BACKGROUND INFORMATION
Date of Study: April 17, 2013
Collective Bargaining Identification: S01
Job Analysis Conducted By: Jolene Valdiviezo, Associate Personnel, Analyst Sacramento, CA
Number of Incumbents: There are 0 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated 5/14/13.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Act as the Director’s special assistant for a wide variety of California Department of Corrections and Rehabilitations/Division of Juvenile Justice (CDCR/DJJ) policies, programs, and administrative matters to ensure compliance with DJJ policies utilizing departmental resources (e.g. Department Operations Manual (DOM), Youth Authority Manual (YAM), Institution & Camps Manual (I&C), and Administrative Bulletin (AB), as directed.
2. Research confidential and sensitive departmental documents for the Office of the Director to produce information for meeting/discussion preparation and/or response to verbal/written inquiries utilizing departmental resources (e.g. DOM, YAM, I&C, and AB), as directed.
3. Summarize and advise the Director on complex and sensitive issues relating to all aspects of departmental operations utilizing departmental resources (e.g. DOM, YAM, I&C, and AB), as directed.
4. Summarize and advise on confidential and sensitive departmental documents for the Office of the Director to produce information for meeting/discussion preparation and/or response to verbal/written inquiries utilizing departmental resources (e.g. DOM, YAM, I&C, and AB), as directed.
5. Act as a liaison for the Director between community, Federal, State, and local entities and other special interest groups to maintain communication and relationships utilizing emails and other communication devices using tact and professionalism, as required.
6. Identify and research issues of mutual concern to the DJJ between community, Federal, State, and local entities and special interest groups utilizing various resources (e.g. communication, writing, internet, issue papers, and public documents, etc.) and assists the Director in planning DJJ’s posture with respect to such issues, as required.
7. Summarize and advise the Director on issues of mutual concern between DJJ and community, Federal, State, and local entities, and special interest groups utilizing various resources (e.g. communication, writing, internet, issue papers, and public documents, etc.), as required.
8. Identify, research, and analyze proposed Federal legislation to determine its impact on DJJ operations utilizing various resources (e.g. communication, writing, internet, issue papers, and public documents, etc.), as required.
9. Identify and research court mandates to assist the Director in strategy planning for court hearings which may influence proposed legislation that impact DJJ utilizing various resources (e.g. communication, writing, internet, issue papers, and court documents, etc.), as directed.
10. Analyze court mandates to assist the Director in strategy planning for court hearings which may influence proposed legislation that impact DJJ utilizing various resources (e.g. communication, writing, internet, issue papers, and court documents, etc.), as directed.
11. Compile various audit reports related to court mandates ensuring compliance of court directives for the Director utilizing expert audit reports and peer reviews, as needed.
12. Identify and review external publicity about DJJ for the Director to determine political impact utilizing various resources (e.g. communication, writing, internet, issue papers, and public documents, etc.), as required.
13. Summarize and advise the Director in planning appropriate responses regarding external publicity about DJJ utilizing emails and other communication devices using tact and professionalism, as required.
14. Review outgoing publicity for the Director ensuring that DJJ’s policies, programs, and philosophies are represented accurately utilizing various resources (e.g. communication, writing, internet, issue papers, and public documents, etc.), as directed.
15. Compose correspondence for the Director by providing appropriate responses to complaints from the press, public, or other special interest groups utilizing departmental resources (e.g. DOM, YAM, I&C, and AB), tact, and professionalism, as directed.
16. Act as a liaison for the Director in contacts with the Governor’s Office, Health and Welfare Agency and the Legislature on highly specialized issues to maintain communication and relationships utilizing emails and other communication devices with tact and professionalism, as required.
17. Provide authoritative information on behalf of the Director reflecting their philosophy on specific DJJ programs and issues to local and private agencies and members of the Legislature utilizing departmental resources (e.g. DOM, YAM, I&C, and AB), tact, and professionalism, as directed.
18. Represent the Director before community groups and public and private organizations to present departmental points of view and to elicit community reaction to departmental policies and programs utilizing departmental resources (e.g. DOM, YAM, I&C, and AB), tact, and professionalism, as directed.
19. Attend executive staff meetings as a member of the Director’s executive staff by participating in the departmental decision-making process utilizing communication and organizational techniques, as directed.
20. Rearrange commitments for the Director to maximize time efficiency utilizing automated scheduling system, voicemail, and email, as directed.
21. Make travel arrangements and hotel accommodations, including travel directions, for the Director to provide assistance relief from administrative tasks utilizing departmental systems, contracted travel agencies, departmental forms and procedures, as requested.
22. Develop/maintain confidential or complex files for the Director to retain accurate records utilizing computer software, manual filing system, and own expertise, as needed.
23. Implement computer based management information system utilizing computer software (e.g. Microsoft Excel, Outlook, Word, etc.) for correspondence and assignment tracking purposes for the office of the Director to maintain assignment control and meet deadlines, as necessary.
24. Review and edit correspondence for format, content, grammar, and compliance with departmental clerical policies and procedures to produce accurate and complete documents utilizing CDCR Secretarial Handbook and other references, as needed.
25. As assigned by the Director, prepares a written response for the Director’s signature to the grievant and/or Union Representative regarding alleged violations utilizing and interpreting Federal and State labor-management relations laws, collective bargaining agreements, Memorandum of Understanding (MOU), Regulations, Departmental Policy and Procedures at the Director’s level of review, as directed.
26. Process Adverse Personnel Actions, Administrative Time Off memorandums, Letters of Instruction, etc. to ensure due process and consistency with the principles of progressive discipline utilizing policies, procedures, laws, rules, collective bargaining agreements, skills, expertise, etc., as directed by the Director.
27. Communicate in a professional and effective manner with departmental managers/supervisors, representatives of other State agencies and labor unions utilizing tact and interpersonal skills in order to establish and maintain effective working relationships in all situations, as needed.
28. Provide oversight and direction on behalf of the Director to executive staff, interpreting and clarifying instructions regarding assignment utilizing emails and other communication devices using tact and professionalism, as required.
29. Address complaints related to internal personnel, budgetary, fiscal, management, and program issues for the Office of the Director utilizing emails and other communication devices using tact and professionalism, as required.
30. Organize/prioritize your daily tasks and calendar to achieve operational efficiency utilizing effective time management tools (e.g. communication, project management, workload tracking/monitoring, 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. Comprehensive knowledge of the purpose, organization, policies and programs of the Division of Juvenile Justice (DJJ) to ensure adherence to national juvenile correctional guidelines.
K2. Advanced knowledge of principles and methods of public and business administration to maintain communication and relationships with internal and external stakeholders.
K3. Comprehensive knowledge of office management principles, methods, and procedures to ensure accuracy and efficiency throughout DJJ.
K4. Comprehensive knowledge of legislative processes and organization to ensure compliance to Federal, State, and local laws.
K5. Comprehensive knowledge of laws, regulations, and other provisions relating to youth correctional programs to ensure compliance with DJJ policies and procedures.
K6. Comprehensive knowledge of public relations techniques in order to communicate in a professional, tactful, and effective manner in all situations with external stakeholders.
K7. Basic knowledge of understanding and effectiveness in carrying out State and departmental equal employment opportunity and policies to establish a discrimination and harassment free work environment.
K8. Basic knowledge of a manager’s role in the Equal Employment Opportunity Program and the processes available to meet Equal Employment Opportunity objectives.
K9. Basic knowledge of the collective bargaining process in the private or public sectors to ensure compliance with various laws, rules, regulations, etc. and represent the interest of the department.
K10. Advanced knowledge of office equipment (e.g. personal computer, copier, fax, personal cell phone device) to conduct daily activities.
K11. Advanced knowledge of writing skills (e.g. grammar, proof reading, composing and formatting letters/documents, etc.) to consistently produce complete and accurate documents.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Ability to work independently in order to complete assignments in a timely manner.
A2. Ability to function effectively in an administrative capacity in order to act as the Director’s liaison in any DJJ communications and relationships.
A3. Ability to resolve sensitive problems in a confidential manner with tact and professionalism.
A4. Ability to speak and write effectively to communicate in a professional and effective manner with internal and external stakeholders.
A5. Ability to analyze data and situations accurately in order to determine, recommend and implement effective and appropriate courses of action. A6. Ability to establish and maintain effective working relationships to meet the Department’s goals and objectives.
A7. Ability to effectively contribute to the department’s Equal Employment Opportunity objectives to establish a discrimination and harassment free work environment.
A8. Ability to handle sensitive and confidential assignments/information with tact and professionalism.
A9. Ability to handle a wide variety of public contacts (e.g., Governors Office, Legislature, other government entities, etc.) with courtesy and tact both on the telephone and in person to respond to inquiries, disseminate information, provide assistance, promote a positive work environment, and gain the cooperation of others.
A10. Ability to analyze situations accurately to take effective action, and respond to situations appropriately (e.g. complaints, emergencies, staff issues, etc.)
A11. Ability to understand and carry out directions of the Director with minimal explanation to complete work assignments.
A12. Ability to work under pressure and time constraints to handle changing/simultaneous priorities to ensure timely and accurate completion of assignments/projects.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Personal Characteristics:
PC1. Ability to maintain a confidential relationship with the Director.
PC2. Exercise discretion in discussing work with other departmental staff.
PC3. Exercise good judgment in contacts with the Administration, Legislature, and others on sensitive issues.
PC4. Sensitivity and judgment in referring matters to the Director for decisions.
PC5. Demonstrated ability to act independently with flexibility, tact, and professionalism.
KSAPCs highlighted in bold text are not currently on the SPB classification specification