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Office Services Coordinator

2 months ago

San Luis Obispo, California, United States Department of State Hospitals Full time

Job Overview and Responsibilities

The Office Technician (Typing) will report to the Pharmacy Services Manager within the Pharmacy at the Department of State Hospitals. The individual in this role will undertake a variety of responsibilities, including but not limited to:

• Disseminating monthly Medication Room Inspection reports across the facility.

• Documenting and transcribing minutes for various meetings, including Pharmacy & Therapeutics Committee, Pharmacy Technician gatherings, and interdisciplinary discussions led by Pharmacy.

• Composing and formatting documents as required, such as duty statements, proposals, budget summaries, and updates to policies and procedures.

• Organizing and maintaining the meeting schedule for the Pharmacy Conference Room.

• Managing phone communications and recording messages for the Pharmacy Department.

• Logging staff sick calls on the daily attendance sheet.

• Assisting Pharmacy Management with the verification of employee timekeeping records.

• Establishing and maintaining filing systems, ensuring the retention of pharmacy records in compliance with legal requirements.

• Assessing usage patterns and procuring necessary Pharmacy supplies to uphold appropriate inventory levels.

• Executing non-drug procurement processes for the Pharmacy Department.

• Handling drug procurements that are not covered under the primary vendor's contractual agreement.

• Completing and processing work orders efficiently.

• Creating staff attendance sheets and reviewing them for accuracy.

• Distributing timesheets for staff timekeeping, collecting them for completeness, and submitting them to Personnel post supervisor approval.

• Preparing and processing security clearance documentation for Pharmacy interns, vendors, and visitors.

• Ordering key sets for new staff and students, while maintaining an updated key set list.

• Acting as the department's Training Coordinator, responsible for arranging and documenting orientation and training for all Pharmacy personnel.

• Creating and managing all related documentation.

Eligibility Requirements:
To be considered for this position, candidates must meet one of the following criteria:
1. BE LIST ELIGIBLE: Successfully complete the competitive State civil service examination relevant to this classification, OR
2. BE TRANSFER ELIGIBLE: Hold current employment with the State of California in the same classification or a comparable one, OR
3. BE REINSTATEMENT ELIGIBLE: Have previously held permanent employment with the State of California in the same or a comparable classification.

*Minimum qualifications will be verified prior to scheduling interviews. Proof of minimum qualifications must accompany your application submission.

MINIMUM QUALIFICATIONS: Either I: One year of experience in California state service performing clerical duties at a level equivalent to that of an Office Assistant, Range B. OR II Experience: Two years of experience in typing and clerical work. Academic education beyond the twelfth grade may substitute for one year of required general experience under specific conditions.

*Failure to meet minimum qualifications may result in removal from the eligibility list.

Working Conditions:
This position necessitates work within a secured treatment environment.

Special Requirements:
The role requires the ability to type at a minimum speed as specified in the Class Specifications. A valid typing certificate confirming the ability to meet the minimum typing speed is required prior to hiring.

Candidates using Out of Class experience to meet qualifications must provide appropriate documentation. Failure to submit required documents will result in the non-application of Out of Class experience towards meeting the minimum qualifications.