General Services Specialist III

Job Description:

General Services Specialist III

Description

Job Description

Office of General Services

Annual Salary Range: $75,053 - $100,060

FLSA: Non-Exempt / Union Represented

This position is required to report to the office 5 days per week

About the Office

The Office of General Services oversees two areas of services: Administrative and Facilities Management. Administrative services are responsible for the mail rooms and print shops, offsite storage, meeting and conference support, and travel services. Facilities Management is responsible for office space for State Bar staff, space planning and use; engineering and janitorial services; construction and capital improvements; safety and security programs.

About the Position

The duties would include accepting and processing mail; scanning and mail distribution; shipping of end of day US, inter-office and Express mail; assisting with photocopying and print jobs; managing receipts and invoices; printing and processing outgoing correspondences; assisting with conference room and catering setup and support; assisting with travel management; assisting with P-card processing and audits; assisting with mobile device administration, subscriptions, supplies ordering, insurance paperwork.

Definition

The General Services Specialist classification series performs technical or specialist duties supporting all departments across the State Bar. There are four specialties in this classification series: purchasing, printing, administrative services, and facilities. Incumbents may be assigned to one or more of these specialty areas.

Distinguishing Characteristics

This is the advanced-level classification in the General Services Specialist classification series. Positions in this class perform the most complex and challenging duties and may have lead supervision responsibility for lower-level staff. The General Services Specialist III is normally filled by advancement from the level II, or, when filled from the outside, requires prior experience. A General Services Specialist III is expected to perform assigned duties with only occasional instruction or assistance, and work is normally reviewed only on completion. III's may also lead other staff within the class to train, assign, and prioritize work duties.

Examples of Essential Duties

Duties may include, but are not limited to, the following:

When Assigned to Printing:

• Serves as lead over lower-level staff and provides employee training for the below essential functions.
• Operates and maintains high-speed imaging and printing equipment, producing printed documents to specification and in quantities as requested.
• Operates offset printing machines, typesetting equipment, and digital imaging and printing equipment.
• Operates and maintains equipment to complete printed documents, such as folders, collators, binding equipment, drills, cutters, and stitchers.
• Performs desktop design services, including digital typesetting, design and layout, and production setup using image processing and word processing software.
• Checks requisitions for accuracy, clarity, and completeness and obtains necessary clarification from the supervisor or requestor.
• Maintains, logs schedules, inventories, accounting of jobs, and other records as required by supervisor.
• Assists requestors in planning and preparing documents for copying, responding to questions, and independently resolving problems related to design, layout, and other printing issues.
• Maintains daily production log to ensure due dates can be met based on workload and copier capability and notifies supervisor of scheduling conflicts.
• Oversees the servicing of satellite copiers throughout the State Bar, troubleshoots malfunctions, and assures copy supplies are maintained at all copier locations.
• Provides technical assistance to others in connection with printing needs.
• Maintains inventory of paper supplies and machine consumables. Places orders with vendors to restock the supplies.
• Drafts specifications and evaluates vendor bids for off-site production.
• Verifies and corrects billing from vendors.
• Rectifies receivables delivered and accounts billed.
• Maintains print shop safety standards and procedures. Monitors the use and proper disposal of hazardous materials.
• Assists the Supervisor with administrative and production needs.
• May perform several other similar or related duties that may not be specifically included within this position description but are consistent with the general level of the job responsibilities.

When Assigned to Purchasing:

• Serves as lead over lower-level staff and provides employee training for the below essential functions.
• Implements and recommends changes in purchasing policies and procedures; completes reports and special projects related to purchasing policies, procedures, and activities.
• Reviews purchasing requisitions and supporting documents for completeness, accuracy, and compliance with competitive bidding requirements and other purchasing policies and procedures; assists staff in understanding purchasing policies and procedures and ensures compliance with all requirements.
• Performs data entry of approved requisitions to produce a State Bar Purchase Order for standard purchases and custom contracts; maintains purchasing files, records, and reference materials.
• Assists with coordinating the formal Request for Proposal process between client departments and prospective vendors.
• Assists with coordinating the contracting process between vendors, client departments, and the Office of General Counsel.
• Assists in the preparation of contract documents.
• Maintains online Purchasing Card system; enrolls new users and manages user spending limits and other settings; troubleshoots technical problems; generates various activity reports as required.
• Assists with staff training in using the Purchasing Card system and provides support for irregularities and problems with the monthly statements.
• Audits Purchasing Card expenditures for policy compliance.
• Researches and locates sources of materials, supplies, equipment, and services.
• Initiates competitive pricing of goods and services, including direct negotiation with vendors.
• Maintains corporate account with office supply vendor; enrolls users in the program; places direct orders for specialized office supplies and equipment.
• Reviews employee and volunteer expense reports for accuracy and policy compliance.
• May perform a few similar or related duties that may not be specifically included within this position description but are consistent with the general level of the job responsibilities.

When Assigned to Administrative Services:

• Serves as lead over lower-level staff and provides employee training for the below essential functions.
• Sorts incoming USPS mail, processes outgoing mail, delivers packages to departments and obtains required signatures.
• Research incoming mail with incomplete addresses.
• Processes overnight express shipments, meets pickup deadlines, and ensures shipping documents are accurate and complete.
• Maintains current distribution list and ensures mailing labels are available for mail clerks.
• Performs large-volume mass mailings.
• Ensures sufficient postage meter funds are available; maintains mailing machines, orders mailing machine supplies, and sets up maintenance schedule and repairs, if necessary.
• Collects daily and monthly statistics and prepares reports.
• Completes Print Shop chargeback requests, processing incoming invoices for chargebacks, and processing payment.
• Ensures supply room is adequately stocked, including, but not limited to, mailing system, meeting support, and Print shop supplies; delivers requested office supplies to requesting departments.
• Coordinates with customers and vendors for special shipments requiring delivery to offsite meeting locations.
• Receives and records cash or check payments (this may include accepting payments through an automated system, operating a cash register and/or adding machine, and preparing receipts and deposit slips).
• Sets up and breaks down rooms for meetings and conferences, including room configuration, furniture layout, audio-visual equipment, other equipment and supplies, and catering.
• Maintains online calendar for onsite meeting room reservations; assists staff with meeting room reservations.
• Coordinates meeting and travel arrangements for events sponsored by various departments; arrangements may include, but not be limited to, individual airline and hotel reservations; hotel room blocks; hotel meeting facilities and catering; onsite meeting rooms; onsite meeting logistics and onsite catering.
• Ensures arrangements comply with established policies and budgets.
• Maintains a list of vendors for hotels, catering, meeting facilities, travel agencies, and car rental agencies.
• Maintains corporate accounts with selected vendors and coordinates the contracting process, invoicing reconciliation and payment, and department chargebacks.
• May perform several other similar or related duties that may not be specifically included within this position description but are consistent with the general level of the job responsibilities.

When Assigned to Facilities:

• Serves as lead over lower lever staff and provides employee training for the essential functions noted below.
• Performs routine office equipment maintenance to determine the cause of problems and the need for service or repair.
• Responds to, or assists with coordinating response to, building or office maintenance requests.
• Performs or coordinates office or cubicle moves or set-ups for employee transfers or new hires.
• Maintains inventory of first aid and emergency supplies.
• Assists with ordering and installation of ergonomic equipment.
• May perform several other similar or related duties that may not be specifically included within this position description but are consistent with the general level of the job responsibilities.

Employment Standards

Knowledge of:

• Principles of effective customer service.
• Basic techniques of electronic and hard copy record and file organization.
• Modern office practices and procedures, including the use of standard computer software.
• The basic rules of vocabulary, grammar, spelling and punctuation as specified in Webster's New Collegiate Dictionary.
• Business math for completing non-technical calculations such as addition, subtraction, multiplication and division.
• Principles of effective time management.
• Electronic information and database record-keeping systems.
• State Bar operations and services and applicable rules.

When assigned to:

Printing:

• Principles of print shop organization, practice, and terminology.
• Operation of high-speed duplicating and printing equipment.
• Difficult and complex computerized duplicating equipment and functions.
• Digital image processing techniques and software.
• General office procedures, operation, and repair of office equipment.

Purchasing:

• Techniques, methods, equipment, and facilities used in purchasing storekeeping activities.
• Operations, services, and activities of a purchasing program.
• Procurement inventory control; modern and complex principles, procedures, methods, and legal purchasing requirements.
• Use of an electronic calculator and 10-key adding machine by touch.

Administrative Services:

• Equipment used to collate weight and stamp mail.
• Maintenance and repair of mailroom equipment.
• General office procedures and operation and repair of office equipment.

Facilities:

• General building maintenance and security systems, including security cameras and recording equipment.
• Basic carpentry and repair maintenance.
• CPR, First Aid, and emergency equipment.

Ability to:

• Use sound judgment when evaluating various information, identify alternatives, and determine the appropriate response and/or action.
• Communicate clearly and effectively by telephone and in person.
• Appropriately respond to requests and inquiries from the public and other departments and always provide excellent customer service.
• Establish and maintain effective working relationships with co-workers, supervisors, other agencies, and members of the public.
• Learn to enter and retrieve information from/into a database recordkeeping system and maintain accurate records.
• Digital dexterity to assemble, retrieve and replace files.
• Work independently and in a collaborative team environment.

When assigned to:

Printing:

• Operate and maintain high-speed duplicating and printing equipment such as Xerox, AB Dick, Multigraphics, equivalent, bindery, and other post-press equipment.
• Perform cleaning, maintenance, and basic repair of duplicating and post-press equipment.
• Perform in-process evaluation of output quality and take corrective action as needed.
• Evaluate the quality and suitability of different papers and inks for specific print jobs.
• Transport pallets containing paper and deliver supplies weighing up to 75 pounds.

Purchasing:

• Use an automated purchase requisition system.
• Review purchase requisitions and effectively purchase various supplies, equipment, and services.

Administrative Services:

• Operate modern office equipment, including computer hardware, software, and internet and web-based applications.
• Operate various equipment involved in collecting, collating, weighing, and stamping mail.
• Perform cleaning, maintenance, and basic repair of mailroom equipment.

Facilities:

• Lift and move boxes, machinery, and furniture up to 75 pounds, walk up and down stairs, and tolerate physical exertion.
• Make fine visual and auditory distinctions of building safety and security alarms.
• Investigate and tolerate smoke, sounds, chemicals, dust, and fumes.

Minimum Qualifications

Education:

• High school diploma or equivalent plus two (2) years of post-secondary education or a combination of education and training sufficient to enable the incumbent to perform the position's duties.

Experience:

• Minimum two (2) years experience as a General Services Specialist II with the State Bar or comparable experience at the State Bar or in an outside organization.

License, Certificate, and Registration Requirements:

• None required.

Physical Requirements:

• Sit/stand for extended periods of time.
• Make fine visual distinctions upon proofreading written documents and viewing information on a computer screen.
• Ability to lift up to 75 pounds when assigned to Printing or Facilities; ability to lift up to 50 pounds when assigned to Administrative Services; ability to lift up to 25 pounds when assigned to Purchasing.
• Possess visual capability and digital dexterity to operate a computer and other standard office equipment.
• Digital dexterity to assemble, retrieve and replace files.
• Frequent and ongoing use of a telephone and computer terminal.

Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar's selection process for this classification.

About the State Bar

The State Bar of California's mission is to protect the public and includes the primary functions of licensing, regulation, and discipline of attorneys; the advancement of the ethical and competent practice of law; and support of efforts for greater access to, and inclusion in, the legal system.

Our Values

Clarity | Investing in Our People | Excellence | Respect | Growth Mindset

Learn more about our values.

DEI Statement

We are a diverse, equitable, and inclusive workplace where all of our employees and prospective employees experience fairness, dignity, and respect.

Learn more about our commitment to DEI.