Business Service Assistant (Specialist)

State of California; San Francisco (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

State of California seeks a Business Service Assistant to support a large office of attorneys, paralegals, and staff, performing technical and analytical work across business service functions under supervision.

The role includes researching vendors, preparing purchase requisitions, coordinating with suppliers, managing interoffice moves, and handling Workday attendance inputs, new hire processing, and benefits coordination with Personnel Specialists.

Qualifications

• Ability to work independently, cooperatively and tactfully with management and staff.
• Ability to work in a team environment.
• Flexible.
• Ability to demonstrate initiative.
• Willingness to assume increased responsibility and special projects.
• Ability to write and communicate effectively.
• Excellent organizational skills.
• Excellent computer skills.
• Good attendance and punctuality.

Responsibilities

• Research and analyze information on vendors and supply sources.
• Prepare work order requests and gather bid quotes.
• Coordinate services with vendors and act as liaison between providers and office departments.
• Coordinate and direct interoffice moves and modular reconfigurations.
• Prepare new hire packets and coordinate with Personnel Specialists to ensure benefit forms are processed in a timely fashion.

Skills

Independence

Teamwork

Flexibility

Initiative

Responsibility

Written communication

Organizational skills

Computer skills

Attendance

Job description

Under the immediate supervision of the Business Services Officer Supervisor I and II, the Business Service Assistant (BSA) independently performs technical and analytical work for a wide variety of business service functions necessary to support an office of over 400 attorneys, paralegals, secretaries and other administrative and professional staff.

The BSA is responsible for independently performing the following duties: researching and analyzing information on various vendors and other supply sources; prepare work order requests; gather and negotiate bid quotes with vendors; prepare and submit the JUS 8890 (Purchase Requisition Form) to the Purchasing Unit for acquisition of items from vendors and State contract suppliers; coordinate services with vendors and act as liaison between service providers and office departments; coordinate and direct interoffice moves and modular reconfigurations; ensure the efficient use of storage space and stock rooms; coordinate and prepare the necessary paperwork for the purchase of minor equipment, such as price quotes, equipment features and specifications; and provide backup to other business service staff. Respond to employees' inquiries about monthly attendance input on Workday online portal, including; attorney, paralegal, legal support, seasonal clerks, and retired annuitants. Schedule and manage Live Scan appointments and process fingerprints. Prepare new hire packets and coordinate with Personnel Specialists to ensure all health, dental, and vision benefits forms are processed in a timely fashion.

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

Benefit information can be found on the CalHR website and the CalPERS website.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

• BUSINESS SERVICE ASSISTANT (SPECIALIST)

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:

• Ability to work independently, cooperatively and tactfully with management and staff
• Ability to work in a team environment
• Flexible
• Ability to demonstrate initiative
• Willingness to assume increased responsibility and special projects
• Ability to write and communicate effectively
• Excellent organizational skills
• Excellent computer skills
• Good attendance and punctuality