Job Analysis

JOB ANALYSIS: PRISON CANTEEN MANAGER II

BACKGROUND INFORMATION

Date of Study: August 6, 2018 – August 7, 2018

Collective Bargaining Identification: S12

Job Analysis Conducted By: Julie Amaro, Office of Workforce Planning, Department of Corrections and Rehabilitation

Number of Incumbents: There are 32 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated August 23, 2018.

EDITED TASK LISTING

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

Task Statements:

1.  Plan the workload of staff in the canteen operations (e.g., ordering, receipt, storage, inventory, etc.) in order to provide adequate quantities and an uninterrupted supply of merchandise for the institution utilizing Departmental policies and procedures, etc., on a daily basis.

2.  Direct the workload of staff in the canteen operations (e.g., ordering, receipt, storage, inventory, etc.) in order to provide adequate quantities and an uninterrupted supply of merchandise for the institution utilizing Departmental policies and procedures, etc., on a daily basis.

3.  Supervise the workload of staff in the canteen operations (e.g., ordering, receipt, storage, inventory, etc.) in order to provide adequate quantities and an uninterrupted supply of merchandise for the institution utilizing Departmental policies and procedures, etc., on a daily basis.

4.  Access various computers and automated systems (e.g., an inventory tracking system, etc.), in order to access, enter, change and retrieve canteen data and/or supplies, utilizing departmental computers, Departmental policies and procedures and various databases, on a daily basis.

5.  Manage canteen accounts (e.g., funds, ducats, special purchases, etc.) in order to adjust sale orders and complete transactions utilizing math skills, receipts, store inventory, laws, rules, regulations, Departmental policies and procedures, on a daily basis.

6.  Determine the types and quantities of commodities (e.g., merchandise, materials, supplies, equipment, etc.) to be ordered for the canteen in order to create an uninterrupted flow of materials without overstocking, ensure institutional security, utilizing record sales, needs and requests, surveys, Departmental policies and procedures, etc., on a daily basis.

7.  Purchase canteen commodities (e.g., merchandise, materials, supplies, equipment, etc.) for use and/or sale to inmates utilizing laws, rules, regulations, Departmental policies and procedures, as needed.

8.  Manage receipt of commodities (e.g., merchandise, materials, supplies, equipment, etc.), in order to establish an inventory, monitor the canteens, payment of invoices, etc., utilizing an automated database system, forms, Stock Received Reports (SRRs), laws, rules, regulations, Departmental policies and procedures, on a daily basis.

9.  Manage canteen merchandise from receipt through distribution in order to ensure proper rotation (first-in, first-out [FIFO]), meet the needs of the inmate population, ensure adequate on-hand inventory, etc., utilizing accepted warehousing methods, Departmental policies and procedures, on a daily basis.

10.  Price merchandise appropriately for sale to inmates in order to render each canteen self-supporting through established and mandated mark-up, utilizing laws, rules, regulations, Departmental policies and procedures, Inmate Welfare Fund (IWF), etc., as needed.

11.  Ensure proper rotation (FIFO) of all commodities by ensuring all merchandise is dated upon receipt in order to maintain the integrity of commodities utilizing received dates and used/best by dates, as needed.

12.  Oversee the delivery of commodities to various locations (e.g., canteens, living/housing units, etc.) in order to maintain stock levels and distribute canteen orders utilizing forms, material handling equipment (e.g., forklifts, pallet jacks, hand-trucks, etc.), Departmental policies and procedures, as needed.

13.  Prepare staff for canteen inventory counts to comply with IWF mandates to ensure accountability, stock availability and theft prevention utilizing inventory count sheets, Departmental policies and procedures, as needed.

14.  Participate in inventory audits to ensure compliance with IWF guidelines and regulations utilizing stock received reports and transfer records, as needed.

15.  Audit canteen inventory to comply with IWF mandates in order to ensure accountability, stock availability and theft prevention utilizing physical inventory reports, reconciliation reports, adjustment reports, Departmental policies and procedures, as needed.

16.  Maintain a professional rapport with vendors in order to ensure adequate inventory, sale prices, new merchandise, shipping/receiving, utilizing effective communication and interpersonal skills, as needed.

17.  Establish cooperative working relationships with others (e.g., inmates, vendors, staff, etc.) in order to meet the Department’s goals and objectives, promote communication and participation, enhance morale and productivity utilizing effective communication and interpersonal skills, on an ongoing basis.

18.  Maintain cooperative working relationships with others (e.g., inmates, vendors, staff, etc.) in order to promote communication, participation, enhance morale and productivity and meet the Department’s goals and objectives utilizing effective communication and interpersonal skills, on an ongoing basis.

19.  Inspect the canteens/warehouses in order to comply with Departmental Health and Safety, Environmental Health Survey, California Occupational Safety and Health Association (CAL-OSHA), etc. utilizing Departmental inspection checklists, Safety Data Sheets (SDS), professional experience, etc., as needed.

20.  Maintain a safe and secure environment in order to prevent potential disruptive situations from inmates utilizing effective communication skills, site observation, area searches and approved disciplinary actions, on a daily basis.

21.  Maintain accurate records in order to retain historical data, respond to appeals, inventory reconciliation, timekeeping and accountability for inmates working in the canteen utilizing computer data systems, paper filing system, Departmental policies and procedures, etc., on a continuous basis.

22.  Participate in various meetings, committees, teams, etc., in order to provide communication with others, represent the department, etc., utilizing effective communication skills, subject matter expertise and professional knowledge, as required.

23.  Prepare various written documents (e.g., reports, forms, correspondence, etc.) in order to provide data and information to others (e.g., staff, management, Regional Accounting Office, vendors, outside entities, etc.) utilizing Departmental computers, effective communication skills, Departmental policies and procedures, as required.

24.  Provide training to staff in order to develop a trained and efficient work force, provide a safe and secure environment utilizing effective communication, on the job training, individual and group instruction, etc., as needed.

25.  Reconcile inventory discrepancies in order to maintain an accurate record, identify theft, note damaged or spoiled items, etc., utilizing inventory methods, reports, computerized database systems in accordance with Departmental policies and procedures, as needed.

26.  Represent the Department in formal or informal settings regarding legal proceedings as subject matter experts in order to obtain and present information and represent the interest of the Department utilizing effective communication skills and professional expertise, as needed.

27.  Research inmate appeals and various canteen issues in order to gather information regarding requests from others (e.g., Inmate Advisory Council (IAC), inmates and staff, etc.) to ensure compliance utilizing laws, rules, regulations, Departmental policies and procedures, as required.

28.  Provide responses for inmate appeals and various canteen issues to others (e.g., Inmate Advisory Council, inmates and staff, etc.), to ensure compliance with laws, rules, regulations, Departmental policies and procedures utilizing effective written/verbal communication, as required.

29.  Schedule hours of operation to ensure inmates are provided access to the canteens while accommodating different programming needs, workload issues, and ensuring institutional security, etc., utilizing Departmental policies and procedures, as required.

30.  Oversee the cleanliness of the canteens/warehouses in order to comply with laws, rules, regulations, etc., utilizing various inspections (e.g., Departmental Health and Safety, Environmental Health Survey, CAL-OSHA, etc.), laws, rules and regulations, on a daily basis.

31.  Ensure accountability of canteen transactions by properly identifying inmates in order to minimize forgery and unauthorized purchases by verifying identification is recorded on various documents (e.g., canteen receipts, etc.) utilizing signatures, finger prints, CDCR photo identification, Departmental policies and procedures, as required.

32.  Provide coverage during the absence of canteen staff in order to meet the needs of the inmate population and/or institutional needs utilizing operational knowledge and experience, as needed.

33.  Establish expectations in the workplace in order to ensure compliance with Equal Employment Opportunity (EEO) rules and regulations utilizing Departmental policies and procedures and by providing training to staff, as needed.

34.  Monitor the workplace to ensure compliance with EEO rules and regulations utilizing supervision skills, professional knowledge, on a daily basis.

35.  Project supply demands in order to maintain an adequate inventory utilizing prior monthly sales reports, inmate population surveys, etc., as needed.

36.  Meet with the IAC in order to identify items that may be sold, removed, or swapped according to Departmental policies and procedures utilizing IAC meetings, sales history, inmate surveys, etc., as needed.

37.  Work with custody staff in order to maintain the safety and security of the institution and canteen operations utilizing staff resources and operational procedures, on a daily basis.

38.  Schedule merchandise deliveries as determined by product availability, warehouse space and product shelf life in order to maintain inventory utilizing stock on hand, purchasing documents and delivery schedules, on a monthly basis.

39.  Prepare various reports needed for canteen facilities to ensure adequate stock levels for inmate purchases utilizing current buying trends, sales reports, etc., on a weekly basis.

40.  Prepare monthly, mid-year and annual expenditure reports to ensure profit margin, inmate benefits and determine annual budget utilizing inmate population, past sales, etc., as required.

41.  Present recommendations to management regarding canteen operations (e.g., products to be sold, pricing, mark-up, and hours of operation) in order to provide inmates with needed commodities utilizing inmate surveys, inmate work/programming schedules, IAC recommendations, etc., as needed.

42.  Conduct hiring interviews in order to select potential candidates for employment within the institution utilizing structured questions pertaining to the specific classification, as needed.

43.  Provide management with recommendations from the hiring interview process in order to ensure the best possible candidate for the position is selected utilizing interview responses and candidate qualifications, supervisor reference checks, etc., as required.

44.  Prepare appropriate documentation to justify new/replacement equipment in order to obtain funding utilizing cost analysis, positive/adverse effect if equipment is not ordered or replaced, as needed.

45.  Purchase new/replacement equipment in order to maintain the canteen operations utilizing vendor information, the competitive bidding process, etc., as needed.

46.  Analyze situations effectively in order to ensure security and take effective action when appropriate to ensure that Departmental policies and procedures are followed utilizing on the job training, in-service training, professional experience, etc., on a daily basis.

47.  Respond to inmate requests/appeals by interviewing inmates within the appropriate timeframes and researching the complaint in order to resolve the issue at the lowest level possible utilizing effective communication skills, Departmental policies and procedures, as needed.

48.  Monitor budget allotments in order to avoid over spending of allocated funds utilizing purchase orders, purchase order logs, SRRs, amendments, etc., on an ongoing basis.

49.  Provide disciplinary action to staff at the appropriate level to provide direction, prevent inappropriate behavior, correct insufficient job performance utilizing the disciplinary matrix, Departmental policies and procedures, etc., as needed.

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 methods and practices of purchasing to ensure accuracy and timely receipt of product.

K2.  Comprehensive knowledge of methods and practices of merchandising to ensure a high volume of sales to maintain the operation of the canteen.

K3.  Comprehensive knowledge of methods and practices of sales to ensure a high volume of sales that fulfills the demands of the inmates and maintains the profitable operation of the canteen.

K4.  Comprehensive knowledge of methods and practices in receiving merchandise to maintain accountability of commodities.

K5.  Comprehensive knowledge of methods and practices in storing merchandise to protect against losses (e.g., theft, spoilage, damage, etc.).

K6.  Comprehensive knowledge of inventory methods and practices necessary to maintain a high degree of accountability.

K7.  Comprehensive knowledge of principles and practices of supervision to ensure that proper policies and procedures are followed.

K8.  Comprehensive knowledge of a manager’s role in the Equal Employment Opportunity (EEO) Program and the processes available to meet equal employment objectives.

K9.  Comprehensive knowledge of mathematics to accurately perform calculations to establish and/or maintain merchandise records.

K10.  Comprehensive knowledge of canteen operations to provide an uninterrupted flow of commodities and supplies to the offender population within budgetary limitations.

K11.  Comprehensive knowledge of the principles of effective communication (verbal and written) to effectively communicate and provide conflict resolution.

K12.  Comprehensive knowledge of operating office equipment (e.g., personal computers, typewriters, copiers, calculators, etc.) in order to effectively maintain an automated record keeping system, produce reports and inventory control.

K13.  Comprehensive knowledge of record keeping practices to maintain inventory accountability.

K14.  Comprehensive knowledge of health and safety practices to maintain a clean and safe work environment.

K15.  Comprehensive knowledge of methods and techniques to train an effective workforce.

K16.  Comprehensive knowledge of materials handling equipment (e.g., forklifts, pallet jacks, hand-trucks, etc.) to restock shelves and distribute goods.

K17.  Comprehensive knowledge of methods and practices in managing budget allotments to ensure adequate funding for Inmate Welfare Fund (IWF) functions.

K18.  Comprehensive knowledge of the Departmental policies and procedures to ensure that departmental guidelines are followed.

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

Ability to:

A1.  Ability to plan staffing needs to effectively run the canteen operations.

A2.  Ability to organize staffing needs to effectively run the canteen operations.

A3.  Ability to direct staffing needs to effectively run the canteen operations.

A4.  Ability to anticipate and estimate commodities, supplies and equipment in order to effectively run the canteen operations.

A5.  Ability to establish and maintain effective working relationships.

A6.  Ability to keep accurate records of canteen related activities (e.g., sales, receipts, etc.) for budget and audit purposes.

A7.  Ability to prepare reports to maintain accurate and concise records and to determine canteen needs.

A8.  Ability to promote socially acceptable behavior among staff and inmates to maintain safety and security of the institution.

A9.  Ability to analyze situations accurately and take effective action.

A10.  Ability to effectively contribute to the Department’s Equal Employment Opportunity Program.

A11.  Ability to follow verbal and written instructions in order to accomplish the daily tasks and the overall operations of the canteen.

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

Personal Characteristics:

PC1.  Demonstrate a sympathetic and objective understanding of persons under restraint.

PC2.  Demonstrate tact when providing information to staff, inmates and/or the public.

PC3.  Demonstrate poise to constructively handle the demands of the daily activities of the canteen and maintain cooperative relationships with others (e.g., staff, inmates, and/or the public, etc.).

PC4.  Demonstrate emotional maturity and stability to provide a positive example for staff and inmates and/or public.

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

Physical Characteristics:

PCH1.  Demonstrate sufficient strength, agility and endurance during stressful (physical, mental and emotional) situations encountered on the job without compromising the health, safety and well-being of self, staff, and inmates.

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