BACKGROUND INFORMATION
Date of Study: December 7, 2004; December 8, 2004; December 10, 2004
Collective Bargaining Identification: R04
Job Analysis Conducted By: Libby Beall, Associate Personnel Analyst, Office of Workforce Planning and Selection
Number of Incumbents: There are 11 incumbents in this classification per Department of Corrections Filled/Vacant Position Report dated October 2004.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Screen incoming correspondence (e.g., memoranda, letters, reports, issue papers, personnel actions, etc.) to prioritize, identify projects to be completed, enter into logging/automated tracking system, determine what actions to be taken, copy correspondence, distribute to appropriate staff, etc., utilizing tickler file, logging/automated tracking system, personal computer, personal knowledge/expertise, standard office procedures, etc. on a daily basis.
2. Follow up with staff assignments (e.g., Directorate, Executive Staff, Regional Administrators, Wardens, other external control agencies, etc.) to ensure that deadlines are met, projects are completed, etc. utilizing communication skills, personal computer, secretarial handbook, logging/automated tracking system, tickler file, personal knowledge/ expertise, standard office procedures etc. on a daily basis.
3. Assemble incoming/outgoing correspondence for Deputy Director/Assistant Director/Warden review with appropriate background material attached for reference, to determine action, type of response, delegate to appropriate staff for response, etc. utilizing personal knowledge/expertise, personal computer, standard office procedures, etc. on a daily basis.
4. Compose correspondence (e.g., memoranda, letters, e-mail, etc.) for Deputy Director/Assistant Director/Warden signature in order to communicate information, assist Deputy Director/Assistant Director/Warden with routine correspondence, etc., utilizing personal computer, staff expertise, departmental policies and standard office procedures, etc., on a daily basis.
5. Review outgoing correspondence (e.g., reports, memoranda, letters, issue papers, etc.) prepared by staff for Deputy Director/Assistant Director/Warden signature, to ensure consistency by proofreading for format, grammatical construction, errors, and clarity of documents, utilizing communication skills, departmental policies and standard office procedures, personal knowledge/expertise, personal computer, etc., on a daily basis.
6. Attend meetings/conferences/seminars to assist the facilitator, ensure room is set up appropriately (e.g., video/audio equipment is operational, arrangement of tables and chairs, etc.) greet attendees, distribute handouts, take minutes, etc., utilizing communication skills, personal knowledge/expertise, laptop, etc. as directed by the Deputy Director/Assistant Director/Warden.
7. Transcribe notes into minutes in order to provide attendees and others with a written record of the meeting, which may include assignments/projects, due dates, etc. utilizing departmental policies and procedures, personal computers, copier, e-mail, fax, communication skills, etc. as needed.
8. Screen visitors to address inquiries (e.g., conference room location, complaints, inmate/family issues, etc.), in order to assist with custom service, refer to appropriate staff/department, etc. utilizing communication skills, personal knowledge/expertise, departmental policies and standard office procedures, etc. on a daily basis.
9. Screen telephone calls to address inquiries (e.g., media, Governor’s Office, Legislature, incident reports, complaints, inmate/family issues, etc.), in order to assist with custom service, refer to appropriate staff/department, etc. utilizing communication skills, personal knowledge/expertise, departmental policies and standard office procedures, etc. on a daily basis.
10. Provide information on departmental programs/procedures/policies (e.g., secretarial handbook, Penal Code, Department Operations Manual, California Code of Regulations, Administrative Bulletins, etc.) to staff/public in order to ensure compliance with laws, rules, regulations, departmental policies and procedures, provide current information, etc. utilizing communication skills, laws, rules, regulations, departmental policies and procedures, staff expertise, etc. as needed.
11. Arrange meetings/conferences/seminars for Deputy Director/Assistant Director/Warden to bring together staff in order to share information, review policies related to departmental issues, assign/develop work groups, etc. utilizing personal computer, communications skills, standard office procedures, etc. as directed by Deputy Director/Assistant Director/Warden.
12. Prepare agenda for meetings/conferences/seminars (e.g., Warden’s, budgets, weekly/monthly staff, reorganization, etc.), in order to prepare a list of information outlining items to be discussed, considered, and/or acted upon, to comply with laws, rules, regulations, departmental policies and procedures, etc. utilizing personal computer, communications skills, personal knowledge/expertise, laws, rules, regulations, departmental policies and procedures, etc. as directed by Deputy Director/Assistant Director/Warden.
13. Relieve the Deputy Director/Assistant Director/Warden of routine office details (e.g., public/staff inquiries, routine requests for information from staff, purchasing office supplies and equipment, etc.) in order to maintain office production, allow effective use of time, etc., utilizing personal knowledge/expertise, standard office procedures, communication skills, etc., on a daily basis.
14. Maintain administrative files (e.g., memoranda, letters, reports, issues papers, etc.) in order to ensure materials are available for future references, retrieve for future assignments/projects/meetings, comply with laws, rules, regulations, departmental policies and procedures, etc., utilizing personal knowledge/expertise, communication skills, laws, rules, regulations, departmental policies and procedures, etc. as needed.
15. Develop desk procedures in order to maintain office production, assist new employee in training and office protocol, standardization, etc., utilizing personal knowledge/expertise, communication skills, standard office procedures, departmental policies and procedures, etc. as needed.
16. Make travel arrangements for Deputy Director/Assistant Director/Warden and staff in order to assist in their travel needs (e.g., airline reservations, ground transportation, hotel accommodations, etc.), facilitate their attendance at meetings/conferences/seminars, etc., utilizing personal knowledge/expertise, communication skills, standard office procedures, departmental policies and procedures, etc. as needed.
17. Operate office equipment (e.g., personal computers, faxes, copiers, calculators, etc.) in order to disseminate information, complete work assignments, prepare documents for meetings/conferences/ seminars, prepare/process timesheets, prepare/process travel expense claims, comply with laws, rules, regulations, departmental policies and procedures etc., utilizing personal knowledge/expertise, communication skills, laws, rules, regulations, departmental policies and procedures, etc. on a daily basis.
18. Provide secretarial coverage for the Regional Offices, Director’s Office, or Youth and Adult Correctional Agency in order to assist with temporary office support, maintain office production, etc. utilizing a list of qualified staff and coordinating with respective supervisor, communication skills, standard office, procedure, etc. as needed.
19. Enter correspondence (e.g., memoranda, letters, reports, issue papers, personnel actions, etc.) into logging/automated tracking system to ensure that deadlines are met, staff assignments/projects are completed, to document receipt of correspondence, etc. utilizing communication skills, personal computer, secretarial handbook, logging/automated tracking system, tickler file, personal knowledge/expertise, standard office procedures etc. on a daily 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 modern office methods (e.g., filing system, desk procedures, tickler file, logging/automated tracking systems, etc.) to maintain and retrieve information, train staff, respond to inquiries from staff/public, to complete work assignments, etc.
K2. Intermediate knowledge of office supplies (e.g., forms, file folders, writing instruments, first aid kit, furniture, etc.) in order to maintain inventory of office supplies and ensure that the office is efficiently operating.
K3. Advanced knowledge of office equipment (e.g., copiers, fax, telephones, personal computers, shredders, etc.) in order to operate and maintain the equipment, disseminate information to staff and others, facilitate work assignments, etc.
K4. Advanced knowledge of office procedures (e.g., program, department operations, etc.) in order to facilitate work assignments, alleviate Deputy Director/Assistant Director, Regional Administrator/Warden of routine office duties, disseminate information to staff and others, etc.
K5. Advanced knowledge of business English/correspondence in order to proofread, grammatical construction, errors, and clarity of documents, effectively communicate with staff and others, etc.
K6. Intermediate knowledge of principles of office management (e.g., supplies, equipment, forms, special events, meetings/conferences/ seminars, etc.) in order to ensure equipment is maintained and operational, coordinate office moves, organize office functions, etc.
K7. Intermediate knowledge of arithmetic computations in order to complete various office forms and tasks (e.g., process/complete timesheets, travel advance, travel expense claims, purchase orders, mileage forms, etc.).
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Skill to:
S1. Skill to type at a speed of 45 words per minute in order to effectively complete work assignments, type correspondence, transcribe minutes, disseminate information to staff and others, etc.
S2. Skill to effectively provide written, oral, functional direction to other support staff in order to ensure completion of required work duties, train support staff, communicate information, etc.
S3. Skill to perform difficult clerical work in order to identify and process sensitive/confidential information and complete work assignments.
S4. Skill to keep difficult records (e.g., adverse action, letter of instructions, individual development plan, etc.) in order to maintain confidentiality and track documents.
S5. Skill to independently gather data in order to compose correspondence (e.g., memoranda, letters, reports, etc.) and assemble for Deputy Director/ Assistant Director/Regional Administrator/Warden review.
S6. Skill to independently carry out nonroutine administrative assignments (e.g., attend meetings, compose correspondence, provide orientation to new staff, etc.) in order to alleviate the Deputy Director/Assistant Director, Regional Administrator/Warden of nonroutine office details.
S7. Skill to handle with courtesy and tact a wide variety of public contacts (e.g. Governor’s Office, Legislature, other governmental entities, etc.) both on the telephone and in person in order to respond to inquiries, disseminate information, provide assistance, promote a positive work environment, and gain the cooperation of others.
S8. Skill to communicate effectively (written and orally) in order to provide assistance/direction to staff and others, exchange information, write reports/memoranda/letters, etc.
S9. Skill to understand and carry out directions of Deputy Director/ Assistant Director/Regional Administrator/Warden with a minimum of explanation in order to complete work assignments.
S10. Skill to analyze situations accurately and take effective action in order to determine the importance and respond to situations appropriately (e.g., complaints, fire drills, emergencies, staff issues, etc.).
S11. Skill to make accurate arithmetic computations in order to complete various office forms and tasks (e.g., process/complete timesheets, travel advance, travel expense claims, purchase orders, mileage forms, etc.).
S12. Skill to establish and develop written instructions and procedures in order to maintain office production, assist staff employee in training and office protocol, standardization, and complete routine office tasks.
S13. Skill to transcribe notes in order to summarize the topics of discussions and provide attendees and others with a written record of the meeting/conference/seminars.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Special Personal Characteristics:
SPC1. Demonstrate interest in assuming increasing responsibility
SPC2. Mature judgment
SPC3. Loyalty
SPC4. Poise
SPC5. Tact
SPC6. Discretion
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Working Conditions:
WC1. Willingness to work in a State correctional facility.
WC2. Willingness to respond to changes in the work environment in a positive, professional manner.
WC3. Willingness to promote positive, collaborative, professional working relations among co-workers.
WC4. Willingness to accept constructive criticism and respond appropriately.
WC5. Willingness to interact professionally with people (e.g., members of the public, contract staff, and other agency personnel) from a wide range of cultural backgrounds in the course of completing work tasks and assignments.
WC6. Willingness to work in a team environment.
WC7. Willingness to comply with departmental safety and security procedures.
WC8. Willingness to comply with tuberculosis screening requirements.
WC9. Willingness to consistently demonstrate the following characteristics during your employment with CDC: reliability, punctuality, honesty, empathy towards others, and maintain a calm and professional demeanor without extreme emotional reactions.
KSAPCs highlighted in bold text are not currently on the SPB classification specification