OFFICE TECHNICIAN (TYPING)
- State of California Office of the Controller
- Hybrid
- $3,829 - $4,794 monthly
Job Description
With direct instructions provided by the Executive Office Manager, the Office Technician (Typing) will provide clerical support to the Executive Office by acting in the capacity of clerical support and receptionist for all visitors to the Executive Office. The incumbent is expected to be the first point of contact to individuals scheduled for meetings with Senior Executive staff members, or visiting the Executive Office, and therefore expected to be professional at all times, which includes attire, mannerisms, and communication.
Duties Performed:
(Candidates must perform the following functions with or without reasonable accommodations.)
Administrative and Clerical
- Provide administrative and clerical support to other support staff within the Executive Office, which may include filing, typing, scheduling, etc. Types, proofreads, and edits a wide variety of memoranda, letters, reports, forms, presentations, and other documents from written material, often of a confidential nature, such as sensitive personnel actions, using Microsoft Office programs, Adobe Acrobat, Visio and other software programs.
- Maintains and coordinates the Executive Drop Box. Independently handles routine office details including scanning, photocopying, filing, and other general office tasks. Assist with ordering and distributing supplies.
- Help with typing assignments, memorandum, form letters, filing, and copying documents.
- Assists the Office Manager and Executive Office Deputies as needed in scheduling meetings and coordinating schedules. Act as the backup Administrative Assistants when needed.
- Assist with administrative tasks as assigned by the Executive Office Manager.
- As the receptionist to the Executive Office, interact with the general public and/or other contacts upon their arrival to the office; perform access control services for the Executive Office; provide relevant updated detail or information to individuals visiting the Executive Office; notify the appropriate Executive Staff member of visitor(s); relay information to visitors regarding meeting location and time.
- Receive and answer incoming telephone calls from the general public or any other individual, entity, or organization seeking information; direct incoming telephone contacts to appropriate individuals/entities using tact and good judgment; take messages of incoming telephone calls; appropriately distribute messages taken; provide general information to the inquiring public regarding the California State Controller’s Office.
- Document irregularities, problems, or unusual activities occurring within the receptionist area and notify your immediate supervisor.
- Utilize a personal computer and telecommunication equipment to help facilitate information exchange, or to appropriately direct, inform, or enlighten all visitors regarding the Senior Executive Officers and their status; direct all visitors to their destinations; maintain a calm, courteous and professional demeanor at all times.
- Provide effective client service, as well as applying office security protocols, to visitors seeking direction or information regarding the California State Controller’s Office.
- Conduct routine research on behalf of visitors or callers seeking information, and direct them to the appropriate personnel; access employee and departmental directories; verify information before dispensing.
- Receive incoming mail and/or parcels; receive deliveries from supply companies, or UPS, FedEX, etc.; dispense as appropriate; coordinate deliveries to different facilities.
As the chief fiscal officer of California, the fourth largest economy in the world, the Controller’s office is responsible for the accountability and disbursement of the state’s financial resources. The Controller independently audits government agencies that spend state funds and administers the payroll system for state government employees and California State University employees. The Controller also safeguards many types of property until claimed by the rightful owners. The Controller serves on 70 boards and commissions with authority affecting policies ranging from land management, affordable housing, and alternative transportation to crime victim compensation and health and educational facilities. They are a member of numerous financing authorities, fiscal and financial oversight entities including the Franchise Tax Board and Board of Equalization. They also serve on the boards of the nation's two largest public pension funds. The Controller is one of eight statewide constitutional officials who are elected every four years in California.