BACKGROUND INFORMATION
Date of Study: August 21, 2023 – August 25, 2023
Collective Bargaining Identification: R12
Job Analysis Conducted By: Richard Lawson, Examination and Selection Analyst, Talent Acquisition and Career Services, Department of Corrections and Rehabilitation
Number of Incumbents: There are 22 budgeted positions and 19 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated June 2023.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Plan the workload of inmates in the canteen operations (e.g., ordering, receipt, storage, inventory, etc.) to provide adequate quantities and an uninterrupted supply of merchandise for the institution using Departmental policies and procedures, etc., on a daily basis.
2. Direct the workload of inmates in the canteen operations (e.g., ordering, receipt, storage, inventory, etc.) to provide adequate quantities and an uninterrupted supply of merchandise for the institution using Departmental policies and procedures, etc., on a daily basis.
3. Monitor the workload of inmates in the canteen operations (e.g., ordering, receipt, storage, inventory, etc.) to provide adequate quantities and an uninterrupted supply of merchandise for the institution using Departmental policies and procedures, etc., on a daily basis.
4. Access various computers and automated systems (e.g., an inventory tracking system, Trust Restitution and Canteen System (TRACS) etc.), to access, enter, change and retrieve canteen data and/or supplies, using departmental computers, Departmental policies and procedures and various databases, on a daily basis.
5. Manage canteen accounts (e.g., funds, ducats, special purchases, etc.) to balance and/or handle funds, adjust sale orders and complete transactions using math skills, receipts, store inventory, laws, rules, regulations, Departmental policies and procedures, on a daily basis.
6. Determine the types and quantities of commodities (e.g., merchandise, materials, supplies, equipment, etc.) to be ordered for the canteen to create an uninterrupted flow of materials without overstocking, ensure institutional security, using record sales, needs and requests, surveys, Departmental policies and procedures, etc., on a daily basis.
7. Purchase canteen commodities (e.g., merchandise, materials, supplies, equipment, etc.) for use and/or sale to inmates and/or use by staff using laws, rules, regulations, Departmental policies and procedures, as needed.
8. Procure canteen commodities (e.g., readers, over-the-counter medications, etc.) to be issued to inmates using laws, rules, regulations, Departmental policies and procedures, as needed.
9. Manage receipt of commodities (e.g., merchandise, materials, supplies, equipment, etc.), to establish an inventory, operate the canteen, payment of invoices, etc., using an automated database system, forms, Stock Received Reports (SRR), laws, rules, regulations, Departmental policies and procedures, on a daily basis.
10. Manage canteen merchandise from receipt through distribution to ensure proper rotation (first-in, first-out [FIFO]) meets the needs of the inmate population; ensure adequate on-hand inventory, etc., using accepted warehousing methods, Departmental policies and procedures, on a daily basis.
11. Price merchandise appropriately for sale to inmates to render each canteen self-supporting through established and mandated mark-up; using laws, rules, regulations, Departmental policies and procedures, Inmate Welfare Fund (IWF), etc., on a daily basis.
12. Maintain proper rotation (first-in, first-out [FIFO]) of all commodities by ensuring all merchandise is dated upon receipt to maintain the integrity of commodities using received dates and used/best by dates, as needed.
13. Deliver commodities to various locations (e.g., canteens, living/housing units, etc.) to maintain stock levels and distribute canteen orders using forms, material handling equipment (e.g., forklifts, pallet jacks, hand-trucks, etc.), Departmental policies and procedures, as needed.
14. Perform canteen inventory counts as required to comply with IWF mandates to ensure accountability, stock availability and theft prevention using inventory count sheets, Departmental policies and procedures, as needed.
15. Audit canteen inventory to comply with IWF mandates to ensure accountability, stock availability and theft prevention using physical inventory reports, reconciliation reports, adjustment reports, Departmental policies and procedures, as needed.
16. Maintain a professional rapport with vendors to ensure adequate inventory, sale prices, new merchandise, shipping/receiving, using effective communication and interpersonal skills, as needed.
17. Establish cooperative working relationships with others (e.g., inmates, vendors, staff, etc.) to meet the Department’s goals and objectives, promote communication and participation, enhance morale and productivity using effective communication and interpersonal skills, on an ongoing basis.
18. Maintain cooperative working relationships with others (e.g., inmates, vendors, staff, etc.) to promote communication, participation, enhance morale and productivity and meet the Department’s goals and objectives using effective communication and interpersonal skills, on an ongoing basis.
19. Inspect the canteens/warehouses to comply with Departmental Health and Safety, Environmental Health Survey, California Occupational Safety and Health Association (CAL-OSHA), etc. using departmental inspection checklists, Safety Data Sheets (SDS), professional experience, etc., as needed.
20. Maintain a safe and secure environment to prevent potential disruptive situations from inmates using effective communication skills, site observation, area searches and approved disciplinary actions, on an ongoing basis.
21. Maintain accurate records to retain historical data, inventory reconciliation, timekeeping and accountability for inmates working in the canteen using computer data systems, paper filing system, Departmental policies and procedures, etc., on a continuous basis.
22. Participate in various meetings, committees, teams, etc., to provide communication with others and/or represent the department using effective communication skills, subject matter expertise and professional knowledge, as required.
23. Prepare various written documents (e.g., reports, forms, correspondence, etc.) to provide data and information to others (e.g., staff, management, vendors, etc.) using departmental computers, effective communication skills, Departmental policies and procedures, as required.
24. Provide training to inmates and/or staff to develop a trained and efficient work force, provide a safe and secure environment using effective communication, on the job training, individual and group instruction, etc., as needed.
25. Reconcile inventory discrepancies to maintain an accurate record, identify theft, note damaged or spoiled items, etc., using inventory methods, reports, computerized database systems in accordance with Departmental policies and procedures, as needed.
26. Research inmate grievances and various canteen issues to gather information regarding requests from others (e.g., Inmate Advisory Council, inmates and staff, etc.) to ensure compliance using laws, rules, regulations, Departmental policies and procedures, as required.
27. Provide responses for inmate grievances and various canteen issues to others (e.g., Inmate Advisory Council, inmates and staff, etc.), to ensure compliance with laws, rules, regulations, Departmental policies and procedures using effective written/verbal communication, as required.
28. Oversee the cleanliness of the canteens/warehouses to comply with laws, rules, regulations, etc., using various inspections (e.g., Departmental Health and Safety, Environmental Health Survey, CAL-OSHA, etc.), laws, rules and regulations, on an ongoing basis.
29. Ensure accountability of canteen transactions by properly identifying inmates to minimize forgery and unauthorized purchases by verifying identification is recorded on various documents (e.g., canteen receipts, etc.) using signatures, finger prints, California Department of Corrections and Rehabilitation photo identification, Departmental policies and procedures, as required.
30. Provide coverage during the absence of canteen staff to meet the needs of the inmate population and/or institutional needs using operational knowledge and experience, as needed.
EDITED KSAPC LISTING
NOTE: Each position within this classification may perform some or all of these KSAPCs.
Knowledge of:
K1. Basic knowledge of methods and practices of purchasing to ensure accuracy and timely receipt of product.
K2. Basic knowledge of methods and practices of merchandising to ensure a high volume of sales to maintain the operation of the canteen.
K3. Basic knowledge of methods and practices of sales to ensure a high volume of sales that fulfills the demands of the inmates and maintains the profitable operation of the canteen.
K4. Comprehensive knowledge of methods and practices in receiving merchandise to maintain accountability of commodities.
K5. Comprehensive knowledge of methods and practices in storing merchandise to protect against losses (e.g., theft, spoilage, damage, etc.).
K6. Comprehensive knowledge of inventory methods and practices necessary to maintain a high degree of accountability.
K7. Comprehensive knowledge of mathematics to accurately perform calculations to establish and/or maintain merchandise records and/or balance daily sales.
K8. Basic knowledge of retail operations to provide an uninterrupted flow of commodities and supplies to the offender population within budgetary limitations..
K9. Comprehensive knowledge of the principles of effective communication to effectively communicate and provide resolutions.
K10. Comprehensive knowledge of record keeping practices to maintain inventory accountability.
K11. Basic knowledge of health and safety practices to maintain a clean and safe work environment.
K12. Comprehensive knowledge of office equipment (e.g., computers, copiers, calculators, etc.) to maintain records and produce reports.
K13. Comprehensive knowledge of methods and techniques to train an effective workforce.
K14. Basic knowledge of materials handling equipment (e.g., forklifts, pallet jacks, hand-trucks, etc.) to restock shelves and distribute goods.
K15. Basic knowledge of food storage and equipment (e.g., freezers, refrigerators, etc.) to ensure proper storage protocols (First-in, First-out [FIFO]).
Ability to:
A1. Identify staffing needs of inmate workers to effectively run the canteen operations.
A2. Organize staffing needs of inmate workers to effectively run the canteen operations.
A3. Direct staffing needs of inmate workers to effectively run the canteen operations.
A4. Anticipate and estimate commodities and/or supplies to effectively run the canteen operations.
A5. Establish and maintain effective working relationships.
A6. Maintain accurate records of canteen related activities (e.g., sales, receipts, etc.) for budget and audit purposes.
A7. Prepare reports to maintain accurate and concise records and to determine canteen needs.
A8. Promote socially acceptable behavior among inmates to maintain safety and security of the institution.
A9. Analyze situations accurately and take effective action.
A10. Follow verbal and written instructions from the chain of command to accomplish the daily tasks and the overall operations of the canteen.
A11. Prepare well organized, accurate, timely, clear and thorough written correspondence to effectively document and communicate with chain of command.
Personal Characteristics:
PC1. Demonstrate a sympathetic and objective understanding of persons under restraint.
PC2. Demonstrate tact when providing information to staff, inmates/youthful offenders and/or the public.
PC3. Demonstrate poise to constructively handle the demands of the daily activities of the canteen and maintain cooperative relationships with others (e.g., staff, inmates/youthful offenders, and/or the public, etc.).
PC4. Demonstrate emotional maturity and stability to provide a positive example for staff and inmates/youthful offenders.
Physical Characteristics:
PCH1. Demonstrate sufficient strength, agility and endurance during stressful (physical, mental and emotional) situations encountered on the job without compromising the health, safety and well-being of self, staff, and inmates/youthful offenders.