Public Records Analyst

It is important to read this advertisement in its entirety. You are required to submit a Statement of Qualifications (SOQ) for this position. The SOQ instructions and required statements are at the bottom of this posting. Applications received without an SOQ or with an SOQ that does not comply with the instructions will be disqualified.
Under the supervision of the Staff Services Manager I (SSM), and general direction of the Assistant Chief Counsel, the Staff Services Analyst (SSA) performs a range of average technical and analytical duties, including, but not limited to, providing analytical support, advice, and problem resolution to management regarding public inquiries, including those submitted pursuant to the California Public Records Act (CPRA). The SSA gathers, analyzes, redacts, and maintains information contained in the agency's administrative records, and researches and makes recommendations to management relating to the agency's responsibilities under the CPRA. Duties require considerable creative initiative, interpersonal skills, and the ability to perform independent research and analysis. The Incumbent acts as a subject matter resource on CPRA matters. The incumbent may serve as a lead person to office technicians, student interns, or student assistants, and may assist other units in the legal department as needed. The ability to communicate effectively, orally and in writing, and to develop positive workplace interactions with internal and external contacts is essential to this position. The SSA must also demonstrate extreme tact and professionalism when accomplishing assigned tasks.
Looking for a State Job? - Review the 3 Steps To A State Job webpage and be sure to complete the exam/assessment and state application before applying for this position.
You will find additional information about the job in the Duty Statement .
Working Conditions
OTA is a hybrid working environment (i.e., combined remote and in-office work schedules). If you are interested in maintaining a work/life balance, saving on fuel and parking expenses, and want work flexibility. OTA is the place for you!
Minimum Requirements You will find the Minimum Requirements in the Class Specification.

• STAFF SERVICES ANALYST

Additional Documents

• Job Application Package Checklist
• Duty Statement

Position Details Job Code #:
JC-404986
Position #(s):
292-501-5157-XXX
Working Title:
Public Records Analyst
Classification:
STAFF SERVICES ANALYST $3,534.00 - $4,428.00 A
$3,826.00 - $4,789.00 B
$4,588.00 - $5,744.00 C
# of Positions:
1
Work Location:
Sacramento County
Telework:
Hybrid
Job Type:
Permanent, Full Time
Facility:
App Drop Off
Work Shift:
8:00am - 5:00pm
Work Week:
Monday - Friday
Department Information
BUILD A DEPARTMENT...BUILD YOUR FUTURE!! Do you want to make a difference in the lives of Californians while achieving your career goals? Do you like a challenge? Do you set standards for yourself and enjoy working in a fast-paced, evolving organization with great potential for personal development? The Office of Tax Appeals is looking for a person like you who will join our team and influence the organization's culture for years to come.
Come join our team, apply today!
Special Requirements
Application cutoff dates when sets of applications are reviewed: 12/21/23, 1/2/24, 1/12/24, 1/22/24, 2/1/24
In order to be considered for this position, you must include the following:

• Include JC 404986 in the "Examination or Job Title" section of the State application (STD.678) when submitting a hard copy application.

• State of Qualifications (SOQ) is required. The SOQ serves as a narrative discussion to illustrate how the candidate's education, training, experience, and skills have prepared you for this position. The SOQ serves as documentation of each candidate's ability to present a clear and concise written response to the following questions. The instructions for the SOQ are as follows: Typed, title the document "Statement of Qualifications," do not exceed two pages in length, 1.5 lines line spacing, Times New Roman 12-point font, and number and each question in your answer (e.g.,"Question #1" is the title and number to your first question).

SOQ's that do not address the following questions will not be screened.

Explain how the applicant's education, training, experience, and skills meet the job description and duty statement for the position, including experience working with Microsoft Excel, Word, DocuSign, and experience working in a legal environment.

Explain your experience working with, and knowledge of, California's Public Records Request Act (Cal. Gov. Code section 7920.000 et seq).

• Applicants who do not include a Statement of Qualifications will not be considered for the interview process.
• Electronic submittal of applications and attachments through CalCareers.ca.gov is preferred. Emailed or faxed application will not be accepted.

Additional hires may be made from this job bulletin, if positions become available.
Application Instructions
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: Until Filled
Who May Apply
Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates 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
Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
Office of Tax Appeals
Attn: Lannie Cruz JC 404986
P.O. Box 989880
West Sacramento , CA 95798-9880
Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
Office of Tax Appeals
Lannie Cruz JC 404986
400 R Street
Suite 360
Sacramento , CA 95814
08:00 AM - 05:00 PM
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 - State of Qualifications (SOQ) is required. The SOQ serves as a narrative discussion to illustrate how the candidate's education, training, experience, and skills have prepared you for this position. The SOQ serves as documentation of each candidate's ability to present a clear and concise written response to the following questions. The instructions for the SOQ are as follows: Typed, title the document "Statement of Qualifications," do not exceed two pages in length, 1.5 lines line spacing, Times New Roman 12-point font, and number and each question in your answer (e.g.,"Question #1" is the title and number to your first question).
  
• Explain how the applicant's education, training, experience, and skills meet the job description and duty statement for the position, including experience working with Microsoft Excel, Word, DocuSign, and experience working in a legal environment
• Explain your experience working with, and knowledge of, California's Public Records Request Act (Cal. Gov. Code section 7920.000 et seq).

Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.
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:

• Experience working under the California Public Records Act.
• Experience working in a legal department or law firm.
• Experience working with Microsoft Excel, Adobe Acrobat, and DocuSign.
• Strong writing skills.
• Attention to detail and ability to follow instructions.
• Experience performing legal research and writing.
• Familiarity with the administrative appeals process before the Franchise Tax Board and/or California Department of Tax and Fee Administration
• Familiarity with the California Style Manual.
• University level degree.
• Experience in a public facing role.
• Experience working with Salesforce or a Salesforce-based platform such as Litify.
• Strong ability to interpret laws, rules, and regulations to integrate into policies, processes, and procedures.
• Experience developing training plans and programs.
• Ability to facilitate training to various levels of staff and management.
• Ability to gain confidence and cooperation of others in order to establish and maintain good working relationships.
• Ability to exercise independent judgment and creativity.
• Willingness to accept responsibility, exercise initiative, adapt to changes, and implement management's decisions.
• Ability to plan, organize, and prioritize workload.
• Positive attitude, open-mindedness, flexibility, and tact.
• Ability to communicate effectively, both orally and in writing, in order to successfully achieve objectives

Benefits For information regarding available employee benefits, please visit the California State Civil Service Employee Benefits Summary page on the California Department of Human Resources' website at: California Employee Benefits Summary
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:
Lannie Cruz
(916) 594-1867
lannie.cruz@ota.ca.gov
Hiring Unit Contact:
Crystal Demetre
(916) 215-3856
crystal.demetre@ota.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:
Rubena Khan
(916) 292-1434
rubena.khan@ota.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.
Additional Application Information

• Please do not include any personal information on your application, resume or Statement of Qualifications (social security number, date of birth, marital status, etc.)

• Clearly indicate the basis of your eligibility (certification list, transfer, reinstatement, SROA and/Surplus eligibility) in the "Explanations" section located on the first page of your State/Examination/Employment Application (STD.678).

• Remove and do not submit the "Equal Employment Opportunity" questionnaire (page 5) with your completed State Examination/Employment Application (STD. 678). This page is for examination use only.

• In the "Employment History" section of the application you must list your current employment history by providing the To and From dates with the month, day and year, the hours per week that you worked, which should be a whole number and not a range and the Total Worked (years/months).

• You must complete the duties performed section on the application. Applications with "see resume" is not acceptable. Applications received without all of this information will be considered incomplete and will not be considered for the interview process.

Exam Information
Must meet the minimum qualifications for the Staff Services Analyst and have certification (reachable) list eligibility, transfer eligibility, reinstatement rights, SROA, and/or Surplus eligibility (attach letter if applicable) or reinstatement rights.
For more information on how to take the SSA Exam click on the link.
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...