BACKGROUND INFORMATION
Date of Study: May 15, 2006 – May 17, 2006
Collective Bargaining Identification: M01
Job Analysis Conducted By: Lisa D. John, Selection Analyst, Office of Workforce Planning and Selection
Number of Incumbents: There is 1 incumbent in this classification per the State Controller’s Office Filled/Vacant Position Report dated April 2006.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Act as an administrative and technical consultant and advisor to others (e.g., Executive, staff, other governmental agencies, court officers, law enforcement agencies, attorneys, judges, etc.) in order to communicate the processes and needs of case records, etc. utilizing personal knowledge, various databases (e.g., OBIS, RSTS, DDPS, etc.) on a daily basis.
2. Act as a liaison between the Department and related governmental agencies (e.g., city, county, State, and Federal), courts, legislators, and other persons in order to communicate on offender records related matters (e.g., application of sentence and parole laws, control of prisoners in institutions and on parole, systems operation and management, etc.) utilizing personal knowledge, laws, rules and regulations, various databases (e.g., OBIS, RSTS, DDPS, etc.) on a daily basis.
3. Analyze various legal documents and issues (e.g., offender case records, aggravations, and limitations, subpoenas and collateral court orders, appellate court decisions, etc.) in order to properly record offenders sentence, provide field records offices with direction and technical information needed, etc. utilizing effective written and verbal communication skills, internet, research techniques, laws, rules, regulations, various databases (e.g., OBIS, RSTS, DDPS, etc.) on a daily basis.
4. Research various legal documents and issues (e.g., offender case records, aggravations, and limitations, subpoenas and collateral court orders, appellate court decisions, etc.) in order to properly record offenders sentence, provide field records offices with direction and technical information needed, etc. utilizing effective written and verbal communication skills, internet, research techniques, laws, rules, regulations, various databases (e.g., OBIS, RSTS, DDPS, etc.) on a daily basis.
5. Analyze and interpret appropriate laws, rules, regulations, Departmental policies and procedures, administrative standards/policies, and provisions of applicable court decisions/commitment orders, etc. in order to disseminate direction/ information out to the field, ensure uniform case records application, processing, maintenance, and control of offenders records within the departmental records system and accuracy and content of local records and for accuracy of sentence, parole, and release date calculations, etc. utilizing personal knowledge, laws, rules, regulations, Departmental policies and procedures, administrative standards/ policies and provision of applicable court decisions/commitment orders, etc. on a daily basis.
6. Calculate offenders release and discharge dates, applying credits and enhancements, sentence, parole, BPH decisions, and release data in order to appropriately release/ discharge offenders, etc. utilizing personal knowledge, court decisions, laws, rules regulations, Departmental policies and procedures, calculator, forms, etc. as needed.
7. Certify departmental offender records (e.g., warrants, legal documents, case records, etc.) in order to comply with subpoenas, court orders, litigation, etc. utilizing personal knowledge, official certification stamp, embossing seal, etc. as needed.
8. Conduct compliance reviews of the various case records operations in order to maintain, and control offenders records, identify and resolve deficiency, ensure uniform case records operations, etc. utilizing compliance tool form, personal knowledge, laws, rules, regulation, Departmental policies and procedures, etc. on an as needed basis.
9. Develop research projects (e.g., advanced technological systems, calculation forms, automation, staffing, etc.) in order to identify future needs, etc. utilizing statistics, protocols, laws, rules, and regulations, etc. on an as needed basis.
10. Oversee research projects (e.g., advanced technological systems, calculation forms, automation, staffing, etc.) in order to identify future needs, etc. utilizing statistics, protocols, laws, rules, and regulations, etc. on an as needed basis.
11. Advise Case Records Staff regarding Board of Parole Hearings (BPH) policies and procedures, minutes, and interpretation, research, analysis, and implementation of BPH’s decisions in order to maintain a uniform case records operations, comply with BPH’s regulations and decisions, etc. utilizing BPH’s regulations and decisions, laws, rules, regulations, etc. on a daily basis.
12. Oversee staff in the appropriate administrative processes involved in the legal resolution of criminal charge and detainers pending against offenders in California and other State and Federal jurisdictions in order to comply with statutory requirements and agreements, public safety, releasing to authorities, etc. utilizing Departmental policies and procedures, laws, rules, regulations, Interstate Agreements on Detainers, etc. on an as needed basis.
13. Monitor the case records operations and processes in order to ensure compliance with statutory requirements (e.g., notifications, registrations, and court-ordered testing requirements, DNA collections, restitution collections, etc.), notify appropriate agencies, public safety, etc. utilizing instructional memos, compliance reviews, court orders, laws, rules, and regulations, Department of Justice’s regulations, etc. on an as needed basis.
14. Assist others (e.g., staff, other agencies, law enforcement, etc.) in the criminal identification process in order to resolve mistaken identities, unlawful incarcerations, etc. utilizing fingerprints, photos, rap sheets, case records, etc. on an as needed basis.
15. Operate personal computers and access databases (e.g., central file tracking system, OBIS, RSTS, Distributed Data Processing Systems [DDPS], Automated Release Date Tracking Systems [ARDTS], Automated Transfer Systems [ATS], Law Enforcement Agency Distribution Systems [LEADS], CLETS, IPTS, etc.) in order to update offender information, research, effectively communicate verbally and in writing, respond to agency and public requests, provide training, Budget Change Proposals (BCPs), create reports, etc. utilizing inter/intranet, computer programs (e.g., Word, Excel, etc.), computer skills, operating knowledge, effective communication skills, etc. on a daily basis.
16. Train Case Records staff on offender record related matters, departmental case records record-keeping, statute, calculations, sentencing laws, etc. in order to develop a knowledgeable case records staff and ensure a uniform case records system, etc. utilizing training techniques, effective communication skills, personal knowledge, laws, rules and regulations, Departmental policies and procedures, conference calls, Instructional and Informational memos, DOM, etc. on a regular basis.
17. Review training materials/lesson plans (e.g., modules, etc.) developed and coordinated within the Division of Adult Parole Operations, Division of Adult Institutions, Board of Parole Hearings, etc. in order to approve training materials/lesson plans, accuracy and compliance with laws, rules and regulations, etc. utilizing laws, rules, and regulations, Departmental policies and procedures, personal knowledge, etc. on an as needed basis.
18. Develop Departmental Case Records policies and procedures in order to govern the departmental uniform case records system, to communicate with others (e.g., Division of Adult Institutions, Division of Adult Parole Operations, Board of Parole Hearings [BPH], etc.), implement policies and procedures, etc. utilizing personal knowledge, laws, rules, and regulations, Departmental policies and procedures, etc. on an as needed basis.
19. Administer Departmental Case Records policies and procedures in order to govern the departmental uniform case records system, to communicate with others (e.g., Division of Adult Institutions, Division of Adult Parole Operations, Board of Parole Hearings [BPH], etc.), implement policies and procedures, etc. utilizing personal knowledge, laws, rules, and regulations, Departmental policies and procedures, etc. on an as needed basis.
20. Represent the Department as the subject matter expert and custodian of records, in formal or informal settings, regarding legal proceedings, State Personnel Board hearings, workers compensation hearings, meetings, conferences, etc. in order to obtain and report information and/or represent the Department, to comply with court orders as an expert witness before Grand Jury and State and Federal courts, etc. utilizing personnel/investigative records, interpersonal communication skills, professionalism, personal expertise, case records knowledge, etc. as needed and/or upon request.
21. Oversee (directly or indirectly) the work of various Case Records Staff (e.g., CCR Administrators, Analysts, clerical staff, etc.) in order to comply with laws, rules and regulations, maintain integrity of the information on the offenders records, to ensure accurate work, processes are complete and accurate, etc. utilizing personal knowledge, effective communications skills, basic supervision skills, etc. on a daily basis.
22. Participate in the employee corrective/discipline process (e.g., verbal counseling, Employee Counseling Records, Letter of Instruction, adverse action, etc.) in order to improve employee performance or address issues of substandard performance, etc. by utilizing various resources (e.g., MOU, SPB laws, rules and regulations, Departmental policies and procedures, etc.) on an as needed basis.
23. Facilitate the hiring process by participating in interviews, conducting appropriate reference checks, evaluating and recommending candidates to fill identified vacant position(s) utilizing interpersonal communication skills, various state and Departmental forms (e.g., Std 647, etc.) in accordance with the Departmental hiring policies and procedures, SPB laws, rules and regulations, etc. on an as needed basis.
24. Evaluate the standard performance of Case Records staff by reviewing completion of assigned duties, recognizing special achievement/awards, Upward Mobility, Individual Development Plan, etc. in order to comply with standard employment policies, departmental policies and procedures, etc. utilizing effective communication skills, standard personnel practices, departmental forms, etc. on an as needed basis.
25. Oversee Case Records staff attendance (e.g., sick leave usage, vacation requests, etc.) by approving and monitoring, etc. in order to produce an effective workforce and maintain positive morale, etc. utilizing effective communication skills, basic supervision/managerial skills, State laws, rules and regulations, MOUs, Departmental policies and procedures, etc. on a daily basis.
26. Advise Case Records staff on departmental policies and procedures regarding SPB and DPA laws and rules, etc. utilizing guidelines mandated by SPB and DPA under the Return to Work, Fitness for Duty, Family Medical Leave Act, Family School Partnership Act, Fair Labor Standards Act, Sexual Harassment Prevention, Equal Employment Opportunity, Employee Assistance Program, etc. utilizing effective communication skills, knowledge of standard employment policies and procedures, SPB and DPA laws, rules, regulation, etc. on an as needed basis.
27. Prepare written documents (e.g., policies and procedures, correspondence, memorandums, respond to grievances, DOM revisions, regulation changes, Bill Analysis, BCPs, etc.) in order to provide various data/information to staff/management, public, other legal agencies, offenders families, etc. utilizing effective written communication skills, staff expertise, research, written directives, DOM, Administrative Bulletins, etc. as required.
28. Participate in various meetings/committees/teams/task forces etc. in order to plan, develop and implement projects, policies and procedures, provide two-way communication with various departments, recommendations, etc. utilizing effective communication skills, staff expertise, professional knowledge and experience, court mandates, DOM, etc. on an as needed basis.
29. Project and track budget expenditures (e.g., office expenditures, monitor contract expenses, etc.) in order to ensure expenditures are within appropriate allocations, etc. utilizing spreadsheets, invoices, contract obligations, etc. on an ongoing basis.
30. Assume responsibility and accountability for the accurate interpretation of laws, administrative standards, court decisions related to processing, maintenance and control of offender records within the Departmental records system in order to comply with laws, rules and regulations, uniform case records, etc. utilizing laws, rules and regulations, Departmental policies and procedures, etc. on a daily basis.
31. Assume the responsibility of institutional operations support in the absence of the Chief/Operations Support (CEAIII) in order to ensure continued daily operations within various units within the Division of Adult Institutions, during urgent situations organize and direct a variety of staff in resolving the critical issues, etc. utilizing appropriate staff, effective communication skills, established policies and procedures, effective managerial skills, 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. Comprehensive knowledge of sentencing, parole, and credit earning laws in order to provide appropriate direction to the case records staff statewide, respond to contacts from attorneys/judges/others, ensure offender’s commitments are recorded properly, released and discharged on time, ensure timely Board of Parole Hearings, identify sentencing errors, develop Departmental policies and procedures, etc.
K2. Comprehensive knowledge of the inmate classification process and purposes as it relates to case records processing in order to apply appropriate work credits, writing policies and procedures, etc.
K3. Expert knowledge of CDCR’s overall activities, responsibilities, and general functions in order to effectively communicate to others, develop Departmental policies and procedures, etc.
K4. Expert knowledge of administrative principles and practices in order to manage the case records operations, to interact with various divisions in the Department and other agencies, etc.
K5. Expert knowledge of documents, forms, and processes used in the establishment, maintenance, control, and disposition of the offenders’ case in order to process offender movement and determine release/discharge dates, effectively communicate to others, identify impacts of new legislation and court decisions, manage the case records operations, contribute towards the CDCR’s mission, etc.
K6. Intermediate knowledge of training techniques, methods and planning in order to determine training needs, implement training programs, evaluate training results, ensure a qualified workforce, provide opportunity for upward mobility and meet the overall mission of the CDCR, etc.
K7. Comprehensive knowledge of information disclosure statutes in order to appropriately disclose and release information, etc.
K8. Comprehensive knowledge of CDCRs’ automated record-keeping systems (e.g., Offender Based Information System [OBIS], Automated Release Date Tracking System [ARDTS], Revocation Scheduling and Tracking System [RSTS], CA Law Enforcement Telecommunications System [CLETS], Distributed Data Processing System [DDPS], etc.) in order to track release dates, notification and registration requirements, restitution, and other agency warrants, testing requirements, enhance existing systems as needed, etc.
K9. Comprehensive knowledge of the manager/supervisor’s role in the Department’s Equal Employment Opportunity Program and the processes available to meet EEO objectives in order to ensure a discriminate-free work environment.
K10. Comprehensive knowledge of principles of effective supervision in order to direct and develop Case Records staff and strengthen their abilities, and accomplish the day-to-day operations, etc.
K11. Comprehensive knowledge of the role, purpose, policies and procedures of the Board of Parole Hearings (BPH) in order to appropriately determine the offender’s status, meet time constraints, comply with BPH decisions, apply time assessments, etc.
K12. Comprehensive knowledge of the personnel laws, rules and regulations (e.g., FMLA, EAP, Fair Labor Standards Act, Family School Partnership Act, Sexual Harassment Prevention, grievances, MOUs, etc.) in order to comply with laws, rules and regulations, and maintain a harassment-free work environment, etc.
K13. Advanced knowledge of math computations in order to calculate release dates (e.g., Parole discharge dates, offender release dates, BPH hearing dates, etc.), prepare BCPs, workload analysis, etc.
K14. Broad knowledge of research techniques in order to access information and resources, etc.
K15. Expert knowledge of the various resource materials available to utilize in order to accomplish day-to-day and the overall goals of the case records functions, etc.
K16. Extensive knowledge of interviewing techniques in order to conduct a compliance review, hiring interviews, etc.
K17. Advanced knowledge of the appeals process in order to effectively respond to appeals, inquiries, effectively communicate case information to staff and assist staff in effectively communicating with offenders, etc.
K18. Expert knowledge of proper access of case records databases and central file security in order to ensure records department deals with security measures appropriately, maintain confidentiality and integrity of the information, accountability, etc.
K19. Expert knowledge of writing techniques in order to prepare correspondence, accurate and concise reports, etc.
K20. Advanced knowledge of administrative processes involved in the legal resolution of criminal charges and detainers (e.g., court orders, warrants/detainers, removal orders, Interstate Agreement on Detainers, etc.) in order to provide direction to staff, comply with laws, rules and regulations, public safety, etc.
K21. Advanced knowledge of the use of office equipment (e.g., release date calculators, computers, etc.) in order to accomplish the day- to-day activities, etc.
K22. Expert knowledge of laws, rules, regulations, Departmental policies and procedures pertaining to and those impacting the case records operations in order to accomplish the day-to-day operations, provide appropriate direction to staff and others, develop policies and procedures, to ensure coordination with other divisions and law enforcement agencies, etc.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Skill to:
S1. Skill in analyzing, interpreting, and taking action on legal documents, court orders and offender records, etc. in order to identify sentencing discrepancies, resolve discrepancies and irregularities within offender records, properly record offender’s commitments, calculate release/discharge date, comply with court orders, appropriately identify offender, ensure appropriate incarceration, etc.
S2. Skill in interpreting and applying laws, rules and regulations, Departmental policies and procedures in order to comply with required mandates, etc.
S3. Skill in effectively preparing/reviewing accurate and concise reports in order to effectively communicate to others, document critical historical data/information, anticipate future needs, respond to management requests, etc.
S4. Skill in making arithmetical computations in order to develop BCPs, statistics, Bill Analysis, etc.
S5. Skill in prioritizing workload and meet deadlines in order to maintain and manage a multifaceted operation, etc.
S6. Skill in effectively communicating (verbal and written) in order to provide information and direction, prepare correspondence, train staff, promote and maintain confident and cooperative relationships with others, to meet the Department’s vision, values, mission, goals and objectives, to promote collaborative participation and enhance morale and productivity, etc.
S7. Skill in operating office equipment (e.g., fax, personal computer, calculators, databases, etc.) in order to access, enter, and retrieve information, to accomplish the day-to-day operations, etc.
S8. Skill in progressively performing more difficult and analytical tasks in the correctional case record-keeping process in order to provide assistance to the field and work in conjunction with other agencies and divisions, ensure appropriate incarcerations and departmental jurisdiction, comply with court orders, etc.
S9. Skill in planning, organizing, and directing the work of subordinate staff in order to achieve the day-to-day operations and to comply with laws, rules and regulations, etc.
S10. Skill to effectively contribute to the Department’s equal employment opportunity objectives (e.g., respectable treatment of people, sexual harassment prevention, discrimination prevention, etc.) in order to ensure a harassment-free work place environment and create and maintain an equitable work environment, etc.
S11. Skill in planning, organizing, and administering a major program of division-wide scope in order to comply with legal mandates, meet the Department’s vision, values, mission, goals and objectives, etc.
S12. Skill to reason logically, make sound decisions and recommendations, creatively use a variety of analytical techniques and resources to complete work assignments and resolve complex operational and supervisory/managerial problems and provide appropriate recommendations to managers in accordance with the Department’s vision, values, missions and goals, etc.
S13. Skill to demonstrate the methods and techniques of supervision/management (e.g., provide direction and training to staff, counseling and appropriate performance evaluations, employee relations, work scheduling and administrative practices, conflict resolution, maintaining excellent hiring practices, etc.) in order to ensure a productive work force and a harassment-free work environment, etc.
S14. Skill to provide leadership in all situations in order to promote and maintain the Departmental vision, values, mission, goals and objectives, develop an efficient and productive work force, lead a taskforce, etc.
S15. Skill to provide training to staff in order to create a knowledgeable work force, to enable staff to produce quality work and to enhance and/or provide upward mobility opportunities, etc.
S16. Skill to project, plan and prepare for future needs (e.g., budgets, staffing, overtime, training, equipment, supplies, etc.) in order to ensure adequate resources to maintain/manage a case records operation, etc.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Ability to accurately analyze situations/issues in order to accomplish the day-to-day tasks and the overall operations of the Records Department, etc.
A2. Ability to learn, understand, retain, and recall a broad range of highly technical data in order to apply it to individual cases, accomplish the day-to-day tasks and the overall operations of the Records Department, provide information, and make sound decisions and recommendations, etc.
A3. Ability to follow verbal and written direction/instructions in order to accomplish the day-to-day tasks and the overall operations of the Records Department, meet the Department’s vision, values, mission, goals and objectives, etc.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Special Personal Characteristics:
SPC1. Capacity for assuming progressively greater responsibility in order to accomplish the day-to-day tasks and the overall operations of the Records Department, meet the Department’s vision, values, mission, goals and objectives, etc.
SPC2. Tact in order to effectively communicate and interact with others without causing conflict, etc.
SPC3. Patience in order to deal with problematic issues, etc.
SPC4. Leadership qualities in order to provide guidance to others, setting an example for others while being held to a higher standard, etc.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Working Conditions:
WC1. Willingness to work in a variety of correctional settings.
WC2. Willingness to work various hours, holidays, and on call to report for duty at any time an emergency arises or as needed.
WC3. Willingness to read and use potentially graphic or discomforting information located within central files, and when testifying in court settings.
WC4. Willingness to maintain a satisfactory record as a law-abiding citizen to effectively perform the duties of the job.
WC5. Willingness to travel throughout the state and in isolated areas for short periods (e.g., two to three days at a time) and/or extended periods of time (e.g., five or more days at a time).
WC6. Willingness to abide by and adhere to departmental safety and security policies and procedures/provisions.
WC7. Willingness to accept constructive criticism and corrections in order to work cooperatively with others.
WC8. Willingness to comply with tuberculosis screening requirements.
WC9. Willingness to consistently demonstrate the following characteristics during employment with the California Department of Corrections and Rehabilitation: reliability, punctuality, honesty, integrity, empathy towards others, and maintain a calm and professional demeanor without extreme emotional reactions.
WC10. Willingness to have and maintain a neat personal appearance and hygiene.
WC11. Willingness to interact professionally by promoting positive, collaborative, working relations among others (e.g., public, contract staff, offenders, and other agency personnel, etc.) from a wide range of cultural backgrounds or lifestyles in the course of completing work tasks and assignments.
WC12. Willingness to participate in departmental legal activities (e.g., expert witness, defendant, material witness, etc.)
WC14. Willingness to provide instruction or oversight regarding departmental policies, procedures, standards, and practices to others (e.g., employees, outside consultants, and/or members of the public, etc.)
WC15. Willingness to respond to changes in the workplace in a positive, professional manner.
WC16. Willingness to work in a team environment to complete assigned work tasks.
WC17. Willingness to accept calculated risks and make necessary decisions.
WC18. Willingness to work in a high volume fast paced environment to effectively perform the duties of the job.
WC19. Willingness to wear safety equipment (e.g., protective vests, whistles, etc.).
WC20. Willingness to work around peace officers armed with chemical agents and/or weapons.
WC21. Willingness to apprise management of situations, actively participate and voice concerns along with possible resolutions in a tactful manner.
KSAPCs highlighted in bold text are not currently on the SPB classification specification