BACKGROUND INFORMATION
Date of Study: November 19, 2004 & December 14, 2004
Collective Bargaining Identification: R04
Job Analysis Conducted By: Libby Beall, Associate Personnel Analyst, Office of Workforce Planning and Selection
Number of Incumbents: There is incumbent 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. Accounting for receipt of equipment/property and marking/tagging to identify and establish an inventory (accountability) of state equipment/property within the facility utilizing an automated database system, forms, etc., in accordance with established guidelines SAM, DOM, etc.
2. Assists in the development within the facility of improved property procedures and forms to be used to promote uniformity/standardization utilizing an automated database system, best practices, etc., and implementation of departmental directives in accordance with DOM or established guidelines.
3. Establishes and maintains or may supervise the maintenance of property accounts and records of location of property for the facilities in accordance with established state guidelines (State Administrative Manual (SAM), Departmental Operation Manual (DOM), etc.) utilizing an automated database system, forms, etc.
4. In order to maximize utilization of equipment/property recommends repair, refurbishing, and/or proper disposition of equipment/property utilizing available resources, forms, etc., in accordance with DOM, SAM, and established guidelines.
5. Informs appropriate personnel of guidelines concerning the care and movement of equipment/property to maintain accountability utilizing various means of communication (e.g., email, memos, verbal discussions, etc.) in accordance with established guidelines, SAM, DOM, etc.
6. Issues equipment/property to the authorized locations to complete the receiving process utilizing various forms and material handling equipment (e.g., forklift, pallet jack, etc.) in accordance with established guidelines.
7. May maintain vehicle registration documents (exempt and non-exempt), vehicle home storage requests/permits and prepares Department of Motor Vehicle transaction forms to process and secure vehicle registration to establish accurate ownership records for the facility utilizing an automated database system, various forms, etc., in accordance with the California Vehicle Code, Department of General Services Office of Fleet Administration, SAM and DOM.
8. Performs, schedules and/or coordinates a triennial physical inventory at the facility to maintain accountability and reconcile equipment/property records to an automated database system utilizing inventory forms, database listings, etc., in accordance with DOM and SAM.
9. Prepares mandated reports, as required or upon request, for various entities (e.g., warden, accounting, Inmate Services, etc.) to provide information as it relates to equipment/property inventory utilizing an automated database system and various forms.
10. Receives requests for equipment/property from various staff and completes requests by utilizing stock on hand and/or makes recommendation for acquisition of requested items to appropriate personnel in accordance with established guidelines.
11. Reconciles discrepancies resulting from physical inventory of the facility to maintain an accurate equipment/property record utilizing various forms, database system listings, etc., in accordance with DOM, SAM, and established guidelines.
12. Records the transfer (intra and inter) of equipment/property to various locations to maintain accountability by utilizing an automated database system and forms in accordance with DOM, SAM, and established guidelines.
13. Coordinates office moves within the facility utilizing all available resources, material handling equipment, vehicles, etc., to effect a smooth transition and minimize the loss of staff time, as directed.
14. Establishes and/or make recommendations to appropriate personnel for items to be maintained as stock on hand (e.g., furniture, office equipment, etc.) for issuance upon request utilizing various request forms, memos, etc., in accordance with SAM and established guidelines.
EDITED KSAPC LISTING
NOTE: Each position within this classification may perform some or all of these KSAPCs.
Knowledge of:
K1. General knowledge of basic material handling equipment (e.g., vehicles, forklift, pallet jack, etc.) to effectively and safely move and store equipment/property.
K2. General knowledge of inventory control methodologies (e.g., record keeping, physical counts, reconciliation, issuing, repairs, property disposition, etc.) to effectively account for state owned equipment/property.
K3. General knowledge of office methods and procedures to effectively establish and/or maintain records.
K4. General knowledge of operating personal computers to effectively control an automated record keeping system, produce reports and correspondence, etc.
K5. General knowledge of the State Administrative Manual (SAM) and Departmental Operations Manual (DOM) guidelines to effectively control equipment/property inventory.
K6. General knowledge of basic mathematics to accurately perform calculations required to establish or maintain equipment/property records.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Skill in:
S1. Analyze situations accurately and take effective action to prevent potential situations/problems that could impact the safety and security of the facility, the maintenance/accuracy of inventory, etc.
S2. Communicate effectively (written and orally) to facilitate the scheduling of inventories, work with staff, vendors, etc., in order to perform the functions of a Property Controller.
S3. Determine condition and recommend proper disposition of equipment/property in order to maximize its utilization.
S4. Make basic mathematical calculations to establish or maintain accurate equipment/property records.
S5. Operate office equipment (e.g., typewriters, copiers, personal computers, calculators, etc.) to perform the functions of a Property Controller.
S6. Reconcile physical inventories and/or equipment/property acquisitions with control accounts (e.g., automated database system, accounting reports, etc.) to identify and correct potential discrepancies.
S7. Supervise and/or direct the work of others to complete assigned tasks (e.g., coordination of physical inventories/office moves, storage of equipment/property stock items, etc.).
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Establish and maintain effective working relationships in order to direct, supervise the work of others, gain cooperation, and/or respond to inquiries.
A2. Maintain sufficient strength, agility, and endurance to perform daily tasks without compromising their health and well-being or that of their fellow employees.
A3. Read, understand, and write English in a comprehensible manner for proper communication in order to document and/or convey information.
A4. Speak effectively to communicate, direct, supervise the work of others, facilitate instruction/training, and/or respond to inquiries.
A5. Work independently to establish and/or maintain continuity of the property control system.
KSAPCs highlighted in bold text are not currently on the SPB classification specification