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Business Services Analyst

2 months ago

Sacramento, California, United States Department of Food & Agriculture Full time

Job Overview and Responsibilities

This role is designed to support ongoing operations within the Department of Food & Agriculture, and may be utilized to fill future openings as needed.

This position is a 12-month Limited Term (LT), with the possibility of extension up to 24 months or transitioning to a permanent role.

Under the guidance of the Staff Services Manager I (SSM I), the Administrative Services Analyst (ASA) engages in a variety of analytical and technical tasks for the PD/EP Branch. The incumbent is expected to cultivate and sustain effective working relationships with colleagues, thrive under pressure, make sound decisions, and provide well-considered recommendations. Independent work and timely completion of assignments are essential.


• Oversee, monitor, validate, and disseminate all branch inventory, including equipment, vehicles, technology, software, and communication devices, ensuring that management has access to current information upon request.


• Liaise with field office personnel daily regarding procurement, transfer, and inventory-related inquiries, addressing questions and requests via phone and designated communication channels.


• Act as a point of contact for the Branch with the Office of Information Technology Services (OITS), Acquisitions and Purchasing Unit, and the Department of General Services (DGS).


• Collaborate with field offices to guarantee the availability of necessary equipment for branch personnel.


• Complete procurement documentation for new or replacement items as requested by field office staff or management.


• Maintain and update the procurement tracking system to ensure all acquisitions are documented and monitored.


• Review monthly encumbrance reports to confirm that all purchases are accurately recorded. Collaborate with Financial Services Branch (FSB) and OITS to rectify any discrepancies.


• Analyze monthly expenditure reports to ensure timely and accurate payment of invoices against encumbrances, working with FSB to resolve any issues.


• Coordinate with vendors to facilitate prompt payment processing for invoices.


• Manage the invoice communication channel to ensure timely submission of invoices, addressing inaccuracies with field offices as necessary.


• Reconcile overdue invoices promptly, collaborating with branch staff and FSB.


• Organize and maintain both physical and digital records to ensure proper storage and accessibility.


• Ensure compliance with Record Retention Schedules for both Headquarters and field offices.


• Work with field offices to guarantee that Record Retention Schedules are adhered to and completed efficiently.

Candidates may perform these essential functions with or without reasonable accommodation.

Work Environment

The responsibilities of this position are primarily conducted indoors. The incumbent operates in an open office environment, in close proximity to other support staff. The workspace is equipped with necessary tools including a computer, telephone, and various office supplies.

Regular telework may be incorporated into the incumbent's schedule in accordance with the Department's Telework Policy.

Application Requirements

Interested candidates must submit a Statement of Qualifications (SOQ) with their application. The SOQ should be titled "Statement of Qualifications and your name," consist of 1 to 2 pages, single-spaced, in 12-point Arial font, with one-inch margins, detailing their education, experience, skills, and attributes that make them suitable for this position.

1. Describe your education, experience, skills, and/or qualities that make you an ideal candidate for this position.

2. Describe your computer proficiency and experience with data management. Explain how you organized and utilized data, and the types of reports generated.

3. Highlight achievements that demonstrate your ability to manage multiple tasks, maintain attention to detail, stay organized, and exhibit initiative.