BACKGROUND INFORMATION
Date of Study: October 15, 2018 – October 19, 2018
Collective Bargaining Identification: S01
Job Analysis Conducted By: Larry Branch, Office of Workforce Planning, Department of Corrections and Rehabilitation
Number of Incumbents: There are 50 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated July 23, 2018.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Interpret court commitment orders, Board of Parole Hearings (BPH) and Division of Adult Parole Operations (DAPO) decisions to produce a parole and discharge date, provide statistical data and uphold compliance utilizing working knowledge, statutes, case laws, California Code of Regulations (CCR) Title 15 and policies, etc., on a daily basis.
2. Review various forms, system data, reports, inmate/parolee criminal identification history file/rap sheet and/or legal documents (e.g., Abstracts of Judgment [AOJ], Appellate Court Opinions, BPH decisions, etc.) to maintain compliance utilizing CCR, statutes, case law and Departments Operations Manual (DOM), etc., on a daily basis.
3. Record accurate commitment data and BPH decisions to disseminate information and maintain accuracy of release dates by utilizing working knowledge, case law, CCR, and policies, etc., as required.
4. Research inmate/parolee legal documents (e.g., AOJ, Appellate Court Opinions, BPH decisions, etc.) to maintain accurate records (judicial and clerical), for compliance with case law, CCR, and policies, etc., as required.
5. Analyze various forms, system data, reports, and/or legal documents to uphold compliance with statutes, case laws, CCR and DOM, etc., to determine the appropriate administrative process as required.
6. Identify proper conduct credit earning status relative to prison commitment and/or BPH decisions to accurately determine inmate release dates utilizing statutes, case laws, CCR and policies, etc., as required.
7. Review conduct of inmate/parolee credit earning status relative to prison commitment, BPH decisions, and eligibility criteria to verify proper credit earning determination utilizing statutes, case laws, CCR, Strategic Offender Management Systems (SOMS), Electronic Record Management System (ERMS) and Board Information Technology System (BITS), etc., as required.
8. Compute data to determine dates (e.g., lifer hearing, release, discharge review, controlling discharge, etc.) and verify inmates/parolees have satisfied their commitment term and parole utilizing court documents, automated and manual calculation worksheets and BPH decisions, etc., as required.
9. Direct staff in the appropriate administrative processes involved in inmate intake, transfer, parole and/or discharge to maintain compliance utilizing statutes, case laws, CCR and procedures, etc., on a daily basis.
10. Prepare cursory audits to verify accurate release date of offenders and uphold public safety utilizing statutes, case laws, CCR and procedures, etc., on a daily basis.
11. Certify copies of legal documents (e.g., PC 969B packets, AOJ, Minute Orders, fingerprint cards, etc.) contained in SOMS or ERMS to maintain compliance while providing accurate information utilizing working knowledge, CCR and policies, etc., as required.
12. Function as a liaison between the Department and city, county, state and federal agencies to provide information on matters concerning the application of sentence and parole laws as it relates to offenders in institutions and on parole utilizing working knowledge, CCR, DOM, policies and computer systems, etc., on a daily basis.
13. Represent the Department as a Subject Matter Expert of case records before the Grand Jury, State and Federal courts, meetings, training and compliance reviews, etc., to provide information and/or clarification on case records matters utilizing working knowledge, statutes, case laws, CCR and policies, etc., as needed.
14. Advise departmental staff, other governmental agencies, court officers, offenders and other authorized persons regarding pertinent departmental case records responsibilities (e.g., credit earning status, release dates, discharge review, discharge dates, etc.), under laws and administrative standards utilizing working knowledge, statutes, case laws, CCR and policies, etc., as necessary.
15. Respond to offender appeals (e.g., first through second level), regarding case records issues by providing information, resolving grievances, and ensuring compliance with statutes, case laws, CCR and policies, etc., as required.
16. Conduct operational and personnel surveys utilizing various resources (e.g., working knowledge, staff, policies, procedures, workload/backlog statistics, etc.), to gather information and/or make recommendations related to methods, procedures and staffing, as required.
17. Carry out managerial responsibilities in the work place to maintain compliance with Department-wide mandates concerning Equal Employment Opportunity (EEO), Americans with Disabilities Act (ADA) as defined by regulatory agencies and established guidelines/policies utilizing working knowledge, CCR and policies, etc., as required.
18. Maintain constant communication with other departmental employees in relation to personnel practices (e.g., Employment Relations Officer [ERO], Return to Work Coordinator [RTW], Family Medical Leave Act [FMLA], etc.), utilizing working knowledge, CCR, and policies, etc., as required.
19. Evaluate employee performance to ensure departmental objectives/standards are met by monitoring work assignments and/or behaviors as required by the California Department of Human Resources (CalHR) utilizing working knowledge, rules, CCR, DOM and policies, etc., as required.
20. Initiate and/or participate in the Progressive Discipline process to correct/improve employee performance/behavior or address issues of substandard performance utilizing working knowledge in accordance with CalHR, CCR, DOM and policies, etc., as needed.
21. Prepare various documents (e.g., correspondence, reports, policies, procedures, etc.) to request and/or provide information to others utilizing working knowledge, statutes, case laws, CCR, and policies, etc., as needed.
22. Develop procedures relating to Case Records to maintain consistency and conformity utilizing working knowledge, statutes, case laws, CCR, and policies, etc., as needed.
23. Implement policies and procedures relating to Case Records by providing information and/or direction to staff, utilizing working knowledge, statutes, case laws, CCR, and policies, etc., as needed.
24. Train staff to improve their skills, knowledge and promote upward mobility utilizing various training methods (e.g., classroom training, on-the-job training, mentoring, Training & Development assignments, etc.), on an on-going basis.
25. Facilitate the hiring process by conducting interviews, evaluating and recommending candidates for appointment, utilizing various methods for filling vacancies (e.g., certification lists, transfers, Training & Development assignments, reinstatements, State Restriction of Appointment, etc.), as needed.
26. Manage office logistics of the Case Records Department to effectively utilize available area through creative and efficient use of office space, equipment, etc., as needed.
27. Attend meetings, trainings, seminars, special projects, etc., to increase knowledge and/or provide departmental expertise utilizing working knowledge, statutes, case laws, CCR, and policies, etc., as needed.
28. Meet and confer with subordinate staff to maintain uniformity throughout the Case Records unit utilizing working knowledge, statutes, case laws, CCR, and policies, etc., as needed.
29. Prepare for technological changes to existing methods (e.g. ERMS, SOMS, database systems, etc.), utilizing working knowledge, statutes, case laws, CCR, and policies, etc., as needed.
30. Implement office procedures for technological changes to existing methods (e.g. ERMS, SOMS, database systems, etc.), utilizing working knowledge, statutes, case laws, CCR, and policies, etc., as needed.
31. Oversee the process of ERMS scanning, quality assurance and training of staff when to report errors to the SOMS Exception Processing Team utilizing working knowledge, statutes, case laws, CCR, and policies, etc., as needed.
32. Provide safety training/inspection (e.g., Safety Data Sheets [SDS], product labels, etc.), to staff to comply with safety regulations utilizing Injury Illness Prevention Program (IIPP) and Code of Safe Practices as mandated by Senate Bill 198.
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. Advanced knowledge of determinate and indeterminate sentencing laws, parole laws and case laws to accurately compute dates, (e.g., lifer hearings, release date, etc.) identify sentencing or clerical errors and conduct audits (e.g. intake, 60-day, parole, etc.).
K2. Comprehensive knowledge of the classification process and purposes, activities, regulations and functions of the California Department of Corrections and Rehabilitation (CDCR), the Board of Parole Hearings (BPH), and Department of Justice (DOJ), as they relate to case records, to conduct audits, to comply with policies and laws and to effectively communicate with other departments and agencies, etc.
K3. Comprehensive knowledge of correctional administration to function and interact with various divisions in a correctional and/or parole setting.
K4. Advanced knowledge of documents and forms contained within Strategic Offender Management Systems (SOMS), and Electronic Record Management System (ERMS) used in the establishment, maintenance, control and disposition of individual inmate and parolee criminal case records to compute accurate parole and discharge dates, respond to inquiries, uphold public safety, etc.
K5. Comprehensive knowledge of principles and methods of training to determine training needs, evaluate training results, maintain a qualified workforce, provide opportunity for upward mobility and meet the overall mission of the CDCR.
K6. Advanced knowledge of information disclosure statutes and departmental guidelines to determine the release of information (e.g., operational procedures, inmate/parolee information, etc.).
K7. Comprehensive knowledge of automated record-keeping systems such as SOMS, ERMS, Board Information Technology System (BITS), Parole Violation Determination and Tracking System (PVDTS), etc., to track inmates/parolees, records and release/discharge dates and evaluate the information received from these systems.
K8. Advanced knowledge of a supervisor’s role in the Equal Employment Opportunity (EEO) Program and the processes available to meet the Department’s EEO objectives as it relates to the supervision and management of departmental personnel.
K9. Comprehensive knowledge of the principles and techniques of personnel management and supervision to effectively direct and manage a case records operation.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Ability to define and interpret legal documents, statutes, classification actions, BPH decisions, case laws, departmental policies and procedures, etc., to take appropriate actions, apply the information in the management of case records operations, produce accurate parole and/or discharge date and to uphold public safety.
A2. Ability to analyze documents relevant to Case Records to recognize and correct discrepancies/irregularities to maintain compliance with policies, procedures, laws, rules, etc.
A3. Ability to prepare accurate and concise reports and correspondence to correct discrepancies, provide information, document data, etc., as it relates to Case Records operations.
A4. Ability to make accurate mathematical computations to audit data and compute accurate release dates, discharge review dates, hearing dates, and/or discharge dates.
A5. Ability to prioritize workload and meet time constraints to effectively manage a Case Records operation and comply with policies, procedures, laws, rules, etc.
A6. Ability to read and write English at a level required for successful job performance in the area related to Case Records (e.g. memorandums, correspondence, desk procedures and performance evaluations, etc.).
A7. Ability to make sound decisions and recommendations related to a Case Records operation to determine and implement effective and appropriate course of action.
A8. Ability to progressively perform difficult analytical tasks in the Case Records operation to maintain compliance, compute release dates, discharge review dates, hearing dates, and/or discharge dates and recognize and correct discrepancies/irregularities.
A9. Ability to provide criminal identification services within the scope of the Case Records operation necessary to the administration of the CDCR.
A10. Ability to apply an extensive range of highly technical data to individual cases to maintain compliance, provide information, conduct accurate audits, compute parole and/or discharge dates and make sound decisions and recommendations.
A11. Ability to understand and follow oral and written instructions, (e.g., memorandums, correspondence, forms, reports, etc.) required for successful job performance.
A12. Ability to communicate effectively to provide information, build and maintain working relationships with other staff, inmates and informational sources.
A13. Ability to disseminate accurate information to departmental staff, other governmental agencies, attorneys, the general public, etc., in response to inquiries to resolve and/or clarify discrepancies and uphold public safety.
A14. Ability to operate a computer to access, enter, and retrieve information, resolve discrepancies, review cases, compose correspondence, etc.
A15. Ability to multi-task to efficiently plan, organize, and direct the work of others to effectively manage a Case Records operation.
A16. Ability to project/plan for future budgetary needs (e.g., staffing, overtime, training, equipment, supplies, etc.) to maintain adequate resources to manage a Case Records operation.
A17. Ability to effectively contribute to the Department’s Equal Employment Opportunity (EEO) objectives to create and maintain a fair and equitable work environment.
A18. Ability to maintain order and supervise the conduct of staff to prevent workforce violence, or hostile environment, and report unusual behavior/activity.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Personal Characteristics:
PC1. Capacity for assuming progressively greater responsibility.
PC2. Display tact in dealing with internal/external stakeholders.
PC3. Work in a variety of correctional settings.
PC4. Willingness to travel.
KSAPCs highlighted in bold text are not currently on the SPB classification specification