BACKGROUND INFORMATION
Date of Study: January 6, 2009 – January 9, 2009
Collective Bargaining Identification: R04
Job Analysis Conducted By: Vicki Rhodes, Associate Personnel Analyst, Office of Workforce Planning and Selection
Number of Incumbents: There are 12 incumbents in this classification per Department of Corrections Filled/Vacant Position Report dated January 2009
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Plans the work of a variety of critical managerial and supervisory functions, and administrative duties to ensure the staff services performed by employees under their supervision comply with the due process mandates of the courts and the regulatory policies and procedures utilizing data analysis, computerized and manual scheduling and tracking tools of the Board of Parole Hearings (BPH).
2. Organizes the work of a variety of critical managerial and supervisory functions, and administrative duties to ensure the staff services performed by employees under their supervision comply with the due process mandates of the courts and the regulatory policies and procedures utilizing data analysis, computerized and manual scheduling and tracking tools of the BPH.
3. Assigns a variety of critical functions, and administrative duties to ensure the staff services performed by employees under their supervision comply with the due process mandates of the courts and the regulatory policies and procedures utilizing data analysis, computerized and manual scheduling and tracking tools of the BPH.
4. Reviews a variety of critical functions, and administrative duties to ensure the staff services performed by employees under their supervision comply with the due process mandates of the courts and the regulatory policies and procedures utilizing data analysis, computerized and manual scheduling and tracking tools of the BPH.
5. Monitors unit work product and makes individual task adjustments as needed in order to support the quasi-judicial parole revocation/suitability processes utilizing data analysis, computerized and manual scheduling and tracking tools, under the direction of the BPH, judicial orders, regulatory/statutory tenets and due process mandates.
6. Approves work procedures of subordinate staff utilizing data analysis, computerized and manual scheduling and tracking tools, to meet the requirements of the BPH, judicial orders, regulatory/statutory tenets and due process mandates.
7. Reviews work procedures of subordinate staff utilizing data analysis, computerized and manual scheduling and tracking tools, to meet the requirements of the BPH, judicial orders, regulatory/statutory tenets and due process mandates.
8. Makes decisions on exceptional operating problems utilizing data analysis, computerized and manual scheduling and tracking tools, to meet the requirements of the BPH, judicial orders, regulatory/statutory tenets and due process mandates.
9. Establishes consistent performance standards and expectations for staff to ensure uniformity of products and services utilizing various resources (e.g., employee performance evaluations, policies, procedures, collective bargaining contracts, laws, rules, communication skills, etc.) as needed.
10. Implements performance standards and expectations for staff to ensure uniformity of products and services utilizing various resources (e.g., employee performance evaluations, policies, procedures, collective bargaining contracts, laws, rules, communication skills, etc.) as needed.
11. Facilitates the hiring process by conducting interviews, evaluating and recommending candidates for appointment utilizing various methods of filling vacancies (e.g. certification lists, reinstatements, etc.) as needed.
12. Develops policies and procedures to ensure the effective operation of the work unit utilizing various resources (e.g., laws, rules, regulations, policies, procedures, etc.) as necessary.
13. Maintain established policies and procedures to ensure the effective operation of the work unit utilizing various resources (e.g., laws, rules, regulations, policies, procedures, etc.) as necessary.
14. Recommends changes of policies and operating procedures to ensure the effective operation of the work unit utilizing various resources (e.g., laws, rules, regulations, policies, procedures, etc.) as necessary.
15. Conducts meetings with staff to communicate information necessary for job performance and/or discuss and resolve issues pertinent to the work unit utilizing communication and interpersonal skills, tact, diplomacy, professionalism, personal expertise, etc. as needed.
16. Participates in the development and review of budgetary concepts to meet operational needs within monetary constraints to change the level of service or funding within the requirements of workload, judicial orders, regulatory/statutory tenets and due process mandates and/or to propose new program activities not currently authorized utilizing various resources (e.g. workload tracking data, legal mandates, collective bargaining contracts, etc.) as needed.
17. Supervises support staff engaged in ordering supplies and maintaining equipment in order to provide a well-equipped office, utilizing catalogs and outside vendors, etc. within the Board of Parole Hearings’ guidelines.
18. Directs the work activities of staff to ensure services are provided within parameters/timeframes utilizing effective management skills/tools (e.g., communication, project management, workload tracking/monitoring, staff development, etc.) on a daily basis to meet program objectives.
19. Ensures the processing of incoming and outgoing mail, email, and faxes by datestamping (when appropriate), logging, sorting, and distributing letters, documents, memos, reports, etc. to appropriate staff and/or departments utilizing organizational skills, communication skills, filing skills, desk procedures, mailing and distribution lists, etc. on a daily basis.
20. Composes written documents (e.g., letters, desk procedures, memos, reports, miscellaneous actions, etc.) in order to provide current information, keep accurate records, document issues or situations, respond to inquiries or requests, etc. utilizing notes, written communication skills, and basic mathematical/statistical skills, etc. as directed by Board management and/or legal mandates.
21. Develops BPH policies to improve hearing procedures and related functions to implement judicial decisions or changes in the law as needed.
22. Recommends changes to existing BPH policies and improve hearing procedures and related functions to implement judicial decisions or changes in the law as needed.
23. Implements changes to existing BPH policies and improve hearing procedures and related functions to implement judicial decisions or changes in the law as needed.
24. Reviews files in accordance with established guidelines and procedures in order to purge outdated materials, maintain orderly files, and maximize filing space utilizing office procedures, shredding, recycling system, etc. as outlined in the Records Retention Schedule.
25. Coordinates with the courts, BPH executive management, Division of Adult Institutions staff, Division of Adult Parole Operations staff, Office of Legal Affairs, interpreters, county jail staff, and state hospital staff, to identify problem areas and resolve conflicts ensuring efficiency in the hearing and decision processes.
26. Responds, both orally and in writing, to inquiries from elected officials, judges, district attorneys offices, attorneys, interpreters, inmates, parolees, and the public concerning hearing schedules, documents, tapes and transcripts as needed.
27. Oversees payment of contracted services, witness fees and mileage, to ensure timely payment and avoid duplication, utilizing tracking systems in accordance with BPH policies and procedures.
28. Assists in development and modification of automated systems for calendaring of hearings, processing warrants, issuing of subpoenas, meeting critical timeframes, tracking hearing information and other functions requiring tracking.
29. Consults with Board Information Technology staff in order to ensure that the Board’s intranet, public and professional internet communication is up-to-date and accurate on an ongoing and as needed basis.
30. Prepares reports of performance, in order to address issues of standard performance and conducts corrective actions and progressive discipline by utilizing direct observation, communication skills, Individual Development Plan (IDP), and letters of commendation on an as needed or yearly 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. General knowledge of the principles, practices, and techniques of public and business administration including management and supportive staff services (e.g., budget, personnel, management analysis, planning, program evaluation, etc.) or related areas to provide appropriate leadership and management in the unit.
K2. Basic knowledge of the technical program requirements for supporting parole revocation, life parole suitability and other Board activities in order to effectively support the process on a day-to-day basis and plan for the future.
K3. General knowledge of supervisory principles, practices and techniques to plan, oversee, and direct the work activities of employees.
K4. General knowledge of training methods and techniques to develop and provide training programs and presentations to staff.
K5. General knowledge of program management to effectively run a program on a day-to-day basis and plan for the future.
K6. General knowledge of the purpose, mission, and goals of the Board to ensure that the progress and completion of work assignments and tasks conform to the overall objectives of the unit/division.
K7. Advanced knowledge of governmental functions and organization at the State and local level to maintain and foster a good working relationship.
K8. General knowledge of data analysis methods and techniques to draw appropriate conclusions and make decisions when reviewing work assignments and projects.
K9. General knowledge of conflicts resolution techniques to address and resolve conflicts and issues that may arise in the work environment.
K10. General knowledge of the basic operation of personal computers in order to develop documents and communicate via e-mail.
K11. General knowledge of standard office technology Microsoft Office, Outlook, and Case Management Databases (i.e. LSTS, RSTS, OBIS, DDPS, REVOC, etc.).
K12. Basic knowledge of office material and supply acquisition, and the operation of modern equipment to achieve program objectives.
K13. General knowledge of a supervisor’s role in the Equal Employment Opportunity Program and Sexual Harassment Program regarding regulations, processes, and objectives to promote the department’s policies and goals in making hiring decisions and to provide a discrimination and harassment free work environment.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Ability to reason logically, creatively and use a variety of analytical techniques and resources to complete work assignments and resolve complex governmental and supervisory problems in accordance with departmental goals and objectives.
A2. Ability to read and understand statutes, regulations, court decisions, legal reference material and other similar documents at a level required for appropriate program changes and to meet operational objectives.
A3. Apply office organization and management principles and methods including office layout and organization, and modern methods of performing various kinds of technical/clerical work and of measuring work production to meet program objectives.
A4. Ability to plan, organize, direct, and review the work of technical/clerical staff in order to meet program objectives.
A5. Ability to learn rapidly specific laws, rules, and office policies and procedures and use good judgment in applying them in a variety of cases in order to meet program objectives.
A6. Ability to design and standardize effective tracking documents and procedures in order to meet program objectives.
A7. Ability to prepare reports and correspondence independently to meet program objectives.
A8. Ability to analyze situations accurately in response to changing objectives in order to make appropriate program adjustments.
A9. Ability to establish and maintain effective and cooperative relationships with employees, the public and collaborative business organizations to meet the Board’s goals and objectives.
A10. Ability to present ideas and information effectively to various entities (e.g., employees, the public, management, etc.) in order to communicate and meet operational needs.
A11. Ability to effectively contribute to the objectives of the Department’s Sexual Harassment and Equal Employment Opportunity Programs in order to create and maintain a discrimination and harassment free work environment.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Personal Characteristics:
PC1. Demonstrated supervisory ability.
PC2. Demonstrated ability to act independently, open-mindedness, flexibility and tact.
PC3. Demonstrated ability to act independently, open-mindedness, flexibility and tact.
PC4. Demonstrated emotional maturity and stability.
PC5. Demonstrated neat personal appearance.
KSAPCs highlighted in bold text are not currently on the SPB classification specification