BUSINESS SERVICE ASSISTANT (SPECIALIST)

State of California; California; On-site; USD 40,000 - 61,000; Full time

Job summary

Caltrans seeks a Business Service Assistant (Specialist) to advise clients on printing requests, schedule jobs, and manage production control for the Reprographics Unit. The role also handles invoices, contracts, and Cal-Card purchases, using the AMS Advantage system.

Typical duties include logging job statuses, tracking production, and ensuring timely delivery of printing projects at the Sacramento facility. Salary is commensurate with state classifications; multiple positions may be filled.

Qualifications

• Knowledge of contract management procedures and procurement policies.
• Experience with logging, tracking, and reporting on production orders.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Advise and consult with clients on printing requests and production scheduling.
• Manage scheduling of jobs and overall production control for Reprographics Unit.
• Process invoices and manage Reprographics service contracts; handle AMS Advantage accounting entries.
• Serve as primary for Cal-Card purchases and processing payments.

Skills

Procurement

Invoicing

Contracts

Production scheduling

Customer service

Data entry

Tools

AMS Advantage

Cal-Card

Job description

Business Service Assistant
BUSINESS SERVICE ASSISTANT (SPECIALIST)

$3,558.00 - $5,443.00 per Month
New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.

Final Filing Date: 10/20/2026

Application Methods: Electronic (Using your CalCareer Account) By Mail Drop-off

Under the general direction of the Associate Printing Plant Superintendent, the Business Service Assistant advises and consults with clients on all printing requests and manages the scheduling of jobs and production control for the entire Reprographics Unit. The incumbent is responsible for logging and tracking the status of jobs and managing Reprographics service contracts, including processing invoices, utilizing the AMS Advantage accounting system. Serves as primary for Cal-Card purchases and processing payments.

Eligibility for hire may be determined by your score on the Business Service Assistant exam. For those who do not have current eligibility (e.g., transfer, permissive reinstatement, or voluntary demotions) and/or who will be new to state civil services employment, you must be on the state examination list to be eligible for these positions. To apply for the exam, please click CalCareers and search by typing in the classification title.

Please take this 1-minute Caltrans Recruitment survey to tell us how you found out about this job.

Personal Leave Program: Effective July 1, 2025, state employees are subject to temporary salary reductions ranging from 2% to 4.62% in exchange for Personal Leave Program (PLP) hours. Please note that the salary ranges listed in this Job Control may not reflect these reductions associated with the 2025 Personal Leave Program. Please follow the link for more information regarding the 2025 Personal Leave program: http://hrmanual.calhr.ca.gov/Home/ManualItem/1/2113.

PARF#22-27-0107 JC#535004

You will find additional information about the job in the Duty Statement.

Working Conditions

Position located at 1120 N Street,Sacramento, CA 95814.

Multiple positions may be filled from this recruitment.

The duties of this position are performed in a noisy, modem printing facility.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

• BUSINESS SERVICE ASSISTANT (SPECIALIST)

BUSINESS SERVICE ASSISTANT (SPECIALIST) $3,558.00 - $4,457.00A $4,017.00 - $5,032.00B $4,349.00 - $5,443.00C New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.

Number of Positions: Multiple

Work Location: In Office

Telework: In Office

Job Type: Permanent, Full Time

Department Information

Caltrans Mission: Improving lives and communities through transportation. Caltrans Vision: A thriving and connected California.

The Caltrans workforce is made up of diverse and unique individuals who contribute to our organizational success.

Statementof Qualifications (SOQ) is a discussion of how an applicant's education,training, experience, and skills meet the criteria in the duty statement andqualify the applicant for the position.Please include 1 page, 12-point font, SOQ that describes yourexperience as it relates to this position/duty statement. Resumes and coverletters will not take the place of the SOQ. Failure to include andcomplete the SOQ may result in disqualification for interview.

1. Explain in detail your qualifications, experience, education, and/or training that relates to your computer database skills and the duty statement.

2. Describe your analytical experience in procurement, invoicing, reporting, property control/inventory, organization, and prioritizing your workload.

3. How do you ensure quality work products, successful partnerships, effective communication, and excellent customer service?

Possession of Minimum Qualifications will be verified prior to interview and/or appointment. If you are basing your eligibility on education, you must include your unofficial transcript(s)/diploma for verification. Unofficial, original, or official sealed transcripts will be accepted and may be required upon appointment. Applicants with foreign transcripts/degrees must provide a transcript/degree U.S. equivalency report evaluation that indicates the number of units and degree to which the foreign coursework is equivalent. Please visit either of the following two websites for a list of evaluation agencies: https://www.naces.org/members or https://aice-eval.org . Please redact birthdates and social security numbers.

Possession of a valid driver’s license is required when operating a state owned or leased vehicle.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

A good working knowledge of laws and regulations relating to contract management procedures and policies and procurement procedures and policies, including the State Administrative Manual and a knowledge of Departmental health and safety policies and procedures. Knowledge of modern reprographics processes and production methods, including paper, ink and other materials required to produce finished products. Project estimation and scheduling techniques and principals of effective job layout and production. Ability to carry out directions and comprehend the operating details of reproduction and duplication equipment, meet deadlines, maintain a safe and clean work area and communicate verbally and in writing for successful job performance. Interprets and gives advice on customer work orders and analyzes various reports generated in Reprographics files. Must have the ability to deal with customers professionally and effectively. The ability to work cooperatively with people both in person and through virtual communication and exercise sound judgment. Able to utilize computer software and monitor various projects simultaneously.

Click HERE to view the Benefits Summary for Civil Service Employees in the State of California.

Required Application Package Documents

• 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 - Statement of Qualifications (SOQ) is required. Please see the Special Requirements section for SOQ instructions.

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

Department of Transportation N/A Attn: Caltrans DHR Contact Certification Services MS-90 P O Box 168036 Sacramento , CA 95816-8036

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

Department of Transportation Drop-Off Address Caltrans DHR Contact Classification and Hiring Unit - ECOS 1727 30th Street, MS 90 Sacramento , CA 95816 08:00 AM - 05:00 PM

Contact Information

The Human Resources Contact is available to answer questions regarding the application process. The Hiring Unit Contact is available to answer questions regarding the position.

Human Resources Contact:
Karlee Wootan
[phone]
[e-mail]

Hiring Unit Contact:
David Anaya
[phone]
[e-mail]

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.

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.

The State application (STD. 678) is required, and each section must be filled out completely and thoroughly. For mailed or hand delivered applications to be considered for this position, the Job Control number (JC-535004), PARF#22-27-0107 and title of the position (Business Service Assistant) must be included on the STD. 678 form.

Electronic applications through your CalCareers account are highly recommended and encouraged.

Candidates that meet the minimum qualifications based on possession of EDUCATION, LICENSE, OR CERTIFICATE must include a copy of your DEGREE/TRANSCRIPTS, LICENSE, or CERTIFICATE, along with your State application (STD. 678), to be considered for this position.

NOTE: Do not submit the “Equal Employment Opportunity” questionnaire (page 5) with your completed State application (STD. 678). This page is for examination use only. Do not include any confidential information on any documents you submit for this job vacancy, such as your state application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes, but is not limited to, your Social Security Number, birth date, driver’s license number, examination results, LEAP status, marital status, and age. The job application packet checklist is not required to apply for this position. Failure to follow these instructions may result in your application not being considered for this position.

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.