IRC Branch Support Assistant

Job Description and Duties

Are you looking for an exciting and fast-paced career?

Join the California Governor's Office of Emergency Services (Cal OES) and be part of an organization that serves as a leader in emergency management and homeland security through dedicated service to all. We are looking for enthusiastic and motivated individuals to join our team. If you are interested in a challenging opportunity in a high-energy, team-oriented environment, you are encouraged to apply.

Under close supervision of the Program Manager III (PM III), the Office Assistant (Typing) OA (T) is responsible for a variety of general office work functions to ensure internal support during normal time and disaster activation operations within the Recovery Directorate. As part of the Interagency Recovery Coordination Branch (IRC) the OA provides support for six primary recovery outcomes: Community Planning and Capacity Building, Economic Recovery, Health and Social Services, Housing, Infrastructure, and Natural and Cultural Resources. This position also provides support for other recovery areas including Public Assistance (PA), California Disaster Assistance Act (CDAA), Fire Management Assistance Grant (FMAG), Hazard Mitigation Grant Program (HMGP), Individual Assistance (IA) and other disaster related programs. Together with general administrative, clerical, and technical assistance tasks, the OA duties also include the ability to type at a speed of not less than 40 words per minute from ordinary manuscript or printed or typewritten material.

Must be able to communicate effectively orally and in writing, and function in an environment with demanding and changing priorities. Provides efficient and timely clerical support while maintaining a standard workload and responding to frequent short-term tasks.

You will find additional information about the job in the .

Working Conditions

This position is located in the Interagency Recovery Coordination Branch Support Unit in Mather, CA.

Hybrid Telework: This position is eligible for a hybrid work schedule. Additional in office days may be required based on the business need.

Special Requirements

• The position(s) require(s) the ability to type at a minimum speed as designated on the Class Specifications (link available in the additional documentation section). You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed, prior to being hired. Additional information regarding acceptable typing tests is available at the CalCareers.ca.gov website.

Typing Certification is required when applicants apply for State civil service clerical positions such as Office Assistant (Typing) and Office Technician (Typing). The specific typing requirement will be noted in the Class Specification.

State departments will honor typing certificates issued within the last four years, and certified from a five (5) minute typing test that meets the CalHR requirements, with a minimum of 40 WPM (words per minute).

Acceptable Certificates must be 5 minutes in length and proctored either virtually or in person .The California Department of Human Resources will not accept typing certifications from tests that were not proctored or less than 5 minutes long.

Application Package Requirements

To have your application considered for this job opportunity:

• List the Job Code (JC) and Position Number for this position in the “EXAMINATION(S) OR JOB TITLE(S) FOR WHICH YOU ARE APPLYING” section on the State Application, STD. 678.
• List your most current employment history first in the “EMPLOYMENT HISTORY” section on the STD. 678.
• Provide the “From” and “To” dates with the month, day and year, the “Hours Per Week” that you worked and the Total Worked (Years/Months). You may include overtime hours.
• You must complete the “DUTIES PERFORMED” on the State Application ( do not note “see attached resume” in this section ). Failure to comply and your application is considered incomplete.
• SROA and Surplus are encouraged to apply and must submit a copy of their letter.

Please note consideration shall be given to work experience gained in a part-time or full-time job, regardless of whether the job was a paid or a volunteer position or was within, or outside of, state service.

If using education to qualify please submit a copy of your transcripts. If selected, official transcripts will be required. Foreign education must obtain and submit verification of United States course/degree equivalency.

NOTE: Incomplete applications received may not be considered. Resumes are welcomed but do not take the place of the completed State Application STD 678. Applications received via fax or email will NOT be accepted. If you would like confirmation of receipt, please send certified mail.

**A candidate pool may be established for subsequent vacancies.**

**All hires may be subject to a criminal background check.**

**We encourage applicants to apply electronically.**

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:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and ability to learn additional software used for correspondence, record keeping, and tracking.
• Ability to type at least 40 words per minute accurately from printed or typed material.
• Strong written communication skills, including the ability to prepare clear, concise, and grammatically correct correspondence, reports, and documentation.
• Experience performing clerical and administrative duties, such as photocopying, preparing folders, data entry, processing mail, and maintaining filing systems.
• Ability to review documents for completeness, accuracy, grammar, ADA compliance, and adherence to procedures.
• Experience supporting meetings, workshops, trainings, and conferences, including room setup, preparing materials, managing technology, and sending invitations.
• Strong organizational skills, including the ability to set priorities, manage multiple short term tasks, and meet deadlines in a fast paced environment.
• Ability to communicate effectively with internal and external stakeholders, including Recovery staff, local agencies, executives, and federal/state partners.
• Experience updating manuals, desk guides, procedures, and other forms of documentation to support operational consistency.
• Ability to work independently with limited supervision while exercising good judgment, initiative, tact, and resourcefulness.
• Familiarity with state and federal laws, rules, regulations, policies, and procedures, particularly those relevant to disaster recovery programs.
• Ability to provide courteous, timely customer service to internal and external partners consistent with the Cal OES Strategic Plan values.
• Experience working in environments with demanding and changing priorities, including readiness to respond to emergencies as part of activation duties.
• Comfort working under stressful conditions, during tight timelines, extended hours, weekends, holidays, or rotating shifts when emergency activations occur.
• Ability to interpret technical and legal documents and apply this understanding when preparing administrative or recovery related materials.

Benefits

Cal OES employees are eligible for a number of benefits and working for us is a great opportunity to join a committed team. Benefits include but are not limited to the following:

• Free Parking
• On-site Gym and Locker room
• Electric Carport
• Excellent CalPERS state pension plan
• 401(k) and 457(b) Plans
• Flexible Schedules
• Generous paid time off
• Health, dental & vision insurance for the employee or the employee's family
• Investment in careers development
• Located near many local eateries, financial institutions, and the Light Rail Station

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

Statement of Qualifications

All applicants must provide a Statement of Qualifications (SOQ) for the hiring manager’s review. Failure to include an SOQ may disqualify an applicant from consideration. A resume in lieu of the SOQ responses and a standard or generic SOQ may disqualify an applicant from consideration.

Please review the Duty Statement and the Desirable Qualifications.

The SOQ should specifically outline how you meet any or all of the desirable qualifications outlined in the Job Posting and Duty Statement.

SOQ FORMAT INSTRUCTIONS:

The SOQ should be no more than one page, single-sided, single-spaced in 12-point Arial font, with your name and date in upper right corner.

PLEASE ANSWER THE FOLLOWING:

1. Describe your experience performing clerical and administrative duties like those required in this position to include your experience preparing written correspondence, reports, or documentation; your ability to maintain records, files, and tracking systems accurately; and your skills using word processing and other office software.

2. The Office Assistant (Typing) supports multiple recovery programs and may be required to work during emergency activations. Describe how your past experience has prepared you for; providing clerical support to diverse teams and external partners; working effectively under stressful conditions, tight deadlines, or rapidly changing priorities; and responding to requests during disaster-related assignments or high-pressure situations.

For assistance in uploading documents, including the SOQ, you may want to consider watching the following video from CalHR's Training Catalog: Upload SOQ to your Application Package

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 optional. It may be included, but is not required.
• Statement of Qualifications - Please refer to the Statement of Qualifications (SOQ) section at the bottom of this job bulletin for the filing instructions and the SOQ Question(s). Applications submitted without the SOQ may not be considered.