BACKGROUND INFORMATION
Date of Study: August 13, 2018 – August 17, 2018
Collective Bargaining Identification: R04
Job Analysis Conducted By: Alison A. Torngren, Office of Workforce Planning, Department of Corrections and Rehabilitation
Number of Incumbents: There are 571 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated 07/2018.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Process inmate, youthful offender and parolee records to ensure information is entered into the Ward Information Network (WIN) and Strategic Offender Management System (SOMS) to appropriate sections utilizing office procedures in accordance with Departmental policy.
2. Maintain inmate, youthful offender and parolee records to update electronic and hard copy files and ensure accuracy of inmate/parolee/youthful offender information utilizing document management systems (i.e., ERMS, WIN, and SOMS) in accordance with Departmental policy.
3. Control inmate, youthful offender and parolee records to maintain safety and security of confidential information related to inmates/parolees/youthful offenders utilizing a computer tracking system in accordance with Public Information Practices and Public Records Act.
4. Respond to requests from other departments, (e.g., Attorney General’s Office, Board of Parole Hearings, and other government entities, etc.), and public members to provide information utilizing ERMS, WIN, and SOMS in accordance with Departmental policy.
5. Input/audit inmate, youthful offender or parolee data to ensure accuracy utilizing ERMS, WIN, and SOMS in accordance with Departmental policy.
6. Generate accurate reports to monitor release dates and discharge review dates of inmates, youthful offenders, or parolees utilizing WIN and SOMS in accordance with Departmental policy.
7. Assemble inmate, youthful offender or parolee files to begin the initial process manually or electronically by utilizing court documents, finger print cards, computer reports [i.e., California Law Enforcement Telecommunication System (CLETS) report], and California Department of Corrections and Rehabilitation (CDCR) forms in accordance with Departmental policy.
8. Query a database to gather specific information on an inmate, youthful offender or parolee in accordance with Departmental policy utilizing automated systems.
9. Type/prepare forms, documents and correspondence to communicate and/or request information to local law enforcement, internal staff, etc. utilizing computers and typing skills in accordance with Departmental policy.
10. Type/prepare forms, documents and reports for processing inmate, youthful offender, parolee records utilizing computers and typing skill in accordance with Departmental policy.
11. Request inmate, youthful offender and parolee records from appropriate source (e.g., law enforcement agencies, courts, departmental staff, etc.) to gather information for requesting staff utilizing appropriate forms, computers, and communication skills as needed.
12. Maintain integrity and uniformity of the inmate, youthful offender and parolee records standardized filing/scanning system within the File Room utilizing automated/manual systems in accordance with Departmental policy.
13. Identify a multitude of documents, and/or dispositions to accurately process inmate, youthful offender or parolee records utilizing working knowledge of record processes in accordance with Departmental policy.
14. File documents in the appropriate inmate, youthful offender or parolee record section to maintain accurate and current information utilizing automated/manual systems and organizational skills in accordance with Departmental policy.
15. Prepare for scheduled hearings to ensure the Board of Parole Hearings (BPH), Juvenile Parole Board (JPB), and court appearances meet mandated timeframes utilizing automated scheduling systems in accordance with Departmental policy.
16. Schedule conference rooms to coordinate meetings, hearings, utilizing automated/manual scheduling in accordance with Departmental policy.
17. Schedule inmate, youthful offender and parolee record reviews to comply with requests from other law enforcement agencies, departmental staff, public members, etc. utilizing automated/manual systems in accordance with Departmental policy.
18. Utilize in-house automated systems to ensure transportation to the proper facilities/courts in accordance with Departmental policy.
19. Track hearing processes to ensure the Board of Parole Hearings (BPH), Juvenile Parole Board (JPB), and court appearances meet mandated timeframes utilizing automated/manual tracking systems in accordance with Departmental policy.
20. Distribute a multitude of documents, actions, and/or dispositions to ensure the receipt by the appropriate areas utilizing working knowledge of record processes in accordance with Departmental policy.
21. Copy/scan a multitude of documents, actions, and/or dispositions to distribute information to appropriate areas and process documents accurately utilizing working knowledge of record processes in accordance with Departmental policy.
22. Purge inmate, youthful offender and parolee records information to ensure there are no duplicate copies, eliminate unnecessary documents, and minimize impact to the Records Office utilizing working knowledge of record processes in accordance with Departmental policy.
23. Enter inmate, youthful offender and parolee records in Electronic Records Management System (ERMS) and WIN to ensure quality assurance with security and confidentiality in accordance with Departmental policy.
24. Generate reports to provide information to appropriate areas for proper release of inmates/youthful offenders/parolees utilizing WIN and SOMS in accordance with Departmental policy.
25. Research information in databases [e.g., ERMS, SOMS, Board Information Technology System (BITS)] to resolve case records discrepancies in accordance with Departmental policy utilizing automated systems.
26. Utilize in-house automated systems to ensure proper release and transfer of inmates/youthful offenders utilizing Automated Transfer System, Live Scan, CLETS and SOMS in accordance with Departmental policy.
27. Research written documents for reports and special projects to provide data/information to law enforcement agencies, departmental staff, the public, etc. utilizing research techniques/materials and automated systems (i.e., SOMS) as needed.
28. Process incoming mail to appropriately distribute to staff and inmates/youthful offenders utilizing automated/manual systems in accordance with Departmental policy.
29. Observe any inappropriate conduct of inmates or youthful offenders to ensure safety and security of the institution/facility utilizing reporting techniques in accordance with Departmental policy.
30. Report any inappropriate conduct of inmates or youthful offenders to ensure safety and security of the institution/facility utilizing reporting techniques in accordance with Departmental policy.
31. Interact in person, and/or via telephone, facsimile, or written communication with stakeholders to provide or receive information utilizing verbal and written communication skills in accordance with Departmental policy.
32. Provide back-up to other Case Records Technicians (CRTs) to eliminate/minimize backlog in accordance with Departmental policy utilizing current desk procedures and cross training.
33. Provide training to other CRTs utilizing current desk procedures in accordance with Departmental policy.
34. Lead special projects to provide technical oversight and input for management utilizing automated tracking systems, leadership experience, and communication skills in accordance with Departmental policy.
35. Generate gate clearance requests for visitors (e.g., attorneys, witnesses, stakeholders, etc.) to ensure the safety and security of the institution utilizing CLETS in accordance with Departmental policy.
36. Report repairs to ensure functional equipment utilizing telephones, forms, verbal communication, automated/manual tracking system and computers in accordance with Departmental policy.
37. Order supplies for the office to ensure there is sufficient supplies/equipment utilizing standard bidding practices and manual tracking systems in accordance with Departmental policy on a monthly basis.
38. Track supply inventory for the office to ensure there is sufficient supplies/equipment utilizing standard bidding practices and manual tracking systems in accordance with Departmental policy on a monthly basis.
Tasks highlighted in bold text are not currently on the SPB classification specification
EDITED KSAPC LISTING
NOTE: Each position within this classification may perform some or all of these KSAPCs.
Knowledge of:
K1. Basic knowledge of modern office supplies (e.g., paper, toner, forms, first aid kit, etc.) to routinely inventory, maintain, and order office supplies to effectively accomplish the mission of Case Records Services.
K2. Basic knowledge of modern office equipment (e.g., computer, copier, etc.) to perform assigned duties.
K3. Basic knowledge of modern office desk and operational procedures to perform assigned duties.
K4. Comprehensive knowledge of grammar to accurately compose, proofread, and correct documents.
K5. Comprehensive knowledge of spelling to accurately compose, proofread, and correct documents.
K6. Comprehensive knowledge of punctuation to accurately compose, proofread, and correct documents.
K7. Comprehensive knowledge of modern English usage to accurately compose, proofread, and correct documents.
K8. Comprehensive knowledge of arithmetic to complete basic addition, subtraction, multiplication, and division, and calculate percentages associated with assigned duties.
K9. Comprehensive knowledge of records security/confidentiality policies and procedures to maintain safety/security of the files.
K10. Basic knowledge of file structure to properly file documents to adhere to policy and procedures.
K11. Comprehensive knowledge of filing techniques (e.g., alphabetical, numerical, and chronological) to properly maintain records.
K12. Basic knowledge of leadership techniques to act as a lead on a special project.
K13. Basic knowledge of research techniques to access information and resources.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Interpret written data to perform assigned duties.
A2. Interpret numerical data to perform assigned duties.
A3. Accurately enter data into a computerized database to ensure precise record keeping and tracking.
A4. Learn a broad range of technical data to comply with Departmental/policy office procedure.
A5. Understand a broad range of technical data to comply with Departmental policy/office procedure.
A6. Apply learned and understood technical data to individual cases to process, maintain, and control inmate, youthful offender and parolee records.
A7. Scan and file case records files to maintain security.
A8. Maintain a filing system for accountability.
A9. Accurately and effectively communicate both verbally and in writing to provide information and direction.
A10. Work as a team assisting staff to ensure efficient and effective operation of the office.
A11. Perform basic addition, subtraction, multiplication, division, and percentage calculation to create statistics, reports, and inventory.
A12. Demonstrate leadership in special projects to reach organizational objectives.
A13. Interpret reference material to understand and apply appropriate laws, rules, and regulations.
A14. Use reference material to appropriately apply laws, rules, and regulations to complete assigned duties.
A15. Prioritize workload to effectively complete tasks in a timely manner.
A16. Follow written and verbal instructions to complete assigned duties.
A17. Properly manage time to meet established timeframes.
A18. Use tact and good judgment to disseminate information, and respond to inquiries from staff, government agencies, public, and inmates/youthful offenders/parolees.
A19. Use research techniques to access information and resources.
A20. Use personal computer systems to enter data, retrieve information, and prepare reports and correspondence.
A21. Operate office machines (e.g., scanners, printers, fax machine, etc.) to process documents/forms and disseminate information.
A22. Use software applications to enter data, retrieve information, and prepare reports and correspondence.
A23. Maintain professionalism, courtesy, and respect at all times to ensure a productive work force.
A24. Demonstrate flexibility with changing work objectives and adapt to operational needs.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Physical Characteristics:
SPC1. Willingness to work in a variety of correctional or parole settings; capacity for assuming progressively greater responsibility; tact; read or view potentially graphic or discomforting information; and work long and unusual hours based on operational needs.
KSAPCs highlighted in bold text are not currently on the SPB classification specification