Administrative Support & EDMS Branch Chief

Job Description and Duties

Under the general direction and general guidance of the Office Chief (a Staff Services Manager II) of the Office of Strategic Information & Business Management (SIBM) of the Division of Design (DOD), the incumbent oversees the day-to-day operations of the Department's two web-based, statewide and centralized electronic document management systems known as the Document Retrieval System (DRS) and the Design EDMS that provide document storage and archiving capabilities for all 12 Districts, the Project Delivery Program, and various HQ Divisions. The incumbent also oversees an associated EDMS Help Support Desk and supervises the technical, administrative and development services staff providing continued customer satisfaction to users. The incumbent and Document Management & Support Unit staff are critically involved with the statewide enhancement build-out of Design EDMS to make it more user-friendly and efficient for statewide deployment to the remaining 5 out of 12 Districts in the near future. The incumbent is also responsible for scanning efforts to convert hard copies of existing HQ DOD documents from paper to digital form. In addition, the incumbent directs the DOD efforts to ensure that all Microsoft Office and Adobe PDF documents that are destined to be posted on the DOD external web pages are accessible to viewers and compliant to American with Disabilities Act (ADA) accessibility standards.

PARF 53-27-0001/ JC-531220

Eligibility for hire may be determined by your score on the Supervisor I 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.

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. The selected candidate will be required to commute to the headquartered location as needed to meet operational needs. Business travel may be required, and reimbursement considers an employee’s designated headquartered location, primary residence, and may be subject to CalHR regulations or applicable bargaining unit contract provisions. All commute expenses to the headquartered location will be the responsibility of the selected candidate.

You will find additional information about the job in the .

Working Conditions

Position located at 1120 N St. Sacramento, Sacramento County.

Multiple positions may be filled from this recruitment.

Special Requirements

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

• Statement of Qualifications (SOQ) is required.Failure to submit a Statement of Qualifications will disqualify candidates from the hiring process.

  Formatting Requirements:

  • Maximum two (2) pages

  • Use Calibri 12-point font

  • Submit as a single PDF titled: “SOQ – ” on both pages

  SOQ Content Requirements:

  1) Digital Systems & EDMS Adaptability – Describe how you learned and supported a new or existing information system. Explain how you supported end users or documented workflows.

  2) Problem Solving & Issue Resolution – Provide an example of a difficult situation and how you resolved it by identifying the root cause and implementing a long term solution.

  3) Quality, Accuracy & Compliance – Explain how you have ensured accuracy, consistency, or compliance through administrative processes.

  4) Training, User Support & Change Management – Describe how you supported staff through change, including how you communicated the message and whether it was successful. What did you learn from the experience.

  5) Supervising Mixed Technical and Administrative Staff – Describe your experience overseeing teams with varied responsibilities.

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

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.