Job Analysis

JOB ANALYSIS: CORRECTIONAL CASE RECORDS ADMINISTRATOR

BACKGROUND INFORMATION

Date of Study: January 7, 2019 – January 11, 2019

Collective Bargaining Identification: S01

Job Analysis Conducted By: Terri Bowman, Office of Workforce Planning, Department of Corrections and Rehabilitation

Number of Incumbents: There are eleven incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated 1/2019.

EDITED TASK LISTING

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

Task Statements:

1.  Analyze/interpret court orders to identify the type of offender and term to be served based on statute, case law, regulations, and policies/procedures to properly record into the Strategic Operations Management System (SOMS) on a daily basis.

2.  Oversee the criminal identification process to ensure offenders are properly received into California Department of Corrections and Rehabilitation (CDCR) custody by reviewing quality control reports generated by the Office of Research, weekly.

3.  Analyze/research inmate case factors to determine offense(s) and commitment with applicable enhancements, aggravations, and limitations to provide direction to Case Records staff utilizing statute, case laws, and policies/procedures on a daily basis.

4.  Identify the proper credit earning rate to determine accurate calculation of inmate release dates utilizing sentencing laws, regulations, and offense date on a daily basis.

5.  Compute the proper credit earning rate to determine accurate calculation of inmate release dates utilizing sentencing laws, regulations, and offense date on a daily basis.

6.  Compute release and discharge dates for accurate release of inmates based on their prison commitment to provide direction to Case Records staff utilizing statute, case laws, policies/procedures on a daily basis.

7.  Provide direction to Case Records staff for preparation of legal forms for transfer, extradition, parole, and discharge of inmates utilizing an automated data base system, statute, case laws, policies/ procedures on a daily basis.

8.  Provide direction to Case Records staff on appropriate administrative processes involved in the legal resolution of criminal detainers pending against inmates in California and other State and Federal jurisdictions pursuant to statute, case laws, policies/procedures on a daily basis.

9.  Analyze/take effective action for the Department on Subpoenas and collateral court orders to produce non-confidential documentation of the inmate’s criminal records utilizing Information Practices Act and Departmental policies/procedures on a daily basis.

10.  Certify departmental legal documents from the inmate’s criminal records to identify prior prison commitments for potential criminal prosecution requested by law enforcement agencies on a daily basis.

11.  Review individual case actions by the Board of Parole Hearings granting release to ensure legal and policy compliance utilizing Board Information Technology System (BITS) as required.

12.  Act as liaison between the Department and related city, county, State, and Federal agencies on matters concerning the appropriate application of sentence and parole laws and the control of offenders in institutions and on parole utilizing statute, case laws, policies/procedures on a daily basis.

13.  Review SOMS and Quality Control Reports from the Office of Research to ensure compliance with legal mandates (e.g., notification, registrations, and court-ordered testing requirements, etc.) utilizing statute, case laws, policies/ procedures, etc. as required.

14.  Represent the Department as custodian of records and expert witness before Grand Jury and courts utilizing inmate legal documents which are put into evidence for civil or criminal proceedings as needed.

15.  Represent the Department as the subject matter expert and custodian of records with stakeholders in the development of new policies/procedures utilizing case records knowledge and expertise as needed.

16.  Act as consultant and advisor to departmental staff, other governmental agencies, and court officers, etc. regarding departmental responsibility utilizing pertinent laws and administrative standards as needed.

17.  Act as consultant and advisor to inmates, inmates’ family members, and other authorized persons regarding departmental responsibility utilizing pertinent laws and administrative standards as needed.

18.  Consult/advise departmental appeal staff pertaining to the accuracy of the inmate appeal response utilizing statute, case laws, policies/procedures on an on-going basis.

19.  Operate computers to access, review, and enter offender data into the departmental database to ensure proper recording of the prison commitment and term of incarceration utilizing SOMS, Electronic Records Management System (ERMS), Board Information Technology System (BITS), etc. on a daily basis.

20.  Operate computers to compose memorandums, create and develop tracking spreadsheets, electronic communication, etc. provide direction to staff and stakeholders utilizing statute, case laws, policies and procedures on a daily basis.

21.  Conduct field audits of the Case Records operations at each CDCR institution to ensure compliance with departmental procedures, regulations, and statute utilizing departmental compliance review tools as needed.

22.  Plan/implement departmental record-keeping policies and procedures in collaboration with other departmental units to ensure uniformity utilizing personal knowledge, laws, Departmental policies/regulations, etc. as needed.

23.  Plan/implement training-and-development programs for Case Records staff to improve their skills, knowledge and introduce new and updated case record processes utilizing departmental procedures, regulations, and statute on an on-going basis.

24.  Act as an administrative and technical consultant to departmental staff, other governmental agencies, court officers, etc., to provide technical information related to the statewide Case Records systems utilizing pertinent laws and administrative standards on a daily basis.

25.  Act as a liaison between headquarters and local administrators to provide information and assistance related to systems operations and management pertaining to case records processes utilizing departmental procedures, regulations, and statute on a daily basis.

26.  Oversee (directly or indirectly) the work of Case Records staff to ensure an efficient operation based on departmental policies ,procedures, and expectations on a daily basis.

27.  Oversee staff involved in the legal resolution of criminal charges and detainers pending against offenders in California and other State and Federal jurisdictions to comply with statutory requirements and agreements utilizing departmental policies/regulations, laws, etc. on an as needed basis.

28.  Provide written or verbal responses to inmate and public inquiries regarding Case Records related matters utilizing applicable laws and administrative standards on a daily basis.

29.  Analyze/research legal issues to ensure departmental compliance with laws, regulations, policies, etc. utilizing available legal resources (e.g., Penal code, case law, legislation etc.) including consulting with Office of Legal Affairs on a daily basis.

30.  Calculate inmate and parolee release and discharge dates to ensure compliance with sentencing laws utilizing the release date calculator program, SOMS, statute etc. on a daily basis.

31.  Identify current and future Case Records needs to ensure adequate resources utilizing tracking systems, surveys, and reports under the direction of the Chief of Case Records Services.

32.  Provide advice to Case Records staff on Board of Parole Hearing’s (BPH’s) policies/procedures and implementation of BPH’s decisions to maintain accuracy, consistency and functionality within Case Records operations utilizing BPH’s regulations, decisions, laws, etc. on a daily basis.

33.  Assist field Case Records staff with complex/sensitive cases for the accurate recording of offender’s statute utilizing SOMS as required.

34.  Provide guidance regarding legal mandates to assist Case Records staff with notifications, registrations, court-ordered testing requirements, etc. utilizing departmental procedures, regulations and statute on a daily basis.

35.  Work with Case Records staff to ensure inmates/parolees are appropriately committed to CDCR pursuant to the Public Safety Realignment Laws.

36.  Collaborate with the Department of Justice and other agencies to provide technical and functional supervision to Case Records operations in matters related to the criminal identification process utilizing finger print cards, live scan, California Law Enforcement Telecommunications System (CLETS), etc. as needed.

37.  Develop advanced technological systems to ensure greater efficiency and standardization for Case Records operations and collaborate with Enterprise Information Systems (EIS) utilizing subject matter experts under the direction of the Chief of Case Records Services.

38.  Implement advanced technological systems to ensure greater efficiency and standardization for Case Records operations utilizing user guides under the direction of the Chief of Case Records Services.

39.  Review individual electronic central files to ensure compliance with laws/policies/regulations utilizing SOMS as requested by attorneys, law enforcement agencies, departmental staff, etc.

40.  Participate in the employee corrective/discipline process (e.g., verbal/written counseling, Letter of Instruction, adverse action, etc.) to improve employee performance or address substandard performance utilizing California Department of Human Resources [CalHR] rules, Departmental policies/regulations, etc. on an as needed basis.

41.  Facilitate the hiring process by participating in interviews of potential candidates to fill identified vacant position(s) utilizing effective communication skills, State and Departmental hiring forms in accordance with Departmental hiring policies/ procedures, CalHR rules, etc.

42.  Evaluate the performance of Case Records staff to comply with standard employment policies and ensure efficiency by reviewing completion of assigned duties, Individual Development Plans (IDPs) recognizing special achievement/awards, etc. on an as needed basis.

43.  Oversee Case Records staff attendance to ensure accuracy in reporting time usage utilizing basic supervision/managerial skills, laws, rules, regulations, etc. on a daily basis.

44.  Maintain a positive work environment for Case Records staff to produce a productive and happy employee utilizing guidelines mandated by departmental policies, State and Federal laws, etc. on an as needed basis.

45.  Prepare written documents (policies/procedures, regulation changes, Budget Change Proposals [BCPs], etc.) for the Department to provide information to CDCR staff, outside agencies, offenders, public, etc. utilizing effective written communication skills, staff expertise, research, etc. as required.

46.  Participate in meetings/committees/task forces for the Department to plan, develop and implement projects, policies/procedures utilizing effective communication skills, staff expertise, court mandates, etc. as directed by the Chief of Case Records Services.

47.  Project budget expenditures for Case Records units to ensure expenditures are within budget allocations utilizing spreadsheets, invoices, contract obligations, etc. on an as needed basis.

48.  Track budget expenditures for Case Records units to ensure expenditures are within budget allocations utilizing spreadsheets, invoices, contract obligations, etc. on an as needed basis.

49.  Assume responsibility of the Case Records operations for the Chief of Case Records in his/her absence to respond to urgent situations, maintain communication with executive staff, organize and direct staff in resolving critical issues utilizing decision making skills, effective communication, established policies/procedures, etc. on an as needed 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.  Advanced knowledge of determinate and indeterminate sentence and parole laws to identify sentencing errors and develop/implement Departmental policies and procedures.

K2.  Comprehensive knowledge of the classification process and purposes, activities, regulations, and functions of California Department of Corrections and Rehabilitations (CDCR), the Board of Parole Hearings (BPH), and the Department of Juvenile Justice (DJJ) to provide appropriate direction to Case Records staff and other agencies.

K3.  Basic knowledge of correctional administration principles and practices to manage the Case Records operations and interact with various divisions within/outside the Department.

K4.  Advanced knowledge of documents, forms, and processes used in the establishment, maintenance, control, and disposition of the offenders’ case to manage the Case Records operations and contribute towards CDCR’s mission.

K5.  Comprehensive knowledge of training techniques, methods, and planning to determine/implement appropriate training and meet the overall mission of CDCR.

K6.  Comprehensive knowledge of the Information Practices Act (information disclosure statues) to appropriately disclose and release information.

K7.  Comprehensive knowledge of CDCR’s automated record-keeping systems (e.g., Strategic Offender Management System [SOMS], Electronic Records Management System [ERMS] Boards Information Technology System [BITS], etc.) to enter, track and extract offender data.

K8.  Comprehensive knowledge of a manager’s/supervisor’s role in the Department’s Equal Employment Opportunity (EEO) Program and the processes available to meet EEO objectives to ensure a work environment free of discrimination.

K9.  Advanced knowledge of principles of effective supervision to direct and develop Case Records staff to accomplish the day-to-day operations.

K10.  Advanced knowledge of administrative processes involved in the legal resolution of criminal charges and detainers to provide direction to staff and ensure compliance with laws, rules, and regulations.

K11.  Advanced knowledge of research techniques to access information and resources.

K12.  Advanced knowledge of resource materials available to accomplish day-to-day tasks and achieve overall goals of the Case Records functions.

K13.  Comprehensive knowledge of interviewing techniques to comply with hiring laws and conduct compliance reviews.

K14.  Advanced knowledge of the appeals process to effectively respond to appeals and inquiries.

K15.  Advanced knowledge of proper security measures required to access Case Records databases and central files to maintain confidentiality, accountability, and integrity of the information.

K16.  Comprehensive knowledge of writing techniques to prepare accurate and concise correspondence and reports.

K17.  Advanced knowledge of the use of office equipment (e.g., release date calculators, computers, etc.) to accomplish the day-to-day activities.

K18.  Comprehensive knowledge of laws, rules, regulations, Departmental policies and procedures impacting the Case Records operations to ensure compliance and support CDCR’s mission.

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

Ability to:

A1.  Define, interpret, and take action on legal documents and court orders to ensure compliance.

A2.  Analyze inmate/parolee records and recognize/correct discrepancies to ensure compliance with mandated laws, rules, and regulations.

A3.  Prepare accurate and concise reports to complete required tasks.

A4.  Calculate arithmetical computations in order to calculate release/discharge/ hearing dates, prepare Budget Change Proposals, etc.

A5.  Prioritize workload and meet deadlines to accomplish the day-to-day operations.

A6.  Communicate at an appropriate level required to follow oral and written instructions in completing daily tasks.

A7.  Formulate sound decisions and recommendations to manage the Case Records operations and contribute towards California Department of Corrections and Rehabilitation’s (CDCR) mission.

A8.  Provide criminal identification services necessary to the administration of CDCR to assist other agencies.

A9.  Disseminate technical information related to the statewide Case Records systems to administrative, legislative, and judicial agencies, attorneys, and the general public.

A10.  Learn, understand, retain, and recall a broad range of highly technical data and apply it to individual cases to provide guidance to field Case Records offices and ensure compliance with statutory requirements.

A11.  Follow oral and written instructions in order to complete assignments efficiently.

A12.  Communicate effectively with other staff, inmates, etc. to complete daily tasks.

A13.  Operate a personal computer to access, enter, and retrieve information.

 A14.  Progressively perform more difficult and analytical tasks in the correctional case recordkeeping process to provide guidance to Case Records staff.

A15.  Plan, organize, and direct the work of Case Records staff to accomplish daily work processes.

A16.  Plan and prepare personnel, equipment, and supply budgets to ensure sufficient resources are available for daily operations.

A17.  Contribute effectively to the Department’s Equal Employment Opportunity (EEO) objectives to ensure a work environment free of discrimination.

A18.  Plan, organize, and administer a major program of department wide scope in support of CDCR’s mission.

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