BACKGROUND INFORMATION
Date of Study: August 17, 2009 – August 20, 2009
Collective Bargaining Identification: S04
Job Analysis Conducted By: Revonna Roper, Selection Analyst, Office of Workforce Planning and Selection
Number of Incumbents: There are 4 incumbents in this classification per Department of Corrections Filled/Vacant Position Report dated August 2009
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Plan the work of support staff (e.g., Office Assistants, Office Technicians, Office Services Supervisor I, Program Technicians) engaged in difficult clerical work (i.e., Board packet preparation and time sensitive notifications mandated by law or policy) in order to maintain and abide/comply with Departmental policy by utilizing established templates, computer programs, desk reference manuals, and communication skills on an on-going basis.
2. Organize the work of support staff (e.g., Office Assistants, Office Technicians, Office Services Supervisor I, Program Technicians) engaged in difficult clerical work (i.e., Board packet preparation and time sensitive notifications mandated by law or policy) in order to maintain and abide/comply with Departmental policy by utilizing established templates, computer programs, desk reference manuals, and communication skills on an on-going basis.
3. Direct the work of support staff (e.g., Office Assistants, Office Technicians, Office Services Supervisor I, Program Technicians) engaged in difficult clerical work (i.e., Board packet preparation and time sensitive notifications mandated by law or policy) in order to maintain and abide/comply with Departmental policy by utilizing established templates, computer programs, desk reference manuals, and communication skills on an on-going basis.
4. Carries out supervisory responsibilities to promote Equal Employment Opportunity (EEO) and maintains a work environment that is free of discrimination and harassment utilizing laws, rules, regulations, policies, procedures, training, etc. on a daily basis.
5. Supervise the support staff engaged in typing various documents (e.g., letters, memorandums (memos), reports, etc.) in order to communicate information, keep accurate records, and document issues or situations, etc. utilizing, computer programs, office equipment, communication skills, etc. on a daily basis.
6. Supervise the support staff engaged in the processing of incoming and outgoing mail by logging, sorting, and distributing documents and/or correspondence to appropriate staff and/or departments in a timely manner by utilizing organizational and communication skills, computer programs and various directories, etc. on a daily basis.
7. Direct support staff engaged in the processing of e-mails by logging, sorting, and distributing documents and/or correspondence to appropriate staff and/or departments in a timely manner by utilizing organizational and communication skills, computer programs and various directories, etc. on a daily basis.
8. Supervise support staff engaged in filing and records management (e.g., documents and reports, etc.) in order to keep accurate records, utilizing organizational skills, filing systems (e.g., alpha-numeric subject matter) and multitude of materials (e.g., desk procedures, binders and folders) on a daily basis.
9. Supervise support staff engaged in filing and records management (e.g., documents and reports, etc.) ensuring materials are available for future references, utilizing organizational skills, filing systems (e.g., alpha-numeric subject matter) and multitude of materials (e.g., desk procedures, binders and folders) on a daily basis.
10. Supervise support staff engaged in filing and records management (e.g., documents and reports, etc.) in compliance with laws, rules, regulations, policies and procedures, utilizing organizational skills, filing systems (e.g., alpha-numeric subject matter) and multitude of materials (e.g., desk procedures, binders and folders) on a daily basis.
11. Supervise support staff engaged in document preparation (e.g., case reports, dictation and transcribing) in order to provide current information, keep accurate records, and respond to inquires or requests, etc. utilizing computer applications, Dictaphone, and effective communication skills on a daily basis.
12. Supervise support staff engaged in document review (e.g., spell/grammar check, confirming legal document references, etc.) in order to provide current information, keep accurate records, and respond to inquiries or requests, etc. utilizing computer applications and effective communication skills on a daily basis.
13. Supervise support staff engaged in the completion of template letters (e.g., victim notifications, law enforcement notifications, request for inmate/ward records, etc.) in order to provide current information, keep accurate records, and respond to inquiries or requests, etc. utilizing computer applications and effective communication skills on a daily basis.
14. Supervise support staff engaged in composition of procedure manuals in order to provide current information, keep accurate records, and respond to inquiries or requests, etc. utilizing computer applications and effective communication skills on an as needed basis.
15. Supervise support staff engaged in composition of reports (e.g., performance evaluations, schedules for hearings and clerical minutes, etc.) in order to keep accurate records and respond to inquires or requests, etc. utilizing computer applications and effective communication skills on an as needed basis.
16. Supervise support staff engaged in communicating with inmates, Youthful Offenders/parolees and their families or representatives in order to gather and provide information, etc. utilizing the telephone, faxes, personal contact, and communication skills, etc. on a daily basis.
17. Supervise support staff engaged in communicating with inmates, Youthful Offenders/parolees and their families or representatives in order to respond to inquiries or requests, etc. utilizing the telephone, faxes, personal contact, and communication skills, etc. on a daily basis.
18. Supervise support staff engaged in communicating with internal or external agencies/departments in order to gather and provide information, etc. utilizing the telephone, email, faxes, personal contact, and communication skills, etc. on a daily basis.
19. Supervise support staff engaged in communicating with internal or external agencies/departments in order to respond to inquiries or requests, etc. utilizing the telephone, email, faxes, personal contact, and communication skills, etc. on a daily basis.
20. Supervise support staff engaged in statistical, financial, and other record-keeping functions (e.g., staff timekeeping , etc.) in order to accurately track monthly staff attendance on a daily basis.
21. Supervise support staff engaged in the documentation of receipt of checks and/or money orders in order to ensure that they are forwarded to appropriate inmates/Youthful Offender trust account utilizing receipt books and Youthful Offender Information Network (WIN), etc. on a daily basis.
22. Supervise support staff engaged in ordering supplies and equipment in order to maintain a well-equipped office, utilizing purchase orders, catalogs and outside vendors, etc as needed basis.
23. Supervise support staff engaged in maintaining supplies and equipment in order to provide a well-equipped office, utilizing purchase orders, catalogs and outside vendors, etc as needed basis.
24. Supervise support staff engaged in ordering supplies and equipment in order to ensure staff have equipment and materials necessary to do their assigned tasks, etc. utilizing purchase orders, catalogs and outside vendors, etc.
25. Supervise support staff engaged in maintaining supplies and equipment in order to ensure staff have equipment and materials necessary to do their assigned tasks, etc. utilizing purchase orders, catalogs and outside vendors, etc.
26. Conduct support staff meetings in order to disseminate information, review memos and procedures utilizing minute taking and communication skills on an as needed basis.
27. Interview and recommend staff in order to maintain the continuity of the office utilizing advertising, certification lists and personnel staff on an as needed basis.
28. Hire support staff in order to maintain the continuity of the office utilizing advertising, certification lists and personnel staff on an as needed basis.
29. Evaluate employees’ work performance in order to address issues of standard performance by utilizing direct observation, communication skills, Individual Development Plan (IDP) and letters of commendation on an as needed or yearly basis.
30. Initiate employee Progressive Disciplinary action in order to correct/improve performance/behavior or issue of substandard performance by utilizing Employee Assistance Program (EAP), Individual Development Plan (IDP), corrective memos, etc. as in accordance with Title 15 and the rules governing civil service, as needed.
31. Maintain supervisor’s work files (e.g., leave requests, performance reviews and commendations, etc.) for support staff in order to maintain accurate records and to inquiries or requests, etc. utilizing written communication, organizational skills and computer applications on an as needed basis.
32. Approve/disapprove support staff leave requests in order to ensure adequate staffing needs are met by utilizing written and verbal communication skills as directed by departmental policy and procedures on an as needed basis.
33. Assess individual training needs for support staff in order to ensure staff are equipped with the skills and knowledge to perform their duties/daily tasks by utilizing direct observation, IDP, and communication skills as directed by departmental policy and procedures on an as needed basis.
34. Develop individual training needs for support staff in order to ensure staff is equipped with the skills and knowledge to perform their duties/daily tasks by utilizing computer application, reference manuals, and visual aids as directed by departmental policy and procedures on an as needed basis.
35. Conduct training plans for support staff in order to ensure staff is equipped with the skills and knowledge to perform their duties/daily tasks by utilizing computer application, reference manuals, and cross training as directed by departmental policy and procedures on an as needed basis.
36. Recommend approval or disapproval of support staff merit salary adjustments in order to acknowledge their performance capabilities and recognize the accuracy and timeliness of their work utilizing direct observation, written documentation and communication skills as directed by departmental policy and procedures on an as needed basis.
37. Compose instructions/guidelines as directed by departmental policy (e.g., directives, laws, and rules/regulations, etc.) for support staff in order to ensure compliance with State and Federal mandates utilizing computer applications and effective communication skills on an as needed basis.
38. Implement instructions/guidelines as directed by departmental policy (e.g., directives, laws, and rules/regulations, etc.) for support staff in order to ensure compliance with State and Federal mandates utilizing computer applications and effective communication skills on an as needed basis.
39. Maintain a supervisor’s desk reference manual with step by step instructions (e.g., U.S. BUREAU of Immigration Customs Enforcement (ICE) screenings, attorney/client visit, and timeframe schedules, etc.) in order to ensure staff have accurate instructions to follow in the absence of the Office Services Supervisor II (General) utilizing computer applications, memos, and departmental policy and procedures 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. Intermediate knowledge of modern office methods e.g., written/verbal communication and time management, etc. in order to maintain and retrieve information, respond to inquiries from staff and the public, and to effectively train staff, inmates/wards, etc.
K2. Intermediate knowledge of supplies e.g., forms, writing instruments and toners, etc. in order to routinely inventory and maintain office supplies.
K3. Intermediate knowledge of operating equipment e.g., computer software/programs, fax machines and copier/printer, etc. in order to process documents and forms, disseminate information to other internal/external agencies, general public and ensure safety to staff, and inmates/wards, etc.
K4. Intermediate knowledge of grammatical structure e.g., proper sentence structure, spelling, punctuation, etc. to accurately proofread/correct documents produced within the office setting.
K5. Extensive knowledge of the principles and techniques effective supervision and training in order to train, plan, organize and direct staff; and ensure workplace compliance with Federal and State personnel guidelines e.g., EEO, sexual harassment prevention, and Ralph C. Dills Act, etc.
K6. Extensive knowledge of the Department’s Equal Opportunity Program objectives in order to provide information/instruction to staff using e.g., Penal Codes, California Code of Regulations (CCR), Title 15, California Department of Justice (DOJ), Departmental Operation Manual (DOM), Institutions and Camps Manual (I & C), State Administrative Manual (SAM), EEO, rules, State and Federal mandates, etc. to handle inquiries from within and outside the department, and ensure staff are in compliance with these rules.
K7. Extensive knowledge of mathematical computations in order to calculate employee time and to ensure staff is accurately credited for leave balances, pay and work periods.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Perform difficult clerical work, including ability to spell correctly, to make arithmetical computations
A2. Receive oral directions in order to resolve technical and other problems to ensure work is done accurately.
A3. Receive written directions in order to resolve technical and other problems to ensure work is done accurately.
A4. Evaluate situations accurately and take effective action
A5. Communicate at a level required for successful job performance
A6. Make clear and comprehensive reports and keep difficult records to ensure work is done accurately
A7. Meet and deal tactfully with the public in order to resolve issues.
A8. Problem solver in order to resolve staff conflicts and general issues.
A9. Maintain professionalism, courtesy, and respect to all employees, the public and outside agencies.
A10. Apply specific laws in order to abide mandated rules and regulations.
A11. Apply specific rules in order to enforce departmental compliance.
A12. Apply specific office policies in order to ensure mandated rules and regulations are followed.
A13. Apply specific procedures in order to ensure mandated rules and regulations are followed.
A14. Prepare correspondence independently utilizing a wide knowledge of vocabulary, grammar.
A15. Prepare correspondence independently utilizing a wide knowledge of vocabulary, spelling.
A16. Communicate effectively to ensure in order to disseminate information, respond to inquiries, and deal tactfully with the public.
A17. Plan, supervise the work of others in order to train staff and ensure staff operates within policies, procedures and laws.
A18. Organize, supervise the work of others in order to train staff and ensure staff operates within policies, procedures and laws.
A19. Direct, supervise the work of others in order to train staff and ensure staff operates within policies, procedures and laws.
A20. Effectively contribute to the department’s Equal Employment Opportunity objectives.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Skill to:
S1. Perform difficult clerical work e.g., spell correctly, grammatical structure and make arithmetical computations in order to ensure work is done accurately and within timeframes.
S2. Receive verbal directions in order to resolve technical and other problems to ensure work is done accurately.
S3. Receive written directions in order to resolve technical and other problems to ensure work is done accurately.
S4. Monitor and evaluate unit policies and procedures in order to recommend changes to management and ensure staff and inmate/ward workers are in compliance and functioning efficiently.
S5. Communicate effectively verbally in order to disseminate information, respond to inquiries, and deal tactfully with staff, governmental agencies, and inmates/wards/parolees.
S6. Communicate effectively in writing in order to disseminate information, respond to inquiries, and deal tactfully with staff, governmental agencies, and inmates/wards/parolees.
S7. Communicate effectively verbally in order to disseminate information, respond to inquiries, and deal tactfully with the public.
S8. Communicate effectively in writing in order to disseminate information, respond to inquiries, and deal tactfully with the public.
S9. Make clear and comprehensive reports and keep difficult records in order to communicate information and respond to inquiries.
S10. Apply the rules governing civil service in order to gather and provide information, train staff, and respond to inquiries from internal and external departments. S11. Plan the work of others in order to train staff and ensure staff operates within policies, procedures and laws
S12. Organize the work of others in order to train staff and ensure staff operates within policies, procedures and laws
S13. Direct the work of others in order to train staff and ensure staff operates within policies, procedures and laws
S14. Direct the work of others in order to train staff and ensure staff operates within policies, procedures and laws
S15. Effectively contribute to the department’s Equal Employment Opportunity objectives in order to maintain a work environment that is free from discrimination and harassment.
S16. Work independently, modify established procedures and methods to meet changing needs, and supervise the work of a medium sized group in order to maintain and abide/comply with Departmental policy.
KSAPCs highlighted in bold text are not currently on the SPB classification specification