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DOR Administrative Services Division (ASD)

This division is responsible for the activities that are required to support the Department's mission as a whole.

Our Vision

We are committed to being the premier provider of administrative services in California state service.

Our Mission

The Administrative Services Division supports our department, our consumers and other stakeholders by providing essential, accessible and innovative resources and services.

Our Values – "Do the Right Thing"

  • Accountability
  • Communication
  • Honesty and Integrity
  • Quality
  • Trust
  • Teamwork

ASD Goals

  1. Provide accurate, effective and efficient administrative support services to all its customers (DOR Goals 1.1, 1.2, 1.4)
  2. Deliver administrative support services using a framework of accountability and compliancy with applicable rules and regulations (DOR Goals 1.1, 1.4)
  3. Provide strategic planning, options, advice and solutions regarding departmental issues to customers that include a thorough analysis of reliable fiscal and program data (DOR Goals 1.1, 1.3, 1.4)
  4. Submit timely, complete, and accurate information to customers and control agencies (DOR Goal 1.1)
  5. Recruit, retain and develop quality employees to ensure continuity of the DOR workforce (DOR Goals 1.2, 1.4, 1.5)

The division is made up of the following sections, units, branches, and offices.

Financial Management

Accounting

The Accounting Section tracks and accounts for the Department's budget. The Accounting Section is comprised of two distinct functions, the Payables Unit and Fund Accounting Unit.

The Payables Unit has four sub-units which process all departmental invoices (approximately 400,000+ annually) submitted by employees, vendors, other state agencies, and various individuals. Other responsibilities include the maintenance of the petty cash account, General Services charge card, Cal-Card, American Express Government card, employee moving and relocation packets, travel/training advances and distribution of revolving fund and bank draft check stock.

The Fund Accounting Unit is responsible for maintaining the financial records for the Department which includes:

  • The Department's Financial Management System
  • The Office Revolving Fund Account
  • Cash Management of all State and Federal funds
  • Business Enterprise Financial system
  • SSI/SSDI Reimbursement System
  • Various Special Deposit Accounts

In addition, this unit prepares all quarterly Federal financial reports, and the year-end Federal and State financial reports. Other responsibilities include the accountability and distribution of monthly payroll to over 2,000 employees of the Department.

To contact this section, send your e-mail to acctginfo@dor.ca.gov, or telephone them at (916) 558-5700.

Budgets, Fiscal Forecasting and Research

The Department's Budgets, Fiscal Forecasting and Research Section's major responsibilities are to:

  • Prepare an annual program and operations budget for the Department.
  • Prepare fiscal forecasting and research analysis.
  • Implement the Department's newly created Project Management Office (PMO).

The Section staff works with the Department's program and administrative staff to evaluate annual needs and prepare a spending plan for the Department on behalf of the Governor. With the assistance of the Budget Officer, the Department's Executive management presents and explains the annual budget request to the Legislature. Throughout the fiscal year, the Budget Office staff monitors appropriation authority and expenditures and provides this information to Executive management and Department staff.

In addition to its budget responsibilities, effective July 1, 2003, this Section has incorporated the Fiscal Forecasting and Research Unit staff to examine fiscal trends and forecast program budgetary needs. The Unit provides research studies, planning coordination, evaluation, statistical information, reports and analyses of the Department's performance. It provides trends and projection information and complies with the guidelines of the Department, the State, and the Federal government concerning consumer data collection.

Consistent with the intent of the Governor's Executive Order D-59-02 and Management Memo 02-16, effective July 1, 2003, DOR created a Project Management Office (PMO) under the Section. The role of the PMO is to standardize, monitor, and control project management practices and provide the infrastructure and support needed to minimize project financial and other risks, which increases opportunities for success. The PMO will be instrumental in creating the Project Oversight Team.

To contact this section, send your e-mail to budgets@dor.ca.gov, or telephone them at (916) 558-5880 (Voice) or (916) 558-5878 (TTY).

Business Services

The Business Services Section is a major support service unit within the Administrative Services Division. Business Services has statewide responsibility for the following areas:

  • Leasing of space and facility management
  • Telecommunication
  • Inventory of property (equipment)
  • Printing and reproduction services
  • Mailing services
  • Records and forms management
  • Health and safety
  • Merit Award Program
  • Motor vehicles
  • Administrative directives and manuals

To contact this section, send your e-mail to bssinfo@dor.ca.gov, or telephone them at (916) 558-5500 (Voice) or (916) 558-5503 (TTY).

Contracts and Procurement

In order to comply with Executive Order D-55-02, effective July 1, 2003, DOR established a Contracts and Procurement Section, combining existing contracting, procurement, and administrative staff. Contract staff prepare contract language and coordinate the State bid and contracting process for goods and services on behalf of the Department. Contract management includes overseeing contracts to ensure compliance with the programmatic and financial provisions of the contract. While the field offices will continue making consumer purchases, the Contracts and Procurement Section is committed to making administrative purchases, streamlining contracts and procurement processes, expediting purchases, and providing increased support, technical assistance and guidance to staff responsible for procurement activities. The Section will have procurement specialists for technology, assistive technology consumer and administrative purchases. This Section will also provide increased training to staff to ensure contracting and procurement activities are fully understood and applied.

Within the Contracts and Procurement section is the Vehicle Purchase & Modification Program (VPMP). The VPMP is responsible for the purchase and modification of vehicles to provide eligible consumers with a modified vehicle to assist them in obtaining gainful employment.

To contact this section, send your e-mail to contract@dor.ca.gov, or telephone them at (916) 558-5680 (Voice) or (916) 558-5682 (TTY).

Human Resources

Labor Relations

The Labor Relations Office advises supervisory and managerial employees on grievance and complaint processes, reviews all grievances and complaints that reach the third level (Directorate) and prepares the Director's response. The Labor Relations Officer represents the Department during Unit 19 collective bargaining, serves as the Department's liaison with the Department of Personnel Administration (DPA) regarding charges of unfair labor practices that are filed with the Public Employees Relations Board, and provides advice and guidance to Managers and Supervisors on all bargaining unit contract administration issues. The Labor Relations Officer is also responsible for administration of the Department's conflict of interest regulations.

To contact this section, send your e-mail to lrinfo@dor.ca.gov, or telephone them at (916) 558-5540.

Personnel

Personnel is comprised of several Units designed to address specific personnel functions: Classification and Pay, Selection Services, Transactions, and Workers Compensation.

The Classification and Pay Unit analyzes and reviews Out-of-Class Requests, Reclassification Requests, Alternate Range Change Requests, participates in Special Projects (Layoff, Reorganization), provides training and oversight for the Family Medical Leave Act process, determines appropriateness for providing Hiring Above Minimum (HAM) salary determinations, provides guidance regarding Hiring Options and Class Specification Revisions, and provides direction and oversight for the Progressive Discipline Process.

The Selection Services Unit develops and administers the Departmental exam plan and examinations; performs certification functions; serves as the liaison with the State Personnel Board for various exam and certification issues; maintains hiring lists; processes transfer of list eligibility; orders appropriate list requests; performs recruitment activities at various colleges, universities, and private venues; develops specialized recruitment plans; is liaison to Universities offering a Master's degree program in Rehabilitation Counseling; and promotes the Department at recruitment functions.

The Transactions and Workers Compensation Units perform a wide array of tasks. The Transactions Unit provides pay and benefits for Departmental employees, tracks personal leave usage, processes Industrial Disability Leave/Non-Industrial Disability Insurance payments, and provides technical consultation for transaction/hiring issues. Additionally, within the Transactions Unit, Position Control is monitored and Special Projects are conducted to assist Departmental management/supervisors. The Workers Compensation Unit works to provide settlements of workers' compensation claims, serves as the liaison between Supervisors and State Compensation Insurance Fund (SCIF) in managing claims and returning employees to work, and provides options for employees who cannot return to work.

The Personnel Services Section uses various online systems through other agencies including the State Controller's Office (SCO), California Public Employees' Retirement System (CalPERS), State Personnel Board, and SCIF. This requires a higher level of security and maintenance due to the different firewall issues.

The Personnel Services Section is responsible for the day-to-day updating and managing of the in-house Personnel Management System (PMS) for personnel records for the Department, which includes:

  • Employee/Appointment Database
  • Attendance Reporting
  • Position Control
  • Classification Files

The Personnel Services Section also produces various management reports using the above systems, in addition to SCO's Management Information Reporting System (MIRS).

To contact this section, send your e-mail to personnelinfo@dor.ca.gov, or telephone them at (916) 558-5545 (Voice) or (916) 558-5547 (TTY).

Staff Development

The Staff Development Section provides leadership development, management and supervisory training, counselor education and training, and training for technical and support staff. The section is responsible for coordination of all out-service training for DOR employees. The staff maintains training records on all departmental employees and a resource library which is accessible to all employees.

To contact this section, send your e-mail to staffdevelopment@dor.ca.gov, or telephone them at (916) 558-5650 (Voice) or (916) 558-5653 (TTY).

Information Systems Services

The Information Systems Services (ISS) Section is responsible for developing and maintaining computer systems in support of the Department's administrative and service delivery functions and for providing information management services to the Department. The information management services include information technology planning, systems analysis, systems design, programming and coordination with the Health and Human Services Agency Data Center (HHSDC) and the Department of Finance (DOF). Specifically, the functions performed by ISS include:

Data Base Administration

Responsible for coordination and approval of system security, backup and recovery of mainframe computer files, Ad-hoc reports, the Section's library and all documentation including system references, and the design and maintenance of the Department's databases.

Mainframe Applications - Programming & Analysis

Responsible for modifying and enhancing current systems to meet changing customer needs, developing new capabilities, responding to special information needs of customers, and maintaining operational status of current computer systems dealing with consumers, consumer support and administrative support functions of the Department (e.g., Field Computer System, Property Records System, Business Enterprises System).

Technical Services

Responsible for technical support of mainframe, personal computer (PC) hardware and software, local area network and wide area network, provide Help Desk support for PC issues, maintain operational status of current computer systems, and providing technical assistance to staff, as required, in the development and modification of systems. Manages the day-to-day operations of production systems and hardware. Distributes production output, maintains job processing schedules, processes production jobs and provides help desk support for mainframe applications. Provide Braille publishing support for the Department and other State agencies. Develops and maintains the Department's Internet and Intranet.

To contact ISS, send your e-mail to issinfo@dor.ca.gov, or telephone them at (916) 558-5590 (Voice) or (916) 558-5597 (TTY).

Management Resources & Analysis

Planning

The Planning Unit facilitates the DOR planning process, including, but not limited to, facilitation of the Executive Leadership Team, strategic planning process and the development of the State Plan for Vocational Rehabilitation Program and the State Plan for Independent Living. The Section conducts a variety of program analysis and planning activities at the request of the Directorate, in response to the Governor's Executive Orders and in support of Health and Human Services Agency initiatives.

The Section collaborates with the Regulations Unit, Client Assistance Program, and the Statewide Independent Living Council to conduct public hearings and needs assessments.

State Rehabilitation Council Executive Officer

The State Rehabilitation Council Executive Officer provides support for the State Rehabilitation Council (SRC) in the completion of the council's tasks and responsibilities. This includes technical and programmatic assistance on council projects and activities; administrative and logistical support; preparation, analysis and distribution of materials and information, and functioning as a liaison between the council and DOR.

To contact this section, send your e-mail to src@dor.ca.gov, or telephone them at (916) 558-5865 (Voice) or (916) 558-5867 (TTY).