What are the responsibilities and job description for the STAFF SERVICES MANAGER I position at CA High Speed Rail Authority?
Under general direction of the Document Control Section’s Staff Services Manager II, the Staff Services Manager I (Supervisory) (Document Control Records Manager) performs as a highly skilled subject matter expert and project leader who provides both Document Control and Records Management consultation to all levels of staff at the California High-Speed Rail Authority (Authority) including vendors, document control contractors, and consultants. The incumbent will supervise and direct Document Control staff, coordinating day-to-day operations and implementation of policies, guidelines, and standards of the Authority’s administrative operations. The Document Control Records Manager provides oversight for the following functions, which include but are not limited to, providing guidance on Document Control and Records Retention policies and procedures (individual and department wide), records inventory/storage solutions, confidential destruction oversight, forms management, and coordinating document control support for Procurement and Document Control Services Branch. The performance of the duties will be accomplished in accordance with the guidelines of State Contract Manual (SCM), the State Records Center, State Archive, the Authority’s Records Retention Schedule, and published directives with the state and federal statutory, regulatory, policy and procedural requirements, State Administrative Manual (SAM), and all applicable Authority policies and procedures.
You will find additional information about the job in the Duty Statement.
Working Conditions
Part time telework is available for this position up to three days per week for California residents based on the requirements of the position and may be discussed during the interview process. Hiring interviews may be available virtually, using teleconferencing or video conferencing options.
While working on site, the incumbent works in a professional office environment, in a climate-controlled cubicle which may fluctuate in temperature and is under artificial light. Incumbent will be required to use a computer, mouse, and video display terminal and will be required to sit for long periods of time at a computer screen. Employee must be able to focus for long periods of time, multi-task, adapt to changes in priorities and complete tasks or projects with short notice. Employees may be required to travel outside of their workstation to perform general tasks.
Minimum Requirements
You will find the Minimum Requirements in the Class Specification.- STAFF SERVICES MANAGER I
Additional Documents
- Job Application Package Checklist
- Duty Statement
Position Details
Candidates who are new to California state service will be hired at the minimum salary of the classification. For classifications with alternate ranges, range placement is based on education/experience.
Department Information
Please let us know how you heard about our position by taking this brief survey.
Completing this survey is not required to be considered for this vacancy.
https://www.surveymonkey.com/r/HCM6SCC
Department Website: https://hsr.ca.gov/jobs/
Special Requirements
1. Provide your knowledge and experience with Document Control. In what capacity have you participated in Document Management?
3. Describe your experience in addressing and/or correcting a problem, concern or issue at work. What did you do? What was the outcome?
Applications received without the SOQ will not be considered. Resumes, letters, and other materials will not be considered in the place of the SOQ. For assistance in completing the SOQ, please reach out to the Human Resources contact below.
Application Instructions
Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.
Final Filing Date: 3/12/2025Who May Apply
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To Apply
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
Required Application Package Documents
The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:
- Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
- Resume is optional. It may be included, but is not required.
- Statement of Qualifications - A Statement of Qualifications (SOQ) is required to apply. Please see above “Special Requirements” section for SOQ instructions.
Desirable Qualifications
- Experience with document management and control principles, practices, and methods.
- Experience with records management principles, practices, and methods.
- Knowledge in Electronic Document Management Systems.
- Experience in large infrastructure projects.
- Proven ability to work with a wide range of disciplines connected with the successful completion of projects.
- Excellent communication skills, both orally and written including written reports, summaries, presentations, and training.
- Contract managing experience.
- Excellent attention to detail, interpersonal skills, and experience with internal and external audits.
- Must be comfortable in a fast-paced environment.
- High level of organizational skills and processes proficiency.
- Computer proficiency and knowledge of various computer software applications such as Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Microsoft Teams, SharePoint, and the Internet is desirable.
- Ability to communicate with all levels of internal and external contacts in a professional manner, and with integrity and respect.
- Understand and carry out tasks with minimal direction.
- Demonstrate efficiency, conscientiousness, and professionalism.
- Works well both independently and as a team player.
Benefits
Benefit information can be found on the CalHR website and the CalPERS website.
Contact Information
The Human Resources Contact is available to answer questions regarding the position or application process.
Department Website: https://hsr.ca.gov/jobs/
Human Resources Contact:
Human Resources
(916) 669-6606
recruitment@hsr.ca.gov
Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.
EEO Contact:EEO Office
(916) 324-1541
eeo@hsr.ca.gov
California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
Application Information
If applying via postal mail or by dropping off your application, applicants must include JC-468677 and Document Control Records Manager, 311-240-4800-002 in the 'Job Title' section of the STD. 678 to be considered for this position. Please indicate on the STD 678 your basis of eligibility in the "Explanations" field (i.e. SROA, surplus, reemployment, reinstatement, transfer, or list eligible.)
Surplus/SROA candidates must provide a copy of their surplus/SROA letter with their application. Consideration may be given to applicants on another Department's employment list, provided the criteria are met to transfer the eligibility from the employment list to the Authority's employment list. The High-Speed Rail Authority does not currently offer Training and Development opportunities at this time.
If you are new to California State service and you do not have list eligibility, you must take the exam for this classification.
To gain employment list eligibility, please click here to access the exam bulletin.
Location
The High-Speed Rail Authority headquarters building is located in downtown Sacramento on the corner of 8th and L Street. We are located one block away from the 8th and Capitol light rail stop, as well as the 7th and Capitol light rail stop. The building is also within walking distance of DOCO, the California State Capitol Park, a farmer’s market during summer months, and Old Sacramento.
Equal Opportunity Employer
The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.
