BACKGROUND INFORMATION
Date of Study: January 19, 2010
Collective Bargaining Identification: S04
Job Analysis Conducted By: Kathleen Steffens, Selection Analyst, Office of Workforce Planning and Selection
Number of Incumbents: There are two incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated December 14, 2009.
Names of the Subject Matter Expert(s) and their background:
Lisa Hayre, Parole Agent II, Division of Adult Parole Operations, Headquarters
Ms. Hayre has been a Parole Agent II for one year; she has been employed by CDCR for a total of twenty-two years.
Steven Felix, Parole Agent III, Division of Adult Parole Operations, Riverside
Mr. Felix has been a Parole Agent III for two years; Mr. Felix has been employed by CDCR for a total of twenty-three years.
Lisa Cardenas, Supervising Program Technician I, Division of Adult Parole Operations, Headquarters
Ms. Cardenas has been a Supervising Program Technician for two years and ten months; she has been employed by the CDCR for a total of nine years.
Tracie Jones, Supervising Program Technician I, Division of Adult Parole Operations, Oakland/Concord
Ms. Jones has been a Supervising Program Technician for five years and six months; she has been employed by CDCR for a total of seventeen years.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Responsible for ensuring 24 hour a day staff coverage in Unit to provide service to law enforcement agencies, the Department and the public utilizing automated systems (e.g., Offender Based Information System (OBIS), Law Enforcement Automated Data System (LEADS), California Law Enforcement Telecommunication System (CLETS), National Crime Information Center (NCIC), Distributed Data Processing System (DDPS), Cal Parole, and Revocation Scheduling and Tracking System (RSTS), Departmental Operations Manual (DOM), Penal Code, Title 15, knowledge, telephone, and scheduling as required.
2. Supervise staff to produce work utilizing Departmental Operations Manual (DOM), Penal Code, Title 15 knowledge, desk manuals, training classes, as required.
3. Monitor staff work assignments, vacations, and sick leave usage to ensure coverage utilizing knowledge, vacation and sick leave requests, documentation, and schedules as needed.
4. Prepare performance evaluations, counseling memorandums, and progressive discipline documentation for staff utilizing communication skills, bargaining unit contracts, laws and regulations, as required.
5. Ensure each employee receives training pertaining to specific laws, rules and office policies and procedures through on-the-job training and/or outside sources to produce trained/knowledgeable staff as needed.
6. Respond to the most difficult and complex issues (e.g., Warrants, database system failures, etc.) to ensure compliance with departmental policies, State and Federal mandates utilizing knowledge, telephone, office manuals, and computer systems, as needed.
7. Retrieve information from various database computer systems and policy memorandums to provide responses to various entities utilizing computer systems, Penal Code, Title 15, and DOJ as needed/requested.
8. Interpret and apply laws, rules, regulations, policies, and terminology unique to the California Department of Corrections and Rehabilitation (CDCR), Department of Justice (DOJ), and the law enforcement field to ensure compliance utilizing knowledge, law, rules, policies, and procedures, as needed.
9. Function as the subject matter expert to departmental staff, and law enforcement agencies to ensure compliance and provide guidance utilizing knowledge, office manuals, rules and regulations, as needed.
10. Act as a consultant/liaison between law enforcement agencies, California Department of Corrections and Rehabilitation (CDCR) Divisions to resolve issues regarding inmates/parolees utilizing knowledge, interpersonal skills, office manuals, laws, rules, computer systems, policies and procedures, as needed/required.
11. Ensure the Unit meets all work commitments on a timely basis utilizing knowledge, office manuals, computer data bases and supervisory skills, as required.
12. Maintain the integrity of the CA Law Enforcement Telecommunications System (CLETS) and Offender Based Information System (OBIS) systems to be in compliance with mandated rules and regulations utilizing knowledge, manuals and computer data bases, as mandated.
13. Conduct training for staff to ensure compliance with State and Federal regulations utilizing knowledge, training materials, and communication skills as required for CLETS and the National Crime Information Center (NCIC) by Department of Justice (DOJ), as needed.
14. Keep abreast of new rules and regulations regarding Law Enforcement Automated Data System (LEADS), Distributed Data Processing System (DDPS), CLETS, CalParole, Revocation Scheduling and Tracking System (RSTS) and OBIS to inform staff and ensure compliance utilizing knowledge and informational meetings, as required.
15. Develop office procedures to implement new rules and regulations utilizing knowledge, manuals, written directives, and meetings, as required.
16. Participate in the hiring process in order to fill identified vacant position(s) utilizing interpersonal communication skills and various departmental forms in accordance with departmental hiring policies and procedures, and SPB laws and rules as needed.
17. Monitor employee issues contributing to a hostile work environment (e.g., inability to work with others), and to maintain compliance with Equal Employment Opportunity (EEO) policy, DOM, and other personnel requirements, using bargaining unit contracts, DOM, EEO/sexual harassment laws and rules, and Title 15, as needed.
18. Develop correspondence, justifications and memorandums in order to communicate utilizing professional knowledge and experience, laws, rules, regulations, and departmental policies and procedures as needed.
19. Review policies and procedures and resource materials in order to effectively train and direct staff in the performance of their duties utilizing professional knowledge and experience as directed by management.
20. Establish, promote, and maintain confident and cooperative working relationships with all departmental staff, State agencies, and private organizations in order to meet the Department’s goals and objectives, promote communication/participation, enhance morale and productivity utilizing interpersonal communication skills and professional knowledge and experience on an ongoing basis.
21. Train employees on the use of CDCR computer database systems (Offender Base Information Systems (OBIS), CalParole, Correctional Offender Management Profiling for Alternative Sanctions (COMPASS), Parolee Automated Cash Assistance On-line Tracking System (PACATS), Business Information Systems (BIS), CDCR Intranet Inmate Locator, California Law Enforcement Telecommunication System (CLETS), Datamaxx for processing parole holds and releases, Revocation Scheduling Tracking Systems (RSTS)), to process assigned tasks, utilizing communication skills, knowledge, available resources, as required.
22. Address and resolve staff issues in order for the office to run smoothly using effective communication skills and tact, knowledge of departmental policy and procedures, training, corrective action, and monitoring staff as needed.
23. Address staff shift and coverage needs in order to effectively run the office using communication skills and tact, bargaining unit agreements, laws, rules and regulations on an as needed basis.
24. Initiate and participate in the progressive discipline process in order to improve employee performance or address issues of substandard performance utilizing Bargaining Unit agreements, basic supervision skills, interpersonal communication skills, SPB laws and rules, and departmental policies and procedures 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 office methods and procedures (e.g., filing systems, tracking systems, desk procedures, data entry, etc.) to maintain and retrieve information, respond to inquiries and effectively train staff.
K2. Comprehensive knowledge of office equipment (e.g., computer software/programs, fax machine, scanner, telecommunication devices, etc.) to process documents and disseminate information to internal/external agencies.
K3. Advanced knowledge of appropriate laws, rules, regulations, and policies (e.g., Penal Code, California Code of Regulations (CCR), Title 15, Department of Justice (DOJ), Departmental Operational Manual (DOM), etc.) to ensure staff are in compliance.
K4. Advanced knowledge of departmental, state, and federal computer systems (e.g., Offender Based Information System (OBIS), California Law Enforcement Telecommunication System (CLETS), National Crime Information Center (NCIC), Distributed Data Processing System (DDPS), CalParole, etc.) in order to train staff, organize and plan the work of your shift, and meet deadlines and other state and federal requirements.
K5. Comprehensive knowledge of institution and parole divisions’ correctional case records procedures and programs in order to interface with these divisions, respond to their requests, and communicate effectively with the divisions and outside law enforcement agencies.
K6. Advanced knowledge of departmental organization and structure in order to direct requests and problems to the appropriate person, especially during emergency or after-hours.
K7. Advanced knowledge of departmental and law enforcement terms in order to quickly comprehend and respond to requests from California Department of Corrections and Rehabilitation (CDCR) staff and outside law enforcement agencies.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Ability to:
A1. Ability to effectively communicate both verbally and in writing to disseminate information, respond to inquiries, and deal tactfully with departmental staff and outside agencies.
A2. Ability to apply appropriate laws, rules, regulations, and policies (e.g., Penal Code, CCR, Title 15, DOJ, DOM, etc.) when responding to inquiries from internal/external agencies.
A3. Ability to evaluate departmental policies and unit procedures to provide guidance and ensure compliance.
A4. Ability to perform administrative duties (e.g., data entry, filing, proofreading, etc.) to effectively perform assigned duties.
A5. Ability to follow verbal and written instructions to resolve technical issues/concerns and ensure optimal performance.
A6. Ability to use various database systems to resolve technical issues/concerns and effectively perform assigned duties.
A7. Ability to work independently with minimal direction to complete daily assignments.
A8. Ability to multi-task and prioritize workload to ensure timeframes are maintained.
A9. Ability to plan, organize, direct and evaluate the work of employees in order to effectively supervise staff, ensure work is done accurately and within timeframes.
A10. Ability to assess the training needs of employees in order to develop and improve staff performance.
A11. Ability to develop staff in order to help them maximize their potential in the unit and learn the knowledge and skills needed for promotional opportunities.
A12. Ability to effectively promote equal opportunity in employment in order to maintain a work environment that is free of discrimination and harassment.
A13. Ability to exercise independent judgment in evaluating situations and making sound decisions in order to respond to problems and/or emergencies.
A14. Ability to communicate information concisely and efficiently in order to respond to telephone and teletype inquiries, plan, direct and train staff, and maintain good working relationships with CDCR, DOJ, Board of Parole Hearings (BPH), and others contacted in the course of the work.
KSAPCs highlighted in bold text are not currently on the SPB classification specification
Personal Characteristics:
PC1. Tact in order to create and maintain effective working relationships.
PC2. Willing to read and handle graphic and violent descriptions of inmates’ and parolees’ actions.
KSAPCs highlighted in bold text are not currently on the SPB classification specification