Associate Administrative Analyst (Encroachment Permit Liaison)

Job Description and Duties

Under the general supervision of the Senior Transportation Engineer (STE) of the Encroachment Permits Branch South (EPBS), the incumbent will be responsible for working independently, with EPBS staff and in coordination with other functional units (e.g. Design, Traffic Operations/Safety, Structures, R/W, etc.). The incumbent will be responsible to provide analytical and administrative support to the EPBS. The incumbent will work with encroachment permit applications, Accounts Receivable/Accounts Payable, and will act as lead with student assistants/volunteers.

PARF# 12-26-0143 / JC- 521618

Eligibility for hire may be determined by your score on the Analyst II  exam. For those who do not have current eligibility (e.g., transfer, permissive reinstatement, or voluntary demotions) and/or who will be new to state civil services employment, you must be on the state examination list to be eligible for these positions. To apply for the exam, please click and search by typing in the classification title.

Please take this 1-minute Caltrans Recruitment survey to tell us how you found out about this job.

Apply today to join our team!  We especially encourage applicants to check out our tool!  The is a tool to assist and help candidates understand and succeed in applying to Caltrans positions.

You will find additional information about the job in the .

Working Conditions

Position located at 1750 E 4th St, Santa Ana, CA 92705, Orange County.

Multiple positions may be filled from this recruitment.

Incumbent will be exposed to various work environments. While at their base of operation, the employee will  work in a climate-controlled office under artificial LED lighting. However, due to periodic problems with the heating and air  conditioning, the building temperature may fluctuate. The selected candidate may be required to travel to the headquartered  location, therefore, incumbent must be able to travel using a car or commercial transportation. The duty statement may be  updated on a yearly basis and/or as the job functions change.

This position may be eligible for telework. The amount of telework is at the discretion of the Department and based on Caltrans’s  evolving telework policy. Caltrans supports telework, recognizing that in-person attendance may be required based on  operational needs. Employees are expected to be able to report to their worksites with minimum notification if an urgent need  arises.

Special Requirements

• Possession of a valid driver’s license is required when operating a State owned or leased vehicle.

• The Statement of Qualifications (SOQ) serves as documentation of each applicant’s ability to present information clearly and concisely in writing. Please follow the instructions below; failure to include and complete the SOQ as instructed may result in the SOQ not being considered and in disqualification from the interview. Each question must be numbered and addressed in the same order as the questions below. The SOQ must be typed, no more than two pages in length, and 12-point Arial font.  Please note that resumes and cover letters will not substitute for the SOQ:

Provide examples of experience and qualifications you possess related to the

1. Provide examples of experience and qualifications you possess related to the Duty  Statement.

2. Describe your experience (including number of years) in providing quality customer  service, including working with external and internal customers with an emphasis  placed on your communication skills (written and verbal) utilized to perform this  work.

3. Describe your overall computer skills and experience working with Adobe Acrobat  Pro, Microsoft Office (Word, Excel, PowerPoint, Outlook, Access), including  advanced Excel skills. Include your experience related to preparing, analyzing,  reporting, creating dashboards and presenting findings to others and any experience  with Caltrans Encroachment Permit System (CEPS).

4. Describe a time when you had to analyze a complex situation. What steps did you  take? What was the outcome?

Possession of Minimum Qualifications will be verified prior to interview and/or appointment. If you are basing your eligibility on education, you must include your unofficial transcript(s)/diploma for verification. Unofficial, original, or official sealed transcripts will be accepted and may be required upon appointment. Applicants with foreign transcripts/degrees must provide a transcript/degree U.S. equivalency report evaluation that indicates the number of units and degree to which the foreign coursework is equivalent. Please visit either of the following two websites for a list of evaluation agencies: or . Please redact birthdates and social security numbers.

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:

• As an Analyst II , the incumbent is expected to become proficient in the following competencies as described below in order to successfully  perform the essential functions of the job, while adhering to and promoting the Department's Mission, Vision, Values, Strategic Imperatives and  Goals. Effective development of the identified Core Competencies fosters the advancement of the following Leadership Competencies: Change  Commitment, Risk Appetite, Self-Development/Growth, Conflict Management, Relationship Building, Organizational Awareness,  Communication, Strategic Perspective, and Results Driven.
• Change Leadership: Develops new and innovative approaches needed to improve effectiveness and efficiency of work products.  Encourages others to value change. Considers impact and recommends changes. (Equity, Employee Excellence - Equity, Innovation, Integrity, Pride, Stewardship)
• Decision Making: Makes critical and timely decisions. Takes charge. Supports appropriate risk. Makes challenging and appropriate  decisions. (Safety, Equity, Employee Excellence - Equity, Innovation, Integrity, Pride, Stewardship)
• Reliability: Ability to demonstrate dependability in meeting commitments, and providing a consistent work product. Takes responsibility  for individual actions in order to meet deadline demands. (Safety, Prosperity, Employee Excellence - Innovation, Integrity, Pride, Stewardship)
• Problem-solving and Decision-making : Identifies problems and uses logical analysis to find information, understand causes, and  evaluate and select or recommend best possible courses of action. (Safety, Equity, Employee Excellence - Innovation, Integrity, Pride, Stewardship)
• Relationship Building: The ability to develop and maintain internal and external trust and professional relationships, which includes  listening and understanding to build rapport. (Climate Action, Prosperity, Employee Excellence - Collaboration, Equity, Innovation, Integrity)
• Organizational Awareness: Contributes to the organization by understanding and aligning actions with the organization's strategic  plan, including the mission, vision, goals, core functions, and values. (Safety, Equity, Employee Excellence - Equity, Innovation, Integrity, Stewardship)
• Communication: Expresses oneself clearly in all forms of communication. Gives feedback and is receptive to feedback received.  Knows that listening is essential. Keeps others in the Division and other functional units informed as appropriate. (Safety, Equity, Prosperity, Employee Excellence - Collaboration, Equity, Innovation, People First, Pride)
• Forward Thinking: Anticipates the implications and consequences of situations and takes appropriate actions to be prepared for  possible contingencies. Anticipates and prepares for future developments. (Safety, Equity, Climate Action - Collaboration, Innovation, Integrity, Pride)
• Thoroughness: Ensures that work and information is complete and accurate. Ensures that assignment goals, objectives, and  completion dates are met. Documents and reports on work progress. (Safety, Equity, Employee Excellence - Collaboration, Equity, Integrity, Pride)

Benefits

to view the Benefits Summary for Civil Service Employees in the State of California.

Important Application Instructions:

Electronic applications through your CalCareers account are highly recommended and encouraged.

Candidates that meet the minimum qualifications based on possession of EDUCATION, LICENSE, OR CERTIFICATE must include a copy of your DEGREE/TRANSCRIPTS, LICENSE, or CERTIFICATE, along with your State application (STD. 678), to be considered for this position.

NOTE: Do not submit the “Equal Employment Opportunity” questionnaire (page 5) with your completed State application (STD. 678). This page is for examination use only. Do not include any confidential information on any documents you submit for this 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, birth date, driver’s license number, examination results, LEAP status, marital status, and age.  The job application packet checklist is not required to apply for this position.  Failure to follow these instructions may result in your application not being considered for this position.

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 -

  Statement of Qualifications (SOQ) is required. Please see the Special Requirements section for SOQ instructions.