Job Analysis

JOB ANALYSIS: PROCUREMENT AND SERVICES OFFICER II, CORRECTIONAL FACILITY

BACKGROUND INFORMATION

Date of Study: December 17, 2018 – December 18, 2018

Collective Bargaining Identification: S01

Job Analysis Conducted By: Ramishia Mckissick, Office of Workforce Planning, Department of Corrections and Rehabilitation

Number of Incumbents: There are 33 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated 11/2018.

EDITED TASK LISTING

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

Task Statements:

1.  Oversee the planning of the procurement operation and/or functions such as the purchasing program, property control, warehouse operation, canteen, etc. to verify the needs of the correctional facility are met utilizing departmental policies and procedures, Procurement Handbook, State Contracting Manual (SCM), Business Information Systems (BIS), etc. as required.

2.  Organize the procurement operation and/or functions to maintain efficient operation of the correctional facility utilizing BIS, departmental policies and procedures, Procurement Handbook, SCM, etc. as required.

3.  Supervise staff in the purchasing of materials, supplies, and equipment in order to maintain supplies on hand utilizing BIS, purchase orders, Request for Quotations (RFQ), etc. as required.

4.  Develop internal procedures for the procurement process in order to provide direction and guidance to staff regarding procuring goods and services utilizing Departmental policies and procedures, Procurement Handbook, SCM, Departmental Operations Manual (DOM), State Administrative Manual (SAM), etc. as needed.

5.  Oversee the direction of the procurement operations for property control, canteen, laundry, housekeeping, etc. in order to make sure staff are completing their tasks utilizing Microsoft Outlook, BIS, Excel spreadsheet, monthly meetings, etc. as needed.

6.  Determine and assess the quality and types of resources (e.g., equipment, goods, services, etc.) to meet the needs of the correctional facility utilizing departmental policies and procedures, inventory, historical data, etc. as required.

7.  Write detailed scope of work to procure goods and services to maintain operations of the correctional facility utilizing departmental policies and procedures, Microsoft Word, SAM, etc. as directed by management.

8.  Assist departmental staff in obtaining quotes for the types of supplies or equipment which are best suited for their needs utilizing the Procurement Handbook, SAM, BIS, contracted vendors, etc. as needed.

9.  Keep purchase records for tracking, returns, projections, etc. to maintain accuracy of records utilizing Microsoft Excel, BIS, Budget Consumption Reports (BCR), etc. as needed.

10.  Keep reports for stock received and inventory records for historical data and future reference utilizing spreadsheets, purchase orders, records retention schedule, etc. as required.

11.  Confer with the Office of Business Services (OBS), sales representatives, contractors and/or vendors, etc. to verify the most cost-effective measures are considered utilizing SAM, DOM, departmental policies and procedures, etc. as directed.

12.  Contact and address concerns with contractors and/or vendors regarding products to make certain the needs of the correctional facility are met utilizing departmental policies and procedures, personal knowledge, etc. as needed.

13.  Oversee the process for returns and/or exchange of incorrect, damaged, and substandard products to maintain the quality of supplies utilizing BIS, purchase orders, departmental policies and procedures, etc. as required.

14.  Supervise staff and indirectly supervise inmates and youthful offenders responsible for the storing and caring of commodities purchased to maintain compliance and prolong the product life utilizing inventory control, DOM, random spot inspections, etc. as needed.

15.  Supervise the preparation of purchase orders and sub purchase orders to expedite the delivery of items in a timely manner utilizing departmental policies and procedures, BIS, SAM, etc. as required.

16.  Exercise general supervision over janitorial and housekeeping functions to make certain tasks are completed daily for compliance utilizing departmental policies and procedures, health and safety, etc. as needed.

17.  Secure and/or review bids, prepare contracts, and service and expense (S&E) agreements for maintenance and repairs of equipment and services to maintain constant operation of the correctional facility utilizing departmental policies and procedures, BIS, purchase orders, State Contracting Manuals (SCM) etc. as needed.

18.  Train staff on the various procurement operation assignments and/or functions to make sure they understand their roles and responsibilities utilizing weekly meetings, correspondence, in-house training, offsite training, etc. as needed.

19.  Evaluate staff performance for growth and development utilizing bargaining unit agreements, rules, laws, and regulations, Probationary Reports, Individual Development Plan, etc. as required.

20.  Take or recommend appropriate action in order to correct/improve staff performance/behavior utilizing bargaining unit agreements, rules, laws, and regulations, California Code of Regulations (CCR) Title 15, Employee Relations Officer, etc. as needed.

21.  Compose written correspondence to respond to and/or convey information to the public, state agencies, staff, management, etc. utilizing personal computer, memorandums, letters, etc. as needed.

22.  Prepare and/or submit reports to keep management apprised of workload, stock levels, and triannual property inventory utilizing Microsoft Excel, BIS, etc. as requested.

23.  Supervise the conduct of inmates and/or youthful offenders in order to prevent escapes and/or injury to themselves or others while maintaining the safety and security of the correctional facility utilizing safety training, DOM, CCR Title 15, Injury Illness Prevention Program (IIPP) as required.

24.  Assist custody staff with the inspection of premises and search inmates and/or youthful offenders for contraband such as weapons or illegal drugs to maintain safety and security of the correctional facility utilizing safety training, DOM, CCR Title 15, IIPP, etc. as requested.

25.  Monitor budgetary expenditures for the various areas (e.g., warehouse, clothing, garage, etc.) to verify funds are spent appropriately and to maintain adequate supplies on hand utilizing inventory of supplies, reports, inspections, 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.  Advanced knowledge of principles, practices and techniques of personnel supervision in order to effectively supervise staff and direct first and second-line supervisors.

K2.  Comprehensive knowledge of procurement operation and/or functions (e.g., purchasing, contracting, warehousing, clothing, property control, canteen, etc.) of a correctional facility in order to administer the procurement services program.

K3.  Comprehensive knowledge of the purchasing methods, regulations and procedures as prescribed by the Department of General Services and Office of Business Services (OBS) in order to interpret and/or comply with laws, rules, and regulations.

K4.  Comprehensive knowledge of contract management in order to comply with laws, rules, and regulations, understand contract language, and functions as a liaison with Contracts Division.

K5.  Comprehensive knowledge of warehousing operations (e.g., methods and equipment used in keeping records for receipt of stock, inventory and storing, caring for, and distributing materials, supplies and equipment) in order to comply with materials management policies, purposes and goals.

K6.  Basic knowledge of garage operations (e.g., vehicle and equipment services) in order to maintain operational readiness and safety of the vehicles to comply with laws, rules and regulations.

K7.  Comprehensive knowledge of clothing/laundry issue replacement and linen exchange operations in order to service the inmates/youthful offender population.

K8.  Comprehensive knowledge of canteen operations in order to provide an uninterrupted flow of comm0odities/supplies to the inmates/youthful offender population within Inmate Welfare Fund (IWF) budgetary limitations.

K9.  Basic knowledge of the hobby craft program to provide leisure time activities to the inmates/youthful offender population.

K10.  Principles of organization and management, principles of personnel management and supervision.

K11.  Comprehensive knowledge of the Department’s Equal Employment Opportunity (EEO) Program objectives in order to maintain a harassment free work place environment.

K12.  Advanced knowledge of a supervisor’s role in the EEO program and the processes available to meet EEO objectives.

K13.  Comprehensive knowledge of the principles, practices and techniques involved in the supervision of procurement operations and/or functions of a large correctional facility in order to provide supplies and service.

K14.  Basic knowledge of policies and procedures to facilitate/procure minor capital outlay in order to meet the needs of a correctional facility.

K15.  Comprehensive knowledge of commodity specifications in order to verify commodities ordered meet the needs of the correctional facility.

K16.  Comprehensive knowledge of the departmental purchasing process in order to prepare procurement requests (e.g., contracts, major equipment, schedule 9, etc.).

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

Ability to:

A1.  Ability to effectively apply methods and techniques of supervision, training, counseling, employee relations, work scheduling and administrative practices to promote a safe, secure and effective work environment.

A2.  Ability to effectively apply the principles of purchasing in order to provide an uninterrupted flow of commodities to the correctional facility.

A3.  Ability to effectively apply the principles of service related contracts (e.g., copier maintenance, fire suppression service, grease trap pumping) within the correctional facility.

A4.  Ability to plan the procurement and services functions (e.g., purchasing, contracting, warehousing, canteen) in order to provide an uninterrupted flow of goods/services to the correctional facility.

A5.  Ability to direct staff in the procurement and services functions (e.g., purchasing, contracting, warehousing, canteen) in order to provide an uninterrupted flow of goods/services to the correctional facility.

A6.  Ability to analyze situations accurately and adopt an effective course of action in order to resolve complex issues and to complete assignments in the allotted timeframes.

A7.  Ability to effectively contribute to the Department’s Equal Employment Opportunity (EEO) objectives (e.g., treatment of people, sexual harassment prevention, discrimination prevention) in order to ensure a harassment free work place environment.

A8.  Ability to communicate effectively (verbal and/or written) in order to provide direction to staff and others.

A9.  Ability to keep accurate records for history and documentation purposes.

A10.  Ability to train staff in order to create a knowledgeable work force in procurement practices (e.g., purchasing, contracting, warehousing, canteen) and to enhance upward mobility.

A11.  Ability to effectively respond to situations involving control of inmates/youthful offenders and/or the protection of persons and personal and real property.

A12.  Ability to secure and maintain the respect and cooperation of institutional staff, officials and inmates/youthful offenders in order to promote a safe and secure work environment.

A13.  Ability to review and/or analyze budget estimates and reports within the procurement department, to meet the needs of the correctional facility.

A14.  Ability to effectively plan, direct and organize the procurement and services functions of a large correctional facility

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

Special Personal / Physical Characteristics:

SPC1.  Effective leadership in order to accomplish the mission of the department while maintaining the efficient day-to-day operations of the correctional facility.

SPC2.  Act in a tactful manner in any and all situations when dealing with staff, inmates/youthful offender, and others in order to establish a positive work environment.

SPC3.  Emotional maturity and stability in order to provide a consistent supervisory style, maximize employee productivity and promote an effective work environment.

SPC4.  Objective understanding of the various institution issues in a correctional facility.

PC1.  Sufficient strength, agility and endurance to perform during stressful (physical, mental and emotional) situations encountered on the job without compromising the health, safety and well-being of yourself, staff, and inmates/youthful offenders.

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