Job Description

Job Description and Duties

Under general direction of the Document Control Section’s Staff Services Manager II, the Staff Services Manager I (Supervisory) (Document Control Records Manager) performs as a highly skilled subject matter expert and project leader who provides both Document Control and Records Management consultation to all levels of staff at the California High-Speed Rail Authority (Authority) including vendors, document control contractors, and consultants. The incumbent will supervise and direct Document Control staff, coordinating day-to-day operations and implementation of policies, guidelines, and standards of the Authority’s administrative operations. The Document Control Records Manager provides oversight for the following functions, which include but are not limited to, providing guidance on Document Control and Records Retention policies and procedures (individual and department wide), records inventory/storage solutions, confidential destruction oversight, forms management, and coordinating document control support for Procurement and Document Control Services Branch. The performance of the duties will be accomplished in accordance with the guidelines of State Contract Manual (SCM), the State Records Center, State Archive, the Authority’s Records Retention Schedule, and published directives with the state and federal statutory, regulatory, policy and procedural requirements, State Administrative Manual (SAM), and all applicable Authority policies and procedures.

You will find additional information about the job in the .

Working Conditions

Part time telework is available for this position up to three days per week for California residents based on the requirements of the position and may be discussed during the interview process. Hiring interviews may be available virtually, using teleconferencing or video conferencing options.

While working on site, the incumbent works in a professional office environment, in a climate-controlled cubicle which may fluctuate in temperature and is under artificial light. Incumbent will be required to use a computer, mouse, and video display terminal and will be required to sit for long periods of time at a computer screen. Employee must be able to focus for long periods of time, multi-task, adapt to changes in priorities and complete tasks or projects with short notice. Employees may be required to travel outside of their workstation to perform general tasks.

Special Requirements

A Statement of Qualifications (SOQ) is required for this position. An SOQ is a narrative that describes your qualifications for this position. The SOQ must be no more than two (2) pages, 12-point font, organized and numbered as reflected below. You must respond to all the following items. Applicants who do not follow these requirements may be disqualified from the hiring process.

1. Provide your knowledge and experience with Document Control. In what capacity have you participated in Document Management?

2. Describe your experience in leading a team toward accomplishing an important goal or completing a project.

3. Describe your experience in addressing and/or correcting a problem, concern or issue at work. What did you do? What was the outcome?

Applications received without the SOQ will not be considered. Resumes, letters, and other materials will not be considered in the place of the SOQ. For assistance in completing the SOQ, please reach out to the Human Resources contact below.

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 document management and control principles, practices, and methods.

• Experience with records management principles, practices, and methods.

• Knowledge in Electronic Document Management Systems.

• Experience in large infrastructure projects.

• Proven ability to work with a wide range of disciplines connected with the successful completion of projects.

• Excellent communication skills, both orally and written including written reports, summaries, presentations, and training.

• Contract managing experience.

• Excellent attention to detail, interpersonal skills, and experience with internal and external audits.

• Must be comfortable in a fast-paced environment.

• High level of organizational skills and processes proficiency.

• Computer proficiency and knowledge of various computer software applications such as Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Microsoft Teams, SharePoint, and the Internet is desirable.

• Ability to communicate with all levels of internal and external contacts in a professional manner, and with integrity and respect.

• Understand and carry out tasks with minimal direction.

• Demonstrate efficiency, conscientiousness, and professionalism.

• Works well both independently and as a team player.

Benefits

“The State of California offers a comprehensive benefits package that includes health, vision, dental, a retirement pension, a telework stipend if applicable, and an array of other options.” before the default language “Benefit information can be found on the CalHR website and the CalPERS website.”

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

Application Information

The STD. 678 is required and each section must be filled out completely and thoroughly. Please do not include your Social Security Number, date of birth, veteran status, personal photos, LEAP information, or any other personally identifying information on any documents in your application package.

Using the online application system as specified in the announcement is the preferred method of applying for civil service job opportunities; however, applicants may instead apply by way of U.S. mail, parcel delivery or courier service, or in person, as set forth in this announcement. Dates printed on envelopes by mobile barcodes or equivalent mobile print technology are not acceptable proof of the date the application and any other required documents or materials were filed.

If applying via postal mail or by dropping off your application, applicants must include JC-468677 and  Document Control Records Manager , 311-240-4800-002 in the 'Job Title' section of the STD. 678 to be considered for this position. Please indicate on the STD 678 your basis of eligibility in the "Explanations" field (i.e. SROA, surplus, reemployment, reinstatement, transfer, or list eligible.)

Surplus/SROA candidates must provide a copy of their surplus/SROA letter with their application. Consideration may be given to applicants on another Department's employment list, provided the criteria are met to transfer the eligibility from the employment list to the Authority's employment list. The High-Speed Rail Authority does not currently offer Training and Development opportunities at this time.

NOTE: 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.

To gain employment list eligibility, please click here to access the exam bulletin.

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 - A Statement of Qualifications (SOQ) is required to apply. Please see above “Special Requirements” section for SOQ instructions.

Job Tags

Permanent employment, Full time, Contract work, Part time, For contractors, Remote job, 3 days per week,

Similar Jobs