Forms and Letters Coordinator

Job Description and Duties

Under the general direction of the Assistant Director, in the Compliance Branch, the Staff Services Analyst (SSA) is responsible for various administrative, research, and analytical functions. The SSA must consistently exercise a high degree of initiative, confidentiality, independence, and originality in performing a wide variety of support duties. The SSA acts as the Bureau of Firearms (BOF) Forms Coordinator and ensures forms, letters, and web materials meet appropriate standards for publishing. This position will also gather, research, and conduct analytical duties for the BOF’s executive management team; including statistical analysis, converting data to charts and graphs for the preparation of mandated reports, conducting research across multiple databases, responding to research requests for information concerning firearms related data and statistics, and ensuring coordination and completion of a variety of time-sensitive assignments. The SSA serves as the central point of contact for all subpoena-related communications, maintaining detailed records, and ensuring all responsive materials are accounted for, reviewed, and delivered properly. The SSA will also be the point of contact and serve as the Training Coordinator to ensure all BOF upper management are in compliance with mandatory training, and will process training requests from staff. The SSA will provide administrative support to the executive Management team, as needed. Additionally, the SSA may assist various BOF sections with statistical information or other special projects.

You will find additional information about the job in the .

Working Conditions

DOJ has adopted telework for employees who can effectively perform their essential work functions remotely. After an initial training period, this position may allow for some telework opportunities. All telework schedules are temporary, based on current conditions and will be re-evaluated as conditions change.

Special Requirements

• The position(s) require(s) a Background Investigation be cleared prior to being hired.

• Clearly indicate the Job Control (JC- 498890) and the title of this position in the "Examination or Job Title(s) For Which You Are Applying" section located on the first page of your State Application.
• Do not submit the “Equal Employment Opportunity” questionnaire (page 5) with your completed State Application (STD. 678).This page is for examination use only.
• A background check will be required.
• A fingerprint check will be required.
• If interested in this position, please apply and your List/Transfer eligibility will be verified.
• Failure to submit the required application documents may result in the disqualification of your application.

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:

The candidate should have excellent written and oral communication skills; strong analytical skills; good research skills; excellent time-management and organizational skills. In addition, the candidate should be able to communicate effectively with all levels of management and demonstrate good judgment when interacting with the public and professional staff; have the ability to work well under pressure and meet deadlines; maintain strict confidentiality; and be proficient in Microsoft Word, Excel, and Outlook. Familiarity with Adobe Experience Manager is preferred. The candidate should also have the ability to work both independently and as a team member; carry out assigned tasks with minimal supervision; be professional, a self-starter, flexible, dependable, have excellent attendance, demonstrate strong proficiency in proofreading and editing with exceptional attention to detail, and be willing to assume other duties as necessary.

Benefits

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

Additional Information on Application Filing

Please note, if using the United States Postal Service for delivery, there is no guarantee that your application will be date stamped and will arrive by the final filing date. If your application does not have a postmark or date stamp and arrives after the final filing date, your application will not be accepted. Therefore, to ensure timely delivery of your application, it is recommended that you use either electronic delivery, parcel service, or certified mail. Using one of these options will provide proof of delivery prior to the final filing date.

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 required and must be included.
• Statement of Qualifications -

  A Statement of Qualifications (SOQ) is REQUIRED and must be submitted with your application to be considered for this position. Please refer to the Statement of Qualifications section below for instructions on how to complete the SOQ.