General Services Specialist III

General Services Specialist III The Office of General Services oversees two areas of services: Administrative and Facilities Management. Administrative services are responsible for the mail rooms and print shops, offsite storage, meeting and conference support, and travel services. Facilities Management is responsible for office space for State Bar staff, space planning and use; engineering and janitorial services; construction and capital improvements; safety and security programs. The duties would include accepting and processing mail; scanning and mail distribution; shipping of end of day US, inter-office and Express mail; assisting with photocopying and print jobs; managing receipts and invoices; printing and processing outgoing correspondences; assisting with conference room and catering setup and support; assisting with travel management; assisting with P-card processing and audits; assisting with mobile device administration, subscriptions, supplies ordering, insurance paperwork. The General Services Specialist III is normally filled by advancement from the level II, or, when filled from the outside, requires prior experience. A General Services Specialist III is expected to perform assigned duties with only occasional instruction or assistance, and work is normally reviewed only on completion. III's may also lead other staff within the class to train, assign, and prioritize work duties. When Assigned to Printing: Serves as lead over lower-level staff and provides employee training for the below essential functions. Operates and maintains high-speed imaging and printing equipment, producing printed documents to specification and in quantities as requested. Operates offset printing machines, typesetting equipment, and digital imaging and printing equipment. Operates and maintains equipment to complete printed documents, such as folders, collators, binding equipment, drills, cutters, and stitchers. Performs desktop design services, including digital typesetting, design and layout, and production setup using image processing and word processing software. Checks requisitions for accuracy, clarity, and completeness and obtains necessary clarification from the supervisor or requestor. Maintains, logs schedules, inventories, accounting of jobs, and other records as required by supervisor. Assists requestors in planning and preparing documents for copying, responding to questions, and independently resolving problems related to design, layout, and other printing issues. Maintains daily production log to ensure due dates can be met based on workload and copier capability and notifies supervisor of scheduling conflicts. Oversees the servicing of satellite copiers throughout the State Bar, troubleshoots malfunctions, and assures copy supplies are maintained at all copier locations. Provides technical assistance to others in connection with printing needs. Maintains inventory of paper supplies and machine consumables. Places orders with vendors to restock the supplies. Drafts specifications and evaluates vendor bids for off-site production. Verifies and corrects billing from vendors. Rectifies receivables delivered and accounts billed. Maintains print shop safety standards and procedures. Monitors the use and proper disposal of hazardous materials. Assists the Supervisor with administrative and production needs. May perform several other similar or related duties that may not be specifically included within this position description but are consistent with the general level of the job responsibilities. When Assigned to Purchasing: Serves as lead over lower-level staff and provides employee training for the below essential functions. Implements and recommends changes in purchasing policies and procedures; completes reports and special projects related to purchasing policies, procedures, and activities. Reviews purchasing requisitions and supporting documents for completeness, accuracy, and compliance with competitive bidding requirements and other purchasing policies and procedures; assists staff in understanding purchasing policies and procedures and ensures compliance with all requirements. Performs data entry of approved requisitions to produce a State Bar Purchase Order for standard purchases and custom contracts; maintains purchasing files, records, and reference materials. Assists with coordinating the formal Request for Proposal process between client departments and prospective vendors. Assists with coordinating the contracting process between vendors, client departments, and the Office of General Counsel. Assists in the preparation of contract documents. Maintains online Purchasing Card system; enrolls new users and manages user spending limits and other settings; troubleshoots technical problems; generates various activity reports as required. Assists with staff training in using the Purchasing Card system and provides support for irregularities and problems with the monthly statements. Audits Purchasing Card expenditures for policy compliance. Researches and locates sources of materials, supplies, equipment, and services. Initiates competitive pricing of goods and services, including direct negotiation with vendors. Maintains corporate account with office supply vendor; enrolls users in the program; places direct orders for specialized office supplies and equipment. Reviews employee and volunteer expense reports for accuracy and policy compliance. May perform a few similar or related duties that may not be specifically included within this position description but are consistent with the general level of the job responsibilities. When Assigned to Administrative Services: Serves as lead over lower-level staff and provides employee training for the below essential functions. Sorts incoming USPS mail, processes outgoing mail, delivers packages to departments and obtains required signatures. Research incoming mail with incomplete addresses. Processes overnight express shipments, meets pickup deadlines, and ensures shipping documents are accurate and complete. Maintains current distribution list and ensures mailing labels are available for mail clerks. Performs large-volume mass mailings. Ensures sufficient postage meter funds are available; maintains mailing machines, orders mailing machine supplies, and sets up maintenance schedule and repairs, if necessary. Collects daily and monthly statistics and prepares reports. Completes Print Shop chargeback requests, processing incoming invoices for chargebacks, and processing payment. Ensures supply room is adequately stocked, including, but not limited to, mailing system, meeting support, and Print shop supplies; delivers requested office supplies to requesting departments. Coordinates with customers and vendors for special shipments requiring delivery to offsite meeting locations. Receives and records cash or check payments (this may include accepting payments through an automated system, operating a cash register and/or adding machine, and preparing receipts and deposit slips). Sets up and breaks down rooms for meetings and conferences, including room configuration, furniture layout, audio-visual equipment, other equipment and supplies, and catering. Maintains online calendar for onsite meeting room reservations; assists staff with meeting room reservations. Coordinates meeting and travel arrangements for events sponsored by various departments; arrangements may include, but not be limited to, individual airline and hotel reservations; hotel room blocks; hotel meeting facilities and catering; onsite meeting rooms; onsite meeting logistics and onsite catering. Ensures arrangements comply with established policies and budgets. Maintains a list of vendors for hotels, catering, meeting facilities, travel agencies, and car rental agencies. Maintains corporate accounts with selected vendors and coordinates the contracting process, invoicing reconciliation and payment, and department chargebacks. May perform several other similar or related duties that may not be specifically included within this position description but are consistent with the general level of the job responsibilities. When Assigned to Facilities: Serves as lead over lower lever staff and provides employee training for the essential functions noted below. Performs routine office equipment maintenance to determine the cause of problems and the need for service or repair. Responds to, or assists with coordinating response to, building or office maintenance requests. Performs or coordinates office or cubicle moves or set-ups for employee transfers or new hires. Maintains inventory of first aid and emergency supplies. Assists with ordering and installation of ergonomic equipment. May perform several other similar or related duties that may not be specifically included within this position description but are consistent with the general level of the job responsibilities. Knowledge of: Principles of effective customer service. Basic techniques of electronic and hard copy record and file organization. Modern office practices and procedures, including the use of standard computer software. The basic rules of vocabulary, grammar, spelling and punctuation

Created: 2026-03-05