Office Assistant (Typing)

Job Description and Duties

Individuals who are eligible for a Training and Development assignment may also be considered for this position(s).

Under the direction of the Staff Services Manager I, Facility Support (FSU), the Office Assistant (Typing) will perform a variety of general office duties which include: mail and document handling; composition of correspondence; filing and records management; ordering and maintaining supplies and equipment; typing and transcription; and document preparation and review for the Board of Parole Hearings (BPH). The incumbent will regularly perform duties requiring adaptation to various situations. They must be able to use judgment as to which learned work method to apply for the desired result, and the ability to communicate effectively. In addition, the incumbent may have lead responsibility over less experienced employees in areas such as training and answering questions on work procedures. Integrity, dependability and regular attendance both in-office and via telework are essential.

The California Department of Corrections Rehabilitation (CDCR) Headquarters has implemented a new automated system to streamline the hiring process. The Human Resources Technology System (HRTS) is an intuitive, user-friendly system that provides the applicant access to realtime updates throughout the hiring process. HRTS will require new candidates to set up an account, which allows them to track their application’s progress. Through their account portal, candidates will also be able to provide any additional information needed in the hiring process, including setting up interviews as needed. After the final filing date, applicants will receive an email from View email address on us.fitly.work or View email address on us.fitly.work (depending on the email provider), with direction on creating and/or accessing their account.

For HRTS communication, this is in reference to Job Requisition (JR) 4455.

CDCR/CCHCS employees are encouraged to use their existing CDCR email address on their application. Main communication for this position will be through email. Please ensure you have a valid email address on your application.

Effective July 1, 2025, the Personal Leave Program 2025 (PLP 2025) was implemented in response to the status of the State budget. PLP 2025 requires that each full-time employee receive 3% reduction in pay in exchange for five (5) hours of PLP 2025 leave credits through June 2027. Salaries do not reflect the recent changes.

Working Conditions

The Board of Parole Hearings headquarters is located in Downtown Sacramento. The position is eligible for hybrid telework, in accordance with the Statewide Telework Policy and will be required to report to the office as needed or required. The candidate must reside in California upon appointment to the position. 

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.

Do not include any confidential information on any documents you submit for a job vacancy, such as your State application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes, but is not limited to, your Social Security Number (SSN), birthdate, student identification number, driver’s license number (unless required), basis of eligibility, examination results, LEAP status, marital status, and age. Confidential information on the first page of applications submitted electronically online, such as Easy ID number, SSN, examination related information, and driver’s license number will automatically be redacted upon submission.

Candidates new to CDCR/CCHCS are required to submit to a background investigation process utilizing Live Scan Fingerprinting, as well as a Tuberculosis test/evaluation prior to appointment, followed by department annual Tuberculosis testing/evaluation thereafter.

When submitting supporting documents, PDF file format is preferred.

This advertisement may be used for other vacancies that occur during the life of this recruitment.

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 working in a mailroom or handling mail
• Experience scanning documents and manipulating PDFs using Adobe Pro
• Proficient use of Microsoft Outlook, Teams, Word, Excel, and databases
• Strong attention to detail
• Ability to organize and establish simultaneous workload priorities
• Dependable, punctual, good attendance
• Ability to take initiative
• Excellent verbal and written communication skills
• Ability to work well on a team, as well as individually
• Willingness to learn new skills and the ability to quickly grasp new concepts
• Exceptional internal and external customer service skills
• Willingness to promote an inclusive workplace that empowers employees from a variety of backgrounds, perspectives, and personal experiences

Benefits

Benefit information can be found on the California Department of Human Resources (CalHR) website, , and the CalPERS website, .

Information on benefits afforded by membership in the California Public Employees’ Retirement System can be found on the CalHR Salary and Benefits website at .

Information on the benefits and protections provided to public employees by the State Civil Service Act can be found on the CalHR website at

Additional benefit information can be found on the CalHR California State Civil Service Employee Benefits Summary website at

This webpage is intended to provide general information. Benefit eligibility may be based on job classification, bargaining unit, time base and length of appointment.

Statement of Qualifications

The SOQ serves as documentation of your ability to present information clearly and concisely in writing. The SOQ must be typed and be no more than two pages in length. The SOQ format must use 12-point Arial font. First and Last name must appear in the upper left corner of the document, and you must include the JC number below your name. No other information should be included in the upper-left corner. List each SOQ question separately followed immediately by your response to that question. A vague and/or incomplete SOQ submission will not be considered. You must follow all SOQ instructions exactly as listed in the job posting for your application package to be considered.

1. Describe your experience scanning documents, uploading documents to a database, or manipulating PDF documents using Adobe Pro.

2. Describe your experience working in a mailroom, handling mail in general, and use of any mailroom equipment.

3. Describe any experience you have working in a team environment. What did you like best about working in a team? What did you dislike?

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.
• Other - A Typing Certificate is  required and must be submitted with your Examination / Employment Application (STD. 678). Applications received without an appropriate Typing Certificate will be rejected for being incomplete and will not be considered. 
• Statement of Qualifications - A Statement of Qualifications is  required and must be submitted with your Examination / Employment Application ( STD. 678). Applications received without an appropriate Statement of Qualifications based on the instructions below will be rejected for being incomplete and will not be considered. Resumes, cover letters, and other documents will not be considered as a response to the Statement of Qualifications. Please refer to the “Statement of Qualifications” section below for specific requirements. 
  For helpful guidance on writing an effective SOQ or a Supplemental Questionnaire, please visit Work4CA: How to Write a Statement of Qualifications.