Administrative Support Specialist

2 weeks ago

Sacramento, California, United States Secretary of State Full time

Job Overview and Responsibilities

Why consider a position with the California Secretary of State's Business Programs Division? The mission of the Secretary of State's Business Programs Division is to facilitate business operations across California. If you are motivated by the prospect of aiding over two million enterprises that contribute to California's status as the 5th largest economy globally, this role may be for you. Do you thrive in a vibrant, fast-paced environment that utilizes innovative technologies, including our award-winning Eureka Chatbot powered by artificial intelligence (AI) to assist our clientele? Are you eager to enhance your professional skills and advance your career? If you answered affirmatively to any of these inquiries, we invite you to join our team at the Secretary of State's Business Programs Division. What is the role of the Business Programs Division? We offer a comprehensive array of services and manage various filings to support our clients, which include: Registration, modification, and dissolution of corporations, limited liability companies, and partnerships. Registration and modification of trademarks and service marks. Processing of Uniform Commercial Code financing statements and tax lien notices. Maintenance of the Advance Health Care Directive Registry, Domestic Partners Registry, and Immigration Consultants Registrations. Oversight of notary commissions in California, along with the authentication of signatures from California public officials and notaries public. Furthermore, we deliver customer service through online platforms, telephone, email, and in-person interactions, and provide online access to our filing records. For more details about our services, please visit our bizfile California portal. What will your responsibilities entail within the Business Programs Division? In alignment with our vision and mission, you will play a crucial role by demonstrating initiative, independence, and creativity to deliver a wide range of administrative support to the section. Under the guidance of a Staff Services Manager I or II, your responsibilities will include: Managing and maintaining personnel attendance and related records. Preparing, processing, and tracking work orders, requests, and maintenance for office equipment. Ordering supplies and equipment while keeping inventory records. Serving as a liaison to the Information Technology Division and Business Operations, and acting as an Office Automation Division Coordinator for the section. Answering, screening, and directing phone calls for the section Manager, Analysts, and other administrative personnel. Providing general administrative assistance to the Business Programs Division. Acting as a backup for other Office Technicians as required. You will find further details about the position in the Duty Statement. Preferred Qualifications: Strong organizational skills and effective time management abilities, including strategies for prioritizing multiple tasks to meet deadlines. Capacity to manage sensitive and confidential tasks with discretion and professionalism. Proficient in interacting and communicating effectively with all levels of departmental staff and the public. High attention to detail and accuracy. Ability to take initiative and work autonomously or collaboratively. Reliable attendance and punctuality. Proficient in operating various office equipment. Familiarity with Microsoft Office applications and Visio is highly desirable.

Additional information about the job can be found in the Duty Statement.

Work Environment

The position will have a hybrid work schedule following a successful 6-month probation period, which may include up to two telework days per week. Alternate Work Week (AWW) schedules (9/8/80, 4/10/40) may also be available. Telework and scheduling options are subject to change based on business requirements.

Special Requirements

The position requires the ability to type at a minimum speed as specified in the Class Specifications. A valid typing certificate confirming your ability to meet the minimum typing speed must be obtained prior to employment. Further information regarding acceptable typing tests is available on the website. A valid typing certificate confirming the ability to type at a speed of not less than 40 words per minute is mandatory. California State Civil Service Employee Benefits Summary Benefit Description​ ​Additional Information ​ New Employee Benefits Orientation Page
Summary review of benefits available to you as a new State Civil Service employee. ​ State Civil Service Act

Review the benefits and protections provided to State Civil Service employees through the State Civil Service Act.

​ Salaries and Civil Service Pay Scales

Information regarding salary ranges for State Civil Service employees, as well as the Civil Service Pay Scales, the official salaries for all state jobs.

​ ​ Represented Employee Bargaining Contracts

Review the specifics of represented state employee collective bargaining contracts.

​ Retirement

Learn more about the defined benefit plan that is offered to state employees through the California Public Employees' Retirement System (CalPERS) based on years of service, age and final compensation. CalPERS also offers disability retirement, partial service retirement, and death benefits for eligible employees.

​
401(k) and 457(b) Plans (Savings Plus)

Offers a voluntary benefit that allows you to contribute to both a 401(k) and a 457(b) plan to enhance your retirement benefit. This allows you to contribute, through payroll deduction, up to twice the amount available to the private sector and most public sector employees. You can contribute on both a pre-tax and an after-tax designated Roth basis that offers you the opportunity to take advantage of tax savings now and in the future.

​ California State Civil Service Employee Benefits Summary - Specific Benefits ​Specific Benefits ​Additional Information

Cash In Lieu of Health and/or Dental Benefits (Cash Option)

Allows you to receive cash in lieu of state-sponsored health and/or dental benefits insurance if you have other qualifying medical and/or dental coverage through a spouse, domestic partner, parent or other source.

​ ​ Common Carrier Travel and Accident Insurance – for Excluded Employees Only

Offers employer-paid accidental death and dismemberment insurance to managers, supervisors and other specified employees who travel on state business.

​ ​ Commute Program

Voluntary benefits that subsidize commuting expenses for eligible employees who commute to and from work using public transportation, vanpools, or bicycles.

​

​ Consolidated Benefits (CoBen)

Provides a benefit allowance, rather than specific contribution amounts for health, dental and vision benefits. You may receive additional taxable income each month, depending on the total cost of the benefit plans you choose.

​ ​Consolidated Omnibus Budget Reconciliation Act (COBRA)

Continuation of health, dental, and vision insurance coverage as well as medical reimbursement account for employees and eligible dependents who involuntarily lose coverage.

​ Death Benefits

Benefits available to legal survivors and/or designees of state employees; see "Planning Ahead" handbook.

​Planning Ahead Handbook | ​Dental Benefits

Offers you and your dependents preventive, basic and major dental care coverage through one of several dental plans.

​ Employee Assistance Program

Employer-paid program offers free professional and confidential short-term counseling and referral services to employees and their eligible dependents, as well as valuable information on a variety of topics including financial, legal, and wellness.

​

(866) EAP-4SOC TDD California State Civil Service Employee Benefits Summary Benefit Description​ ​Additional Information

Group Legal Services Insurance
Voluntary, employee-paid plan that provides comprehensive legal coverage designed to meet most common personal legal needs. Available to eligible employees and their eligible dependents.

TDD ​Group Long-Term Disability Insurance – For Excluded Employees Only

Voluntary, employee-paid plan that replaces a portion of the employee's income in the event the employee is unable to work for six months or longer due to a covered illness or injury.

Health Benefits

Offers you and your dependents a broad range of health insurance plans with the state paying a portion of the premium. CalPERS administers this coverage.

CalPERS Health and Wellness

Promotes a work environment that encourages healthy lifestyle choices, decreases the risk of illness and disease and enhances employee effectiveness and well-being.

​ Long-Term Care Program

Offers coverage through CalPERS for a chronic illness, frailty of old age, or a serious accident. Available to all California public employees, retirees, and their eligible family members.

​ ​Part-time, Seasonal, and Temporary Retirement Program

Offers a retirement savings program for part-time, seasonal and temporary employees who are not covered by CalPERS or Social Security.

​ ​ Reimbursement Accounts

Allows you to set pre-taxed money aside in a reimbursement account to pay for certain kinds of medical and dependent care expenses. You can increase your take home pay and decrease your taxable income.

​ ​ Third-Party Pre-Tax Parking Reimbursement Account Program

Allows you to deduct a specific pre-tax amount for work-related parking fees from your pay. Available to employees who drive a personal vehicle to work or to a location from which the employee commutes to work and pays for parking.

​ ​Vision Benefits

Employer-paid benefit that offers you and your dependents an annual eye examination and an allowance for frames and lenses. An enhanced vision plan is also available which provides higher allowances for certain materials and other benefits.

​

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