Job Description

Job Description and Duties

Do you have a passion for California State History? If you enjoy working in a dynamic and engaging environment, this job may be for you. As a member of the California State Archives’ Research Services Team, you will have the opportunity to provide reference, reception, and administrative support. The Secretary of State’s Archives Division (California State Archives) is seeking to fill a permanent, full-time Office Assistant (Typing) position.

The California State Archives has collected, preserved, and provided access to the State’s permanent governmental records collections and other materials since 1850. The State Archives’ collections appeal to a wide variety of researchers whose interests range from legislative history and public policy to genealogy and water history in California.

This position greets researchers at the public reception desk, responds to incoming telephone calls, and accepts payments for duplication orders; identifies, locates, retrieves, and refiles boxed archival records weighing up to 40 lbs. and climbs ladders, which may require the use of a platform ladder; assists the public in using archival materials; creates reports; photocopies historical records to fulfill patron copy orders; operates various office equipment, including personal computers, photocopiers, calculators, and microfilm reader/printers; works with vendors; provides office support to professional staff; and completes special projects.

Desirable Qualifications:

• Extensive customer service experience including public reception areas
• Experience accepting payments and/or cashiering
• Experience with records management and filing maintenance
• Experience with handling sensitive and confidential documents
• Personally accountable, reliable, and uses good judgment
• Ability to perform accurately with great attention to detail
• Ability to read cursive handwriting
• Ability to work independently and to collaborate with team members
• Experience with web-based communication platforms and/or software programs
• Experience in scanning/digitalization and/or microfilm technology, preferred but not required
• Ability to diligently follow written and verbal instructions
• Type 40 wpm (certification required)
• Experience using Microsoft Office Suite software programs

You will find additional information about the job in the .

Working Conditions

This position works in a secure environment and is on-site. The applicant must be able to perform physical tasks including stooping, bending, reaching, kneeling, squatting, and grasping. Requires the ability to lift and carry boxes weighing up to 40 lbs., and to safely ascend and descend a 5-foot ladder while handling materials.

Working hours are M-F, onsite 8:00 a.m. - 5:00 pm.

Special Requirements

• The position(s) require(s) the ability to type at a minimum speed as designated on the Class Specifications (link available in the additional documentation section). You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed, prior to being hired. Additional information regarding acceptable typing tests is available at the CalCareers.ca.gov website.

Supplemental Questionnaire: Applicants must submit a Supplemental Questionnaire responding to the questions listed below, it should be no more than two (2) pages typed, using business professional font, font size, and formatting. Responses do not need to include the question but must be numbered in the same order. Applications submitted without the Supplemental Questionnaire will not be considered.

Applicants must answer the following questions:

1. Describe instances when you provided outstanding internal and external customer service.

2. Describe your experience working in a fast-paced business or organization with shifting priorities.

3. Describe your work experiences that required great attention to detail.

4. Share your experience working in a team environment.

Examination Information: Candidates new to state service or those seeking a promotional opportunity must take the online examination to establish eligibility. The examination can be found at the following link:  CalCareers .

Benefits

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

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 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.
• Supplemental Application - Please provide your responses to the  Supplemental Questions as directed above.

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