.
- Complete the most complex and sensitive assignments; having signature authority for contracts, purchase orders, and other documents requiring management approval.
- Develop and disseminate policies and procedures relative to administrative functions verbally and in writing to staff and Commissioners.
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SUPERVISOR’S STATEMENT: I HAVE DISCUSSED THE DUTIES OF THE POSITION WITH THE EMPLOYEESUPERVISOR’S NAME (Print) / SUPERVISOR’S SIGNATURE / DATE
EMPLOYEE’S STATEMENT: I HAVE DISCUSSED WITH MY SUPERVISOR THE DUTIES OF THE POSITION AND HAVE RECEIVED A COPY OF THE DUTY STATEMENT
The statements contained in this duty statement reflect general details as necessary to describe the principal functions of this job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absence of relief, to equalize peak work periods or otherwise balance the workload.
EMPLOYEE’S NAME (Print) / EMPLOYEE’S SIGNATURE / DATE
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STATE OF CALIFORNIADEPARTMENT OF GENERAL SERVICESDUTY STATEMENT
GS 907T (REV. 03/05)RPA# 004-CCDA
% of time performing duties / Indicate the duties and responsibilities assigned to the position and the percentage of time spent on each. Group related tasks under the same percentage with the highest percentage first. (Use additional sheet if necessary)
- Ensure administrative functions comply with a wide variety of State laws, policies and procedures. Attend forums, meetings and trainings to keep abreast of current state laws, regulations, policies and procedures.
- Plan and conduct team meetings.
- Assist in the preparation, implementation and administration of the organizational strategic plan by using strategic planning methodologies, evaluating and identifying operational needs, developing goals and objectives to meet them and ensure the plans are in alignment with the CCDA Strategic Plan.
30% / In order to perform the most sensitive, difficult and complex work and special projects assigned by the ED, the incumbent will:
- Research, gather, analyze, and summarize information to prepare reports and briefing/reference material for the Executive Director and/or 17-member Commission Board.
- Present findings and recommendations to the ED and/or Commission Board.
- Provide leadership and guidance to staff pertaining to tracking and analyzing ADA demand letters, construction–related ADA violations and case resolutions.
- Oversee and prepare legislative and management reports and recommendations on all areas of the Commission's authority.
- Ensures CCDA acts as an information center and provides technical assistance to state and local government, business and public on disability access through various means.
- Establish standards to ensure the accuracy of data entries and analyses and reporting of statistical information, ADA trends to the Commission Board and Legislature.
15% / In order to provide the ED with recommendations about the status of CCDA’s budget, the incumbent will:
- Manage and monitor CCDA’s budget by reviewing expenditures and payments monthly, using budget reports provided by Office of Fiscal Services.
- Develop budget forecasts for projected spending.
- Prepare Budget Change Proposals.
- Prepare budget reports for presentation to the Commission Board.
- Meet regularly with the ED to discuss spending patterns and budget recommendations.
15% / In order to effectively manage, coach, and direct subordinate staff in accordance with DGS constructive intervention process, Office of Legal Services, Equal Employment Opportunity and MOU provisions, and established personnel policies, rules, and regulations, the incumbent will:
- Identify performance expectations utilizing the Essential Functions Duty Statement, probationary reports and/or Individual Development Plans (IDP), and conveys expectations to the employee via written and verbal communication/direction.
- Monitor performance through various production documents, supervisor’s daily reports, personal observations, and by following-up with employee to ensure that performance expectations are being met.
- Provide feedback to employees on performance noting exceptional performance as well as areas of needed improvement through regular discussions.
- Sustain employee performance using the departmental constructive intervention and progressive discipline principles and processes.
- Grant or deny subordinate staff requests for time off or requests to work overtime.
- Ensure subordinate staff has sufficient leave credits available for the requested leave.
- Notify the Attendance Clerk in writing to enter absent subordinate’s time in PAL system, i.e., time charged to projects, leave usage, approved leave without pay (dock or NDI), Absence without Leave (AWOL), etc.
5% /
MARGINAL FUNCTIONS
Act for the Executive Director (ED) in his/her absence or provide assistance to the ED as required by attending meetings, making decisions, signing documents, and reporting urgent matters to management and briefing the ED upon his/her return to the office.KNOWLEDGE AND ABILITIES
Knowledge of: Principles, practices, and trends of public and business administration, including management and supportive staff services such as budget, personnel, management analysis, planning, program evaluation, or related areas; principles and practices of employee supervision, development, and training; programmanagement; formal and informal aspects of the legislative process; the administration and department's goals and policies; governmental functions and organization at the State and local level; department's Equal Employment Opportunity objectives; and a manager's role in the Equal Employment Opportunity program and the processes available to meet Equal Employment Opportunity objectives.
Ability to: Reason logically and creatively and utilize a variety of analytical techniques to resolve complex governmental and managerial problems; develop and evaluate alternatives; analyze data and present ideas and information effectively both orally and in writing; consult with and advise administrators or other interested parties on a wide variety of subject-matter areas; gain and maintain the confidence and cooperation of those contacted during the course of work; review and edit written reports, utilize interdisciplinary teams effectively in the conduct of studies; manage a complex Staff Services program; establish and maintain project priorities; develop and effectively utilize all available resources; and effectively contribute to the department's Equal Employment Opportunity objectives.
WORK ENVIRONMENT, TRAVEL, PHYSICAL OR MENTAL ABILITIES REQUIRED TO PERFORM DUTIES:
Physical Conditions: The position requires the ability to sit for periods of up to seven hours; the ability to key at a computer, utilize a calculator, use a standard keyboard (type)for up to seven hours at a time; the ability to communicate and interact with others on a daily basis; strong reading comprehension, research and concentration skills.
Working Conditions: The incumbent will work in an open modular workstation in an air-conditioned
and heated office with natural and artificial lighting.
Travel: On occasion (approximately ten times per year), the incumbent will be required to travel by car, bus, train or airplane for training and meetings related to CCDA issues. Some travel may require overnight stay.
Mental Abilities:
- Function effectively under demanding and competing deadlines.
- Ability to work on multiple complex tasks simultaneously.
- Express ideas and facts orally in a clear and understandable manner that sustains listener attention and interest; tailor oral communication to the intended purpose and audience.
- Understand and use written information that may be presented in a variety of formats, such as test, tables, lists, figures, diagrams; select reading strategies.
- Express ideas and information in written form clearly, succinctly, accurately, and in an organized manner; use English language conventions of spelling, punctuation, grammar and sentence and paragraph structure; and tailor written communication to the intended purpose and audience.
DESIRABLE QUALIFICATIONS
- Knowledge of applicable procurement laws and regulations
- Ability to exercise good judgment to fulfill the comprehensive responsibilities of the contracting program
- Ability to work with a wide range of classifications and skill levels
- Managing complex fiscal and contractual workload
- Ability to speak and write effectively and perform with a high degree of independence
- Ability to establish and maintain cooperative working relationships with staff at all levels
- Effective skills in using Microsoft Office products, specifically, Word, Excel, Access, PowerPoint, and Project
ADDITIONAL DESIRABLE QUALIFICATIONS
- Knowledge of the supervisor’s role in public relations
- Knowledge in the principals and practices of sound management of fiscal resources
- Knowledgeable in the goals and policies of the state administration and the DGS
- Ability to plan, supervise, direct and coordinate the work of a multidisciplinary staff
- Ability to develop and utilize all available resources
- Willingness and ability to promote and be accountable for customer satisfaction and quality service
- Ability to initiate or recommend changes that promote innovative solutions to meet customer needs
INTERPERSONAL SKILLS
- Communicate in a clear and concise manner
- Communicate confidently and courteously to a diverse community
- Receive, follow and relay written and verbal direction in accordance with administration and department’s policy
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