Job Analysis

JOB ANALYSIS: Correctional Business Manager I, DOC

BACKGROUND INFORMATION

Date of Study: January 29, 2018 – February 1, 2018

Collective Bargaining Identification: S01

Job Analysis Conducted By: Jolene Casillas, Office of Workforce Planning, Department of Corrections and Rehabilitation

Number of Incumbents: There are 35 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated 01/2018.

EDITED TASK LISTING

NOTE: Each position within this classification may perform some or all of these tasks.

Task Statements:

1.  Participate in the development of institutional policies and procedures relating to business services to ensure compliance and consistency with State and departmental policies, using established guidelines, laws and rules, etc., as appropriate.

2.  Interpret and apply policies and procedures governing business services related issues using Department Operations Manual (DOM), Director’s Rules, State Administrative Manual, California State Government Code, California Code of Regulations (CCR), administrative directives, etc., to ensure effective program operations in compliance with State/Federal law and court mandates as appropriate.

3.  Confer with management to ensure compliance with business services policies, procedures and practices using interpersonal skills, laws, and court mandates, etc. as appropriate.

4.  Confer with management regarding the efficient use of institutional resources (e.g., personal services and operating expenses) utilizing budget reports, departmental policies and annual fiscal review as appropriate.

5.  Ensure efficient business operations and the safety and security of the institution by making recommendations and/or operational decisions regarding business services issues in conformance with established custodial practices (e.g., institution policies and procedures) on a daily basis.

6.  Plan the work of a minimum of 50 civil service staff and 50 inmate workers engaged in budgeting, accounting inmate/ward trust, food services, personnel, procurement and plant operations using effective management skills to achieve operational efficiency within the institution on a daily basis.

7.  Organize the work of a minimum of 50 civil service staff and 50 inmate workers engaged in budgeting, accounting inmate/ward trust, food services, personnel, procurement and plant operations using effective management skills to achieve operational efficiency within the institution as appropriate.

8.  Direct the work of a minimum of 50 civil service staff and 50 inmate workers engaged in budgeting, accounting inmate/ward trust, food services, personnel, procurement and plant operations using effective management skills to achieve operational efficiency within the institution on a daily basis.

9.  Consult with staff in charge of business services programs on daily activities and operational problems relating to their area of responsibility to ensure efficient and effective operations utilizing management skills, communication, analytical skills and multiple reports (e.g., Comparative Statistics [COMPSTAT] reports, Budget Forecasting Function, Business Information Systems [BIS]) as appropriate.

10.  Direct staff and Ad Hoc task groups in reviewing the effectiveness of institutional policies and procedures, resolving operational problems and recommend changes using laws, rules and court mandates as appropriate..

11.  Direct staff in the preparation, review and submittal of business services statistical reports and correspondence to provide information using knowledge, expertise, data, etc., as appropriate.

12.  Assist in the coordination, development and submission of logistical plans, facility modifications, etc., to address changes in inmate/ward population, institution mission, court mandates, departmental needs, etc., using standardized staffing criteria, business rules, Section 6 and Capital Outlay Budget Change Proposal [COBCP] process, as appropriate.

13.  Establish business services program specific goals, objectives and expectations for satisfactory staff performance to develop and/or improve skills and knowledge and enhance upward mobility utilizing in-service and on-the-job training, mentoring, out-of-class assignments, special assignments, etc., as appropriate.

14.  Ensure appropriate training is provided in order to develop and/or improve skills and knowledge and enhance upward mobility utilizing in-service and on-the-job training, mentoring, out-of-class assignments, special assignments, etc., as appropriate.

15.  Perform the monitoring, evaluation, documentation and communication of verbal/written feedback regarding employee performance and behavior utilizing probationary reports, annual Individual Development Plans, letters of recognition, etc., to ensure performance objectives/standards are met and employee training and development needs are addressed, as required by California Department of Human Resources (CalHR) and departmental policies.

16.  Initiate the corrective action/progressive disciplinary process to correct/improve substandard employee performance/behavior in accordance with State rules and regulations and departmental policy as appropriate.

17.  Participate in the corrective action/progressive disciplinary process to correct/improve substandard employee performance/behavior in accordance with State rules and regulations and departmental policy as appropriate.

18.  Ensure an adequate inmate/ward workforce necessary to carry out specific business services activities (e.g., food services, Inmate Ward Labor [IWL], warehousing, canteen and plant operations, etc.) through the selection, training and supervision of inmate/ward workers, in accordance with departmental and institutional policy.

19.  Represent the institution in meetings with headquarters, other State agencies, contractors and other parties to obtain information and/or represent the interest of the institution utilizing interpersonal skills, professionalism and knowledge as appropriate.

20.  Ensure the preparation and execution of contracts, purchasing documents, Schedule 9 and the administration of the BIS program required for maintaining and operating the institution using regulations, court mandates, and knowledge of institutional trends on a daily basis.

21.  Review budgetary reports to ensure accurate budgeted position authority and appropriate staffing levels utilizing standardize staffing/business rule report, Schedule 7A, vacancy/blanket reports, salary savings reports, etc., on a daily basis.

22.  Direct personnel and food service staff in the maintenance of accurate budgeted position authority through the reconciliation of the Master Assignment Roster, Post Assignment Schedules, standardized staffing/business rule report per departmental policy to ensure posted positions are in accordance with budgeted authority.

23.  Serve as liaison with personnel assignment staff in the maintenance of accurate budgeted position authority through the reconciliation of the Master Assignment Roster, Post Assignment Schedules, standardized staffing/business rule report per departmental policy to ensure posted positions are in accordance with budgeted authority.

24.  Direct staff in the preparation and administration of the institutional budget through the analysis and distribution of allotments and development of fiscal projections to ensure operational efficiency, fiscal integrity and identify fiscal year expenditure needs using knowledge of institutional programs and operations, reports, etc., in accordance with departmental fiscal policy.

25.  Oversee the food services program of the institution (including food ordering, food preparation and service, hygiene and related security operations) to ensure inmates/wards are provided balanced meals within the budgetary limitations in accordance with food regulations, health and safety rules and institution policies on a daily basis.

26.  Promote a work environment free of discrimination, harassment and work place violence as defined by the Department’s Equal Employment Opportunity program and State and Federal law through training, timely response to complaints and modeling appropriate behavior, on an on-going basis.

27.  Oversee institutional compliance with requirements related to human resources (resulting from the collective bargaining process, CalHR mandates, executive orders, etc.), by working closely with the Labor Relations Analyst using applicable bargaining unit contracts, laws, rules/regulations on an as needed basis.

28.  Oversee warehouse operations including clothing, laundry, recycling program, garbage collection, etc., using the Centralized Procurement Program, local operating procedures, Division of Occupational Safety and Health, monthly inventories, etc., to provide materials and supplies for institutional operation on a daily basis.

29.  Oversee the institutional canteen operations using Inmate Welfare Fund budget reports [IWF], Ward Benefit Fund, canteen inventories, purchase orders and reports to provide canteen services to the inmate/ward population and generate IWF/Ward Benefit Fund revenue per departmental policy.

30.  Ensure timely and accurate delivery of personnel services through the institution’s Personnel Office utilizing laws, rules, bargaining unit contracts, personnel manuals, etc., to ensure operational efficiency on a daily basis.

31.  Oversee the Return-to-Work functions to ensure employees are provided the appropriate services utilizing worker’s compensation rules, State and Federal laws, policies, procedures, etc., on an on-going basis.

32.  Participate in Return-to-Work meetings to evaluate employee cases, review the off-work status and determine the next course of action using State Compensation Insurance Fund adjuster, Early Intervention Counselor, employee supervisor, Office of Employee Wellness, reports, laws, rules/regulations on an on-going basis.

33.  Oversee the Recruitment and Hiring Unit functions responsible for the certification of employment lists, review of candidate qualifications, developing screening criteria, advertise positions, schedule interviews and interaction with the general public, managers and supervisors utilizing personnel policies and procedures on a daily basis.

34.  Review staff responses to inmate/ward appeals regarding business service functions using laws, rules, regulations, policies, procedures, court mandates, etc., to ensure compliance as appropriate.

35.  Respond to inmate/ward appeals regarding business service functions to resolve issues using departmental forms (e.g., Youth Grievance [DJJ 8.457], Inmate Appeal [CDCR 602] and Inmate Request for Interview [CDCR 22]) to provide information and make recommendations in compliance with rules/regulations, policies, and court mandates, etc., as assigned.

36.  Meet with the inmate/ward advisory committees regarding inmate/ward services to resolve issues, provide information and request input regarding existing or proposed operations and/or requested in accordance with departmental policy as scheduled.

37.  Direct accounting/trust services to ensure accurate accounting of state and inmate/ward funds utilizing the Trust Restitution Accounting Canteen System and Ward Benefit Canteen System in accordance with generally accepted accounting practices and departmental policies and procedures.

38.  Oversee the institutional garage/motor pool services to include vehicle maintenance and repairs, liaison with fleet administration on vehicle replacement, fuel dispensing compliance, to ensure adherence with all vehicle regulatory statues utilizing Department of Motor Vehicles laws, Department of General Services, Environmental Protection Agency etc., on a daily basis.

39.  Oversee the operation of the Business Services Division in the absence of the Correctional Administrator, Department of Corrections (DOC) to ensure operational efficiency using knowledge, experience and resources as appropriate.

40.  Communicate effectively in a professional manner with management, staff, inmates, wards and others utilizing tact, interpersonal skills, knowledge, experience, information technology, etc., to establish and maintain positive working relationships in all situations on a daily basis.

41.  Serve as the Administrative Officer of the Day to ensure the safety and security of the institution utilizing DOM, CCR Title 15, departmental and local operational procedures, etc., during non-business hours as scheduled.

42.  Coordinate Business Services activities in response to emergencies or other forms of disruptions (e.g., inmate/ward disturbances, natural disasters) to ensure the safety and security of the institution and maintain essential operations and services, using equipment and processes, in accordance with the institution’s emergency plan.

43.  Prepare effective written and verbal communications for management and staff or the inmate/ward population utilizing software and policy documents etc. as appropriate.

44.  Review hiring requests and provide recommendations on appropriate staffing levels to maintain the appropriate fiscal accountability using vacancy report, Permanent Intermittent Employee and cost savings reports, etc. as appropriate.

45.  Function as a member of the Institution’s safety committee to identify and resolve health and safety issues utilizing rules/regulations, policies and procedures etc. as appropriate.

46.  Coordinate the preparation and submission of budget concept statements and budget change proposals which may effect changes to the institution’s budget using knowledge and State fiscal policy, etc. as appropriate.

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 principles of public and business administration to effectively manage and develop business operations.

K2.  Basic knowledge of the principles, practices and problems involved in managing the business services of a correctional facility, including personnel, health and safety, labor relations, food preparation and service, and supply and warehousing operations to effectively manage and develop business operations.

K3.  Basic knowledge of the principles, practices and problems involved in procurement and contract management in a correctional facility to effectively manage business operations.

K4.  Basic knowledge of fire protection, security services, equipment repair and replacement including garage operations to ensure public safety and security of the institution.

K5.  Basic knowledge of clothing issue, replacement and linen exchange operations to ensure sufficient supply and to meet health and safety requirements.

K6.  Basic knowledge of canteen operations to support the Inmate Welfare Fund (IWF) or Ward Benefit Fund mission.

K7.  Comprehensive knowledge of principles, practices and techniques of personnel management, including employee supervision, disciplinary and training to ensure a well trained and functional workforce.

K8.  Comprehensive knowledge of principles of budget preparation and control to ensure fiscal responsibility for the institution.

K9.  Basic knowledge of principles of accounting practices to ensure accountability of institution and inmate/ward funds.

K10.  Comprehensive knowledge of a manager’s/supervisor’s responsibility for promoting equal opportunity in hiring, employee development and promotion to maintain a work environment free of discrimination and harassment.

KSAPCs highlighted in bold text are not currently on the SPB classification specification

Ability to:

A1.  Effectively apply the principles of public and business administration to manage the institution in accordance with state and federal Law and departmental policy.

A2.  Direct accounting activities, contract management, personnel management, budgeting and staff supervision to manage the institution in accordance with state and federal Law and departmental policy.

A3.  Plan, direct, organize, manage and integrate maintenance and operation of the business services functions with other institutional programs in a correctional facility to manage the institution in accordance with state and federal Law and departmental policy.

A4.  Anticipate needs and estimate requirements for materials, supplies and equipment necessary to effectively maintain the physical facility, maintain adequate support for institutional staff, and serve the inmate/ward population.

A5.  Maintain effective communication with institution staff, management, outside stakeholders and inmates/wards to manage the institution in accordance with state and federal Law and departmental policy.

A6.  Effectively respond to situations involving control of inmates/wards and/or the protection of personal and real property to ensure the safety and security of the institution.

A7.  Reason logically and creatively and use a variety of analytical and managerial techniques to resolve complex problems and manage situations efficiently within the institution.

A8.  Evaluate alternatives and develop an effective course of action to manage the institution in accordance with state and federal Law and departmental policy.

A9.  Analyze data and present ideas and information to effectively communicate both orally and in writing.

A10.  Effectively promote equal opportunity in employment and maintain a work environment free of discrimination and harassment in accordance with state and federal Law and departmental policy.

A11.  Meet deadlines in a timely manner in support of California Department of Correction and Rehabilitation (CDCR’s) mission.

A12.  Adapt to changing needs to resolve complex problems and manage situations efficiently within the institution.

A13.  Work independently or as part of a team in order to support departmental mission.

A14.  Multi-task to resolve complex problems and manage situations efficiently within the institution.

A15.  Prioritize work projects and tasks to achieve the goals in support of CDCR’s mission.

KSAPCs highlighted in bold text are not currently on the SPB classification specification

Special Personal Characteristics:

SPC1.  Leadership ability to manage a multi-faceted correctional program.

SPC2.  Tact in dealing with staff and inmates/wards.

SPC3.  Emotional maturity to adapt to an ever changing work environment.

SPC4.  Emotional stability to promote a safe and harmonious work environment.

SPC5.  Objective understanding of employees and inmates/wards in a correctional setting.

SPC6.  Apply ethics and integrity in management practices.

KSAPCs highlighted in bold text are not currently on the SPB classification specification

Special Physical Characteristics:

SPHY1.  Persons appointed to positions in these classes must be reasonably expected to have and maintain sufficient strength, agility, and endurance to perform during stressful (physical, mental, and emotional) situations encountered on the job without compromising their health and well-being or that of their fellow employees or inmates/wards.

SPHY2.  Assignments include responsibility for the supervision of inmates/wards and/or the protection of personal and real property.

KSAPCs highlighted in bold text are not currently on the SPB classification specification