BACKGROUND INFORMATION
Date of Study: September 19, 2016 – September 21, 2016
Collective Bargaining Identification: M09
Job Analysis Conducted By: Christy Aguilar, Office of Workforce Planning, Department of Corrections and Rehabilitation
Number of Incumbents: There are 78 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated 09/2016.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Plan and organize the work of Case Records Technicians (CRTs) and/or other clerical staff engaged in processing, maintaining and controlling inmate, youthful, parolee and discharged offenders records to ensure staff work is accurate and routed to the appropriate area by using computer/manual tracking systems, desk reference manuals, etc. as directed by management, on an on-going basis.
2. Assign and direct the work of the CRTs and/or other clerical staff engaged in processing, maintaining and controlling inmate, youthful, parolee and discharged offenders records to ensure staff work is accurate and routed to the appropriate area by using computer manual tracking systems, desk reference manuals, etc. on an on-going basis per Departmental policy.
3. Assist in the interviewing process of applicants in order to select the most qualified applicant using screening criteria, develop interview questions, and participate as a panel member on an as needed basis per departmental policy and hiring practices.
4. Evaluate the training needs of CRTs and/or other clerical staff in order to ensure staff is equipped with the skills and knowledge needed to perform their assigned duties by using computer/manual tracking systems, desk reference manuals, and verbal/written communication skills as directed by management, on an on-going basis.
5. Evaluate the work performance of CRTs and/or other clerical staff in processing inmate, youthful, parolee and discharged offenders records to ensure staff work is accurate and distributed in a timely manner by using computer/manual tracking systems, desk reference manuals, and verbal/written communication skills as directed by management, on an ongoing basis.
6. Initiate employee progressive disciplinary action in order to correct/improve performance/behavior by using written or verbal communication skills in accordance with Title 15, Departmental Operations Manual (DOM), Bargaining Contract Agreement, etc. as needed.
7. Represent the office in management staff meetings to provide and receive technical expertise/information by using communication skills, policies/procedures, memorandums, laws, rules and regulations as directed by management, as needed.
8. Collect and compile data (e.g., statistical reports, backlog reports, etc.,) for management to accurately reflect timely processing of casework by using computer/manual tracking system, Electronic Record Management System (ERMS), Strategic Offender Management System (SOMS) and/or other database systems according to Departmental policy/office procedures, as needed.
9. Utilize data (e.g., statistical reports, backlog reports, etc.,) to provide appropriate training for staff and ensure accurate completion of casework by using computer/manual tracking system, ERMS and SOMS according to Departmental policy/office procedures, as needed.
10. Assist in projecting workload for management to accurately reflect timely processing of casework by using computer/manual tracking system, SOMS and ERMS according to Departmental policy/office procedures, as needed.
11. Evaluate operating procedures to ensure compliance with current legislative/Departmental policies without disruption to workload using computer/manual system and reference materials as directed by management, as needed.
12. Recommend operating procedures to ensure compliance with current legislative/Departmental policies without disruption to workload using computer/manual system and reference materials as directed by management, as needed.
13. Implement operating procedures to ensure compliance with current legislative/Departmental policies without disruption to workload using computer/manual system and reference materials as directed by management, as needed.
14. Provide training to CRTs and/or other clerical staff to ensure they are equipped with the necessary skills, knowledge and reference materials/tools required to perform their assigned duties by using computer/manual applications and desk reference materials as directed by management, on an on-going basis.
15. Maintain supervisory work files (e.g., leave requests, performance reviews, training records, etc.) for CRTs and/or other clerical staff in order to maintain accurate records using written communication, organizational skills and computer applications as required by Title 15, DOM, Bargaining Contract Agreement, etc., on an on-going basis.
16. Complete probationary/annual reports for CRTs and/or other clerical staff in order to accurately reflect staff performance by using written communication, organizational skills and computer applications within required timeframes under the direction of management, as needed.
17. Provide cross-training/on-the-job training to CRTs and/or other clerical staff to ensure compliance with Departmental policy and operational needs to eliminate backlog by using current desk procedures under the direction of management, as necessary.
18. Represent the Department/Case Records as a liaison to respond to inquiries for Departmental staff and stakeholders requesting information to ensure public safety based on laws, rules and regulations, as required.
19. Participate as a member of a task force or work group for Case Records to evaluate operations or procedures using reference materials, manuals, desk procedures, and computer/communication skills under the direction of management, as needed.
20. Perform the more difficult tasks such as procedural changes and training to ensure compliance using reference materials, manuals, desk procedures, and computer/communication skills under the direction of management, as needed.
21. Conduct meetings with staff in order to disseminate information, clarify memos and update procedures to ensure appropriate mandates are followed using written/verbal communication skills and training under the direction of management, on an as needed basis.
22. Monitor inmates or youthful offenders in your immediate area to ensure safety and security of the institution/facility using observation techniques as mandated by DOM and Title 15, as needed.
23. Supervise assigned inmates or youthful offenders directly to ensure safety and security of the institution/facility using training, monitoring and reporting mandated by DOM and Title 15, on an on-going basis.
24. Utilize automated systems in order to monitor the housing and release of inmate, youthful, parolee and discharged offenders using various systems (e.g., SOMS, ERMS, Board Information Tracking System (BITS), etc.) as mandated by DOM and Title 15, as needed.
25. Provide back-up to Supervising CRTs, CRTs and/or other clerical staff to eliminate backlog using current desk procedures and cross training under the direction of management, as necessary.
26. Schedule inmate, youthful, parolee and discharged offenders record reviews to comply with requests from Department of Justice, stakeholders, etc. using automated/manual systems as mandated by policy/procedures, DOM and Title 15, as needed.
27. Maintain integrity and uniformity of inmate, youthful, parolee and discharged offenders records using automated/manual filing systems in accordance with security/confidentiality procedures and policies, DOM, and Title 15, on an ongoing basis.
28. Generate reports for discrepancies pertaining to inmate, youthful, parolee and discharged offenders’ records to ensure timely processing of casework per Departmental policy/office procedures using automated/manual filing systems, on an as needed basis.
29. Perform random audits and resolve discrepancies of inmate, youthful, parolee and discharged offenders records to ensure compliance per Departmental policy/office procedures using automated/manual filing systems, on an on-going basis.
30. Inventory and order office supplies to ensure necessary work supplies are available to staff utilizing Business Information System or institutional supply warehouse under the direction of management, on an on-going basis.
31. Complete maintenance work orders to ensure office/building equipment is in proper working order by using manual tracking systems under the direction of management, as needed.
32. Monitor tool and key control to ensure institutional safety/security using tool/key inventory form and tracking log per institutional policy, on an on-going 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 modern office supplies (e .g. paper, toner, forms, first aid kit, etc.) in order to routinely inventory, maintain and order office supplies.
K2. Comprehensive knowledge of modern office equipment (e.g., computer, copier, etc.) in order to perform assigned duties.
K3. Comprehensive knowledge of modern office procedures (e.g., desk and operational procedures, etc.) in order to perform assigned duties.
K4. Comprehensive knowledge of grammar to accurately compose proofread and correct documents.
K5. Comprehensive knowledge of spelling to accurately compose, proofread and correct documents.
K6. Comprehensive knowledge of punctuation to accurately compose, proofread and correct documents.
K7. Comprehensive knowledge of modern English usage to accurately compose, proofread and correct documents.
K8. Comprehensive knowledge of arithmetic to complete basic addition, subtraction, multiplication, division and calculate percentages associated with assigned duties.
K9. Comprehensive knowledge of automated systems (e.g., Electronic Record Management System [ERMS], Strategic Offender Management System [SOMS], etc.) to effectively file and maintain documents that belong to inmates, youthful offenders and parolees.
K10. Comprehensive knowledge of rules, regulations and procedures of the California Department of Corrections and Rehabilitation (CDCR) to maintain the security/confidentiality of inmates, youthful offenders and parolee records.
K11. Comprehensive knowledge of general organizational and filing techniques (e.g., alphabetical, numerical, and chronological) to properly maintain records.
K12. Basic knowledge of the Department’s mission, purpose, organization and activities related to inmates, youthful offenders and parolees to ensure the security and safety of the public.
K13. Basic knowledge of supervision techniques to effectively supervise inmates/youthful offenders and maintain safety/security of the institution/facility.
K14. Basic knowledge of directing staff to complete assignments using leadership techniques.
K15. Basic knowledge of a supervisor’s role in planning and organizing staff workload in order to train and ensure compliance with Departmental policies and procedures.
K16. Basic knowledge of the Department’s Equal Employment Opportunity Program objectives in order to handle inquiries and ensure compliance with these rules.
K17. Basic knowledge of the principles and practices of budgeting and personnel management to provide appropriate leadership and direction.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Skill to:
S1. Operate office machines (e.g., scanners, printers, copiers, labelers, fax machine, telephone, etc.) in order to process documents/forms and disseminate information.
S2. Use personal computer systems in order to enter data, retrieve information, and prepare reports and correspondence.
S3. Use software applications in order to enter data, retrieve information, and prepare reports and correspondence.
S4. Type a minimum of 40 words per minute in order to process documents/forms and enter data in a timely manner.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Interpret written and numerical data in order to perform assigned duties.
A2. Utilize systems and software applications (e.g., SOMS, ERMS, Board Information Tracking System (BITS), etc.) to ensure proper housing and release of inmates/youthful offenders.
A3. Accurately enter data into a computerized database to ensure precise record keeping and tracking.
A4. Learn and understand a broad range of technical data in order to comply with Departmental policy/office procedure.
A5. File case records documents to maintain security and confidentiality.
A6. Maintain a supervisory filing system to ensure staff accountability.
A7. Communicate effectively using good judgment, tact and professionalism to disseminate information and respond to inquiries.
A8. Perform basic addition, subtraction, multiplication, division, and percentage calculation to create statistics, reports and inventory.
A9. Apply laws, rules and regulations to complete assigned duties in accordance with Departmental policy.
A10. Interpret and use reference material in order to understand and apply appropriate laws, rules and regulations.
A11. Follow written and verbal instructions in order to complete assigned duties correctly within established timeframes.
A12. Write clear and comprehensive reports in order to disseminate information and deal tactfully with staff, governmental agencies, and inmates/youthful offenders/parolees.
A13. Analyze situations accurately and adopt an effective course of action to ensure staff follows through with daily assigned tasks.
A14. Effectively train/supervise new employees and staff to ensure Departmental policies/office procedures are followed and completed on a daily basis.
A15. Contribute effectively to the Department’s Equal Employment Opportunity Program in order to maintain a fair and equitable work environment free from harassment and discrimination.
A16. Prioritize workload to effectively complete tasks in a timely manner.
A17. Perform multiple assignments to ensure completion of time sensitive tasks.
A18. Work as a team leader assisting staff in order to ensure efficient and effective operation of the office.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Personal/Physical Characteristics:
PC1. Capacity for assuming progressively greater responsibility.
PC2. Tact and professionalism when working with confidential personnel issues.
KSAPCs highlighted in bold text are not currently on the SPB classification specification