BACKGROUND INFORMATION
Date of Study: August 13, 2018 – August 17, 2018
Collective Bargaining Identification: R-01, Office and Allied
Job Analysis Conducted By: Frances Vasquez, Office of Workforce Planning, Department of Corrections and Rehabilitation
Number of Incumbents: There are 589 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated July 12, 2018.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Interpret court commitment orders and Board of Parole Hearing (BPH) decisions to calculate a parole date, controlling discharge date, and discharge review date utilizing policies, statutes and case laws, etc., in accordance with Governmental rules and regulations.
2. Review inmate/parolee criminal identification history file/rap sheet and fingerprint cards to properly record data utilizing California Law Enforcement Tracking System (CLETS), Electronic Records Management System (ERMS), etc., in accordance with Governmental rules and regulations.
3. Analyze inmate/parolee criminal identification history file/rap sheet and fingerprint cards to properly record data utilizing CLETS, ERMS, etc., in accordance with Governmental rules and regulations.
4. Analyze inmate/parolee legal documents to ensure the accuracy of inmates/parolees sentence (i.e., judicial and clerical) utilizing Abstracts of Judgment (AOJ), Minute Orders, sentencing transcripts, etc., in accordance with Governmental rules and regulations.
5. Determine proper conduct credit eligibility regarding prison commitment decisions to determine pre and post-sentence credits earned utilizing statutes, case laws, Strategic Offender Management System (SOMS), ERMS, etc., in accordance with Governmental rules and regulations.
6. Review credit eligibility regarding prison commitment and/or BPH decisions to ensure accuracy during various audits utilizing statutes, case laws, SOMS, ERMS, etc., in accordance with Governmental rules and regulations.
7. Check legal mandates prior to the release/discharge of inmate/parolee to ensure accuracy utilizing documents, SOMS, ERMS, etc., in accordance with Governmental rules and regulations.
8. Calculate release/discharge dates regarding inmate/parolee prison/jail commitment and/or BPH decisions to ensure accuracy of release/discharge dates utilizing calculation worksheets, calculators, SOMS, ERMS, Parole Violator Data Tracking System (PVDTS), etc., in accordance with Governmental rules and regulations.
9. Review data to determine life term dates utilizing statutes, laws, BPH decisions, Boards Information Technology System (BITS), etc., in accordance with Governmental rules and regulations.
10. Review system data, reports, and legal documents to record accurate information utilizing various forms, SOMS and ERMS, in accordance with Governmental rules and regulations.
11. Provide case record information to notify CDCR personnel, various governmental agencies, and other entities utilizing forms, data, legal documents, etc., in accordance with Governmental rules and regulations.
12. Certify copies of Penal Code (PC) 969(B) packets generated from SOMS and ERMS for possible sentencing utilizing AOJ, Minute Orders, fingerprint cards, etc., in accordance with Governmental rules and regulations.
13. Review individual case actions to meet court orders for revocations and Parolee-At-Large (PAL) utilizing PVDTS, SOMS, and ERMS, in accordance with Governmental rules and regulations.
14. Implement BPH/Parole Unit/court actions to determine/recalculate release and/or discharge dates utilizing mathematical calculations, Title 15, and PVDTS, in accordance with Governmental rules and regulations.
15. Serve as a liaison between CDCR personnel and/or various agencies to provide information related to sentencing and parole laws utilizing communication skills, correspondence, memorandums, etc., in accordance with Governmental rules and regulations.
16. Represent CDCR as a case record Subject Matter Expert (SME) to provide case records information before the Grand Jury, State and Federal courts, etc., utilizing SOMS, ERMS, and communication skills, in accordance with Governmental rules and regulations.
17. Respond to inmate/parolee appeals and inmate/parolee requests for interview regarding case records issues utilizing Inmate or Parolee Request for Interview, Item or Service (CDCR Form 22), Inmate Parolee Appeal (CDCR Form 602), and Request For Discharge Review Date / Controlling Discharge Date Documentation (CDCR 2202), in accordance with Governmental rules and regulations.
18. Update inmate credit received/loss program history to produce a release date utilizing SOMS, modification orders, and classification actions, in accordance with Governmental rules and regulations.
19. Act as a lead person to other case records staff to provide guidance utilizing expertise, communication skills, policies and procedures, etc., in accordance with Governmental rules and regulations.
20. Provide relevant information for inmate/parolee data to inform government agencies/community programs (i.e., housing, controlling discharge date, release date, etc.) utilizing SOMS, ERMS and PVDTS, in accordance with Governmental rules and regulations.
21. Identify sentencing errors to meet sentencing laws utilizing legal documents, Penal Code, statutes, case law, etc., in accordance with Governmental rules and regulations.
22. Refer sentencing errors to the Legal Processing Unit (LPU) and/or appropriate authority for resolution and clarification utilizing Penal Code, statutes, case law, etc., in accordance with Governmental rules and regulations.
23. Prepare various written and electronic documents to request and/or provide information to CDCR personnel and various agencies utilizing SOMS, ERMS, PVDTS, etc., in accordance with Governmental rules and regulations.
24. Provide training to staff to set expectations and awareness of case records functions utilizing interpersonal, communication, and leadership skills, in accordance with Governmental rules and regulations.
25. Participate in staff meetings to share information related to case records topics/issues utilizing teamwork and communication skills, in accordance with Governmental rules and regulations.
26. Attend required training to maintain current knowledge of policies and procedures utilizing various methods of instruction, communication, and analytical skills, in accordance with Governmental rules and regulations.
27. Compile statistical data to provide information to management and other departmental stakeholders utilizing policies and procedures, mathematical computations, and computer skills, in accordance with Governmental rules and regulations.
28. Contact the Department of Justice (DOJ) to update their Automated Criminal History System of new, additional, or corrected information related to inmate/parolee commitments utilizing CDCR Custody Cycle Corrections/Error form, in accordance with Governmental rules and regulations.
29. Conduct audits to meet mandated timeframes utilizing department policy and procedures (i.e., intake, transfer, pre-release, 10-day, etc.), in accordance with Governmental rules and regulations.
30. Review in-custody disciplinary actions to verify division and apply appropriate credit loss utilizing Rules Violation Report (RVR), SOMS, ERMS, Department Operations Manual (DOM), etc., in accordance with Governmental rules and regulations.
31. Review rap sheets for holds, warrants, and detainers (HWD) to determine unresolved arrest/court actions utilizing SOMS, ERMS, CLETS, etc., in accordance with Governmental rules and regulations.
32. Contact law enforcement agencies (i.e., courts, District Attorney [DA], probation, etc.) to resolve pending arrest/court actions for placement of potential detainers utilizing Penal Codes, SOMS, CLETS, ERMS, etc., in accordance with Governmental rules and regulations.
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. Basic knowledge of case law to accurately calculate dates.
K2. Basic knowledge of the classification process within the California Department of Corrections and Rehabilitation (CDCR) to complete audits and comply with policies, procedures and laws.
K3. Basic knowledge of correctional administration to interact with various departments in a correctional and/or parole setting.
K4. Basic knowledge of documents and forms contained in the central file (Electronic Records Management System [ERMS]) and Strategic Offender Management System (SOMS) to complete audits.
K5. Basic knowledge of the individual inmate/parolee central file (ERMS) and SOMS to calculate accurate parole and discharge dates.
K6. Basic knowledge of training tools to train support staff and other analysts.
K7. Basic knowledge of departmental instructional/informational memorandums, policies, administrative bulletins, and directives to properly apply case law to complete audits.
K8. Basic knowledge of information disclosure statutes to ensure the department’s security and public safety.
K9. Basic knowledge of applicable credits to complete audits, produce accurate release/discharge dates and ensure public safety.
K10. Basic knowledge of CDCR electronic record-keeping systems such as SOMS, ERMS, California Law Enforcement Tracking System (CLETS), etc., to track inmates/parolees, records, release/discharge dates and audit the information received from these systems.
K11. Basic knowledge of departmental policies (e.g., Penal Code, Title 15 and Departmental Operations Manual [DOM], etc.), to perform essential duties.
K12. Basic knowledge of specialized calculation tools (e.g., date calculator and automated calculation worksheets) to ensure accuracy of inmate/parolee release dates.
K13. Basic knowledge of mathematical concepts to accurately perform calculations.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Analyze legal documents to apply the information to individual cases, produce an accurate parole and/or discharge date, and record proper commitment/housing to ensure public safety.
A2. Analyze documents relevant to case records to calculate release/discharge dates.
A3. Prepare correspondence to accurately clarify discrepancies and request information for the central file Electronic Records Management System (ERMS).
A4. Make accurate mathematical calculations (e.g., release, discharge, hearing dates, etc.) to ensure proper application of case law.
A5. Prioritize to effectively manage casework and comply with policies and procedures.
A6. Make sound decisions related to case management to determine and implement effective and appropriate courses of action.
A7. Review rap sheets/criminal identification history to ensure the security of the Department and public safety.
A8. Learn, understand, retain, and recall a broad range of highly technical data to complete accurate audits.
A9. Effectively follow oral and written instructions to provide information, complete memos, letters, forms, and reports.
A10. Communicate effectively with other staff, inmates, and outside agencies to receive or provide information, complete memos, letters, forms and reports.
A11. Operate a computer to access, enter, update, provide, and retrieve information.
A12. Progressively perform more difficult and analytical tasks in the correctional case records process.
A13. Operate a date calculator to enter, update, and retrieve information.
A14. Analyze documents relevant to case records to recognize, report, and correct discrepancies/errors.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Personal Characteristics:
PC1. Capacity to assume progressively greater responsibility.
PC2. Communicate tactfully with others.
PC3. Capacity to perform under extreme pressure and high demands.
PC4. Flexibility to adapt to change.
PC5. Demonstrate professionalism.
KSAPCs highlighted in bold text are not currently on the SPB classification specification