BACKGROUND INFORMATION
Date of Study: August 6, 2018 – August 10, 2018
Collective Bargaining Identification: S01
Job Analysis Conducted By: Terri Bowman, Office of Workforce Planning, Department of Corrections and Rehabilitation
Number of Incumbents: There are 138 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated 08/2018.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Oversee the work of Case Records staff (Case Records Technicians [CRT], Supervising Case Records Technicians [SCRT], and Correctional Case Records Analysts [CCRA], etc.), to ensure all policies and procedures are completed accurately using effective communication, supervision, etc. on a continuous basis.
2. Direct the work of Case Records staff to maintain the integrity and accuracy of inmate/parolee records using effective communication and supervision skills, policies, etc. (e.g., Federal/State law, Departmental Operations Manual [DOM], etc.) as directed by California Department of Corrections and Rehabilitation (CDCR) Management.
3. Monitor the Case Records staff to maintain compliance with all hearings under the Board of Parole Hearings (BPH) jurisdiction (e.g., Non Violent Parole Process [NVPP], Elderly Parole, Youth Offender, etc.) by reviewing necessary documents (retain/discharge, BPH decisions, and transcripts, etc.) using Boards Information Technology System (BITS), Strategic Offender Management System (SOMS), Electronic Records Management System (ERMS), as mandated.
4. Establish confident and cooperative working relationships with all departmental and contract employees, State agencies, and private agencies to meet the Department’s goals and objectives using interpersonal communication skills, professional knowledge, and experience as required.
5. Maintain confident and cooperative working relationships with all departmental and contract employees, State agencies, and private agencies to meet the Department’s goals and objectives using interpersonal communication skills, professional knowledge, and experience as required.
6. Provide effective leadership to Case Records staff by monitoring daily work assignments, keeping informed of work status, conducting regular meetings, and being consistent to ensure staff is performing their duties using duty statements and effective communication on a continuous basis.
7. Conduct on the job training to instruct Case Records staff on departmental policy, rules and regulations, etc. using desk procedures, State and Federal laws, rules/regulations, etc. as needed.
8. Direct Case Records staff in the processes required for Public Interest and High Notoriety Cases for accuracy, completeness, and compliance of time frames using DOM, SOMS, ERMs, etc. as mandated.
9. Oversee Case Records staff attendance to produce an effective workforce and maintain positive morale using supervision skills, staff expectations, Bargaining Unit agreements, and policies/procedures, etc. on a daily basis.
10. Plan work schedules and assign duties to staff to maintain the operational needs of the office using effective management skills/tools (e.g., communication, time management, workload monitoring) as needed.
11. Maintain supervisory files on assigned staff (e.g. staff expectations, training documents, duty statements, etc.) to keep accurate records of employees and to ensure documentation is available for future reference, review and documentation using organizational skills, a filing system, etc. on a daily basis.
12. Maintain a productive workforce by advising Case Records staff on policies/procedures in accordance with guidelines mandated by the California Department of Human Resources (CalHR) (e.g., Family Medical Leave Act [FMLA], Equal Employment Opportunity [EEO], Employee Assistance Program [EAP], etc.), using effective communication skills, and knowledge of standard employment policies to enhance employee performance, as required.
13. Ensure the accurate completion of processes and forms by Case Records staff (e.g., legal mandates, Holds, Warrants and Detainers [HWD], etc.) to be in compliance with Federal/State law or policies/procedures using information retrieved from the inmate/parolee SOMS/ERMS, California Law Enforcement Telecommunications Systems (CLETS), etc. as directed.
14. Train CCRA on inmate/parolee record related matters to process case load, assist in interpreting and applying laws and policies, etc. using Parole Violation Data Tracking System (PVDTS), SOMS/ERMS, and available resource material [e.g., Federal/State Law, California Code of Regulations (CCR) Title 15, Instructional/Informational Memos, etc.) as needed.
15. Perform quality control of case record information related to inmate sentences, parole procedures, audits and calculations to ensure the appropriate and accurate application of credit earning status, analysis of legal documents, etc., using SOMS/ERMS, Federal/State law, CDCR policies/procedures, etc. on a daily basis.
16. Monitor CCRA’s workload for accuracy related to SOMS application of credits (e.g., enhanced program credits, credit forfeitures and/or restorations, etc.) pertaining to the calculation of release dates for inmates/parolees using Federal/State law, policies/procedures, supervisory review and on the job training, as needed.
17. Audit/review court case sentencing documents for accuracy and legal standing using Abstract of Judgment (AOJ), Minute Orders (MO), court transcripts, and recent state legislation, etc. to ensure the inmate is properly placed and credit earning status is correct for every new inmate case record, as received.
18. Compute accurate release dates, discharge review dates, and controlling discharge dates to prevent erroneous inmate/parolee releases/discharges and litigation using the Release Date Calculation (RD Calc) program pursuant to CDCR policies/procedures, etc. on a daily basis.
19. Oversee inmate/parolee electronic file audits completed by CCRAs to ensure proper interpretation and application of written and verbal directives using source documents, case laws, court decisions and administrative policies/procedures, etc. on a daily basis.
20. Conduct face-to-face or telephone interviews with inmates/parolees relative to Case Records’ issues to comply with the CDCR appeals process pursuant to case law, rules, regulations, policies/procedures using research techniques, applicable resources, and effective verbal/written communication skills, etc. as needed.
21. Provide indirect supervision of inmates to prevent escape and/or injury by inmates to themselves, others or to property, in order to maintain the safety and security of the correctional facility using CCR Title 15, DOM, institutional operational procedures, etc. as needed.
22. Research all necessary source documents obtained from SOMS/ERMS (e.g., legal documents, Probation Officer’s Report [POR], disciplinary actions, etc.) to complete audits of inmate/parolee case files, respond to inquiries and ensure compliance using DOM, Federal/State law, Instructional/Informational Memos, etc. on a daily basis.
23. Analyze written/verbal directives to complete audits of inmate/parolee case files, using source documents, court decisions, and administrative policies/procedures, etc. on a daily basis.
24. Interpret written/verbal directives to complete audits of inmate/parolee case files, using source documents, court decisions, and administrative policies/procedures, etc. on a daily basis.
25. Apply written and verbal directives to complete audits of inmate/parolee case files, using source documents, court decisions, and administrative policies/procedures, etc. on a daily basis.
26. Review policies and procedures to develop and write internal office procedures to effectively train and direct staff in the performance of their duties using resource material (Federal/State law, DOM, CCR Title 15, etc.) as needed.
27. Prepare a written response relative to Case Records issues etc., to comply with the CDCR appeals process pursuant to case law, policies/procedures using the RD Calc, program, research techniques, automated systems (e.g., BITS, SOMS, ERMS, etc.) as needed.
28. Prepare written documents (e.g., correspondence, memorandums, desk procedures, etc.) to provide data/information to staff/management, public, inmate/parolee families, other legal agencies, etc. using effective communication skills, research, CDCR applicable resources, etc. as needed.
29. Ensure the integrity of offender information maintained by the Case Records staff by providing on-going training pursuant to Public Records Act, Third Party Review Process, DOM, policies/procedures, as directed.
30. Analyze indeterminate/determinate sentences and parole procedures to audit, calculate, and ensure appropriate and accurate interpretation of legal documents, etc., using the Federal/State law, policies and procedures, etc. on a daily basis.
31. Analyze/interpret application of SOMS credits (e.g., work credit groups, restorations, etc.) pertaining to calculation of release dates for inmates to prevent erroneous release using policies/procedures, on a daily basis.
32. Analyze written directives to appropriately respond to inquiries, ensure compliance, develop and write internal office procedures using laws, rules/regulations, as mandated.
33. Interpret written directives to appropriately respond to inquiries, ensure compliance, develop and write internal office procedures, using laws, rules/regulations, as mandated.
34. Apply written directives to appropriately respond to inquiries, ensure compliance, develop and write internal office procedures, using laws, rules and regulations, as mandated and directed.
35. Represent the Department regarding legal proceedings for State Personnel Board (SPB), workers compensation, and Court hearings,(Criminal, Civil, Identification, etc.) as directed by CDCR Management, using interpersonal communication skills, electronic files, case records knowledge, etc..
36. Act as a liaison with Federal, State, County and outside agencies, as well as attorneys and the public, regarding inmate/parolee’s case records issues, to provide information (written or verbal) using effective communication skills, case records knowledge, Public Information Practices, and Public Records Act, on a regular basis.
37. Facilitate the hiring process by conducting interviews, evaluating and recommending candidates for appointment to fill identified vacant positions using approved methods of filling vacancies (e.g., certification lists, transfers, reinstatements, etc.) as needed.
38. Initiate/participate in the Progressive Discipline process to correct/improve employee performance/behavior or address issues of substandard performance using effective communication, training, performance evaluations, etc. as needed.
39. Assume the responsibility of the overall operation of the Case Records Department in the absence of the Correctional Case Records Manager (CCRM) to accomplish the completion of daily Case Records functions by organizing and directing staff in resolving critical issues using supervisory skills, effective communication skills, established policies/procedures, etc. as necessary.
40. Actively participate in the supervision of staff behavior to ensure a productive workforce and a harassment-free work environment using supervision techniques (e.g., direction training, counseling, conflict resolution, etc.) as necessary.
41. Analyze/interpret written/verbal directives related to computerized systems data input/query (e.g., BITS, SOMS/ERMS, RD Calc etc.) to ensure work efficiency using system manuals, job aides, Instructional Memorandums, etc. as mandated.
42. Apply written/verbal directives to effectively train and direct staff related to computerized systems data input/query (e.g., BITS, SOMS/ERMS, RD Calc etc.) using system manuals, job aides, Instructional Memorandums, etc. as necessary.
43. Promote the department’s Equal Employment Opportunity (EEO) program in the hiring process to maintain a work environment that is free of discrimination and harassment using training and state regulations, policies/procedures, etc. on a daily basis.
44. Enforce the department’s EEO program in the work place to maintain an environment that is free of discrimination and harassment using training, regulations, policies, procedures, etc. as needed.
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. Comprehensive knowledge of determinate and indeterminate sentence and parole laws to audit, calculate, and process each case appropriately.
K2. Basic knowledge of the inmate classification process to calculate an inmate’s release date and appropriate work groups.
K3. Basic knowledge of the Board of Parole Hearings and their functions to audit an electronic file (i.e., Strategic Offender Management System (SOMS)/Electronic Records Management System(ERMS) and determine how to process each case.
K4. Basic knowledge of correctional administration to understand staff roles in the case records process.
K5. Advanced knowledge of the legal documents, forms, and processes used in the establishment, maintenance, control, and disposition of individual inmate/parolee criminal case records to properly process data.
K6. Advanced knowledge of mathematics computations to calculate accurate inmate/parolee release dates.
K7. Comprehensive knowledge of research techniques to access information and resources.
K8. Advanced knowledge of resource materials to accomplish day-to day case records functions.
K9. Advanced knowledge of SOMS/ERMS, Board Information Technology System (BITS), Parole Violator Data Tracking System (PVDTS), and Release Date Calculator (RD Calc) program utilized by Case Records staff to enter and retrieve information.
K10. Basic knowledge of training methods used in the planning and conducting of on the job training to maintain a case records staff that is aware of changing priorities or processes.
K11. Basic knowledge of the information disclosure statutes to comply with laws, rules/ regulations.
K12. Comprehensive knowledge of maintaining the security of offender information to secure the integrity of the information in automated systems, files, and case records.
K13. Basic knowledge of personnel laws, rules, and regulations to maintain compliance and ensure a harassment-free work environment.
K14. Basic knowledge of the supervisor’s role in the Equal Employment Opportunity (EEO) process and objectives to ensure a discriminate-free work environment.
K15. Basic knowledge of the principles of effective supervision to direct and develop Case Records staff.
K16. Basic knowledge of interviewing skills to obtain information from inmates/parolees and others.
K17. Comprehensive knowledge of the appeals process to effectively communicate case information to inmates/parolees and staff.
K18. Comprehensive knowledge of writing techniques to provide information, prepare correspondence, desk procedures, accurate and concise reports, and respond to grievances and/or inmate/parolee appeals.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Analyze and interpret legal documents and court orders to ensure compliance with the court’s intent.
A2. Perform more difficult and analytical tasks in the record keeping process of inmate/parolee records to recognize and correct discrepancies and irregularities.
A3. Prepare accurate and concise reports to provide information for use by CDCR and interested parties.
A4. Perform mathematic computations to calculate accurate inmate/parolee release/discharge dates.
A5. Prioritize workload and meet deadlines to ensure compliance with laws, rules, and regulations, Departmental policies, and procedures.
A6. Communicate effectively to disseminate information as a Departmental representative.
A7. Make sound decisions and recommendations using analytical techniques/resources to complete work assignments and resolve complex operational and supervisory issues.
A8. Provide criminal identification services to CDCR administration (Investigative Services Unit [ISU], Special Services Unit [SSU], etc.) and other federal, state, county and local agencies to identify discrepancies and assist in the detention of fugitives.
A9. Disseminate information to Departmental personnel, law enforcement, and/or the general public in response to inquiries.
A10. Learn, understand, retain, and recall a broad range of technical and critical data as it pertains to individual cases to ensure all decisions are correct and complete.
A11. Maintain records, data, and/or information for past/present/future use.
A12. Follow and/or disseminate verbal and written instructions to accomplish daily case records functions.
A13. Operate a personal computer and automated records systems to access, enter, and retrieve information.
A14. Provide ongoing training to staff to create a knowledgeable work force and produce quality work.
A15. Provide leadership in all situations to promote and maintain the organizational vision, values, mission, goals and objectives.
A16. Plan the work of Case Records staff to create an efficient work force and complete organizational objectives.
A17. Organize the work of Case Records staff to create an efficient work force and complete organizational objectives
A18. Direct the work of Case Records staff to create an efficient work force and complete organizational objectives.
A19. Estimate the future need for office supplies and equipment to maintain an efficient Case Records Office.
A20. Contribute to the Department’s EEO objectives to maintain a harassment-free and equitable work environment.
A21. Multi-task duties to maintain operational effectiveness of the office and to meet deadlines.
A22. Maintain professionalism, courtesy, and respect at all times to ensure a productive work force and harassment-free work environment.
A23. Demonstrate flexibility with changing work objectives and adapt to organization and mission changes.
A24. Maintain confidentiality with inmate/parolees information and staff personal and professional concerns.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Personal Characteristics:
SPC1. Demonstrate a capacity for assuming progressively greater responsibility to effectively accomplish the mission of the Case Records Services.
SPC2. Demonstrate tact at all times to communicate effectively with individuals of diverse cultural backgrounds, various professions, and personalities.
SPC3. Patience to deal with problematic issues.
SPC4. Leadership qualities to provide guidance to others while being held to a higher professional standard.
SPC5. Willingness to read or view potentially graphic or discomforting information.
SPC6. Willingness to travel when required for training and special assignments.
KSAPCs highlighted in bold text are not currently on the SPB classification specification