Staff Services Manager I

Job Description and Duties

Under direction of the Staff Services Manager II of the Administrative Services Unit (ASU), the Director, the Associate Director of the Special Education Division (SED), the Staff Services Manager I (SSMI) in the Fiscal Payments I Unit (FPU), works independently performing and managing the most varied and complex technical tasks; receiving and assigning grant or contracts requests for payment; manage the flow of payments to ensure accurate payments, and monitoring payments timelines to ensure timely payments. The SSMI must be the central point of contact providing supervision, direction, and implementation of procedures, the cross-training and coordination of the analysts processing request for payments.

Duties include:

• Direct and supervise five staff to implement ongoing payment processing and the delegation of work responsibilities;

• Direct and coordinate daily activities and special assignments; evaluate, monitor, edit, and conduct quality control of all payments;

• Analyze complex fiscal information required during the processing of payments. Review, analyze, and approve final payments for millions of dollars in allocations for LEAs and contractors.

• Track, monitor, and coordinate the processing of payments to keep the SSM II and the Director apprised of upcoming deadlines

• Consult with director, other administrators, other supervisors, consultants, field personnel, and various government agencies to gather, tabulate, and analyze fiscal data,

• Gather feedback and concerns;

• Clarify policies and procedures, and promote networking among similar unit programs.

You will find additional information about the job in the .

Working Conditions

TELEWORK OPTION

HYBRID

This position is headquartered in Sacramento and may be eligible for a hybrid telework schedule for eligible applicants residing in California. A hybrid telework schedule includes working remotely and working a minimum of 2 days per week in the office.

Special Requirements

Examination Information

To be considered for this job opportunity, applicants must be reachable on an employment list, have transfer eligibility, or have reinstatement eligibility. If you are new to California State service and you do not have list eligibility, you must take the exam for this classification.

Please note : A separate application is required for the examination and must be submitted to the address on the examination bulletin.

The examination bulletin(s) may be viewed on the California Department of Education Web page at: or at the link below:

Staff Services Manager I:

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:

Experience with fiscal management and payments

• Strong management, leadership, and collaborative qualities

• Ability to work effectively with all levels of staff and management

• Excellent interpersonal skills, including the ability to interact well with the public

• Excellent attendance and punctuality

• Strong written and oral communication skills

• Ability to work effectively on multiple projects at the same time

Benefits

The State of CA provides comprehensive benefit packages determined by the employee bargaining unit. Some of these benefits include

· Medical benefits, health, dental, and vision

·11 State Paid holidays, 1 personal holiday, and 2 professional development days

·401(k) and 457(b) Plans

· Employee Assistance Program

· Commute Program
More benefit information can be found on CalHR’s website: Benefits Summar y

Additional Application Information

• How to Apply for state jobs:
• Electronic applications submitted through your CalCareer account are highly recommended.
• DO NOT include any confidential information on any documents you submit for this job vacancy. Confidential information that should be excluded or removed from these documents includes, but is not limited to, your Social Security Number (SSN), birthdate, age, student identification number, driver license (unless required), examination results, LEAP status, and marital status.
• Incomplete or late application packages will NOT be considered.
• For experience to be considered, your STD 678 (state application) must be complete and include dates, accurate hours per week, total time worked, duties and responsibilities, and contact names and phone numbers of supervisors. Applications that are submitted blank or with “see resume” in place of duties performed will be considered incomplete.
• For civil service classifications, do not use working titles.
• If you choose not to submit electronically and are mailing or dropping off your hard copy State Application (STD. 678), use the revised 06/2024 version.
• If you are using education to meet the minimum qualifications, you must submit a copy of your transcripts or diploma. Foreign transcripts must be accompanied by an academic credential evaluation. List of approved agencies:
• Please note that the CalCareer system will not allow you to make changes to your application once it is submitted.
• Candidates who reside outside of the State of California may be admitted to the job interview but must provide proof of residence in California prior to being eligible for appointment.

For general information about getting a job with the state, please view the job series videos here: .

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 -

  Interested individuals MUST submit a Statement of Qualifications (SOQ) with their application. Resumes, letters, and other materials do not take the place of the SOQ. The SOQ should have a title of “Statement of Qualifications, Your Name ,” be no more than 3 pages, no smaller than 12-point font, and address the following:
  

  • 1. Describe your educational background and leadership experience that most qualify you to excel in this position.
  • 2. Describe your ability to manage multiple and changing priorities with time-lines and firm deadlines.
  • 3. Describe your vision of leadership and include experiences that highlights your ability to manage staff, build a team, improve employee morale and manage workload distribution.
  • 4. Describe your experience and knowledge in implementing fiscal regulations and policy.
  • 5. Describe your experience with developing and implementing systems and procedures.