BACKGROUND INFORMATION
Date of Study: August 21, 2023 – August 25, 2023
Collective Bargaining Identification: S12
Job Analysis Conducted By: Richard Lawson, Examination and Selection Analyst, Talent Acquisition and Career Services, Department of Corrections and Rehabilitation
Number of Incumbents: There are 34 budgeted positions and 27 incumbents in this classification per the State Controller’s Office Filled/Vacant Position Report dated June 2023.
EDITED TASK LISTING
NOTE: Each position within this classification may perform some or all of these tasks.
Task Statements:
1. Plan the workload of staff in the canteen operations (e.g., ordering, receipt, storage, inventory, etc.) to provide adequate quantities and an uninterrupted supply of merchandise for the institution using Departmental policies and procedures, etc., on a daily basis.
2. Direct the workload of staff in the canteen operations (e.g., ordering, receipt, storage, inventory, etc.) to provide adequate quantities and an uninterrupted supply of merchandise for the institution using Departmental policies and procedures, etc., on a daily basis.
3. Supervise the workload of staff in the canteen operations (e.g., ordering, receipt, storage, inventory, etc.) to provide adequate quantities and an uninterrupted supply of merchandise for the institution using Departmental policies and procedures, etc., on a daily basis.
4. Access various computers and automated systems (e.g., an inventory tracking system, etc.), to access, enter, change and retrieve canteen data (e.g., SAP Business Integrity Screen [BIS], Strategic Offender Management System [SOMS], Trust Restitution and Canteen System [TRACS], etc.), using departmental computers, Departmental policies and procedures and various databases, on a daily basis.
5. Manage canteen accounts (e.g., funds, budget, ducats, special purchases, etc.) to adjust sale orders and complete transactions using math skills, receipts, store inventory, laws, rules, regulations, Departmental policies and procedures, on a daily basis.
6. Determine the types and quantities of commodities (e.g., merchandise, materials, supplies, equipment, etc.) to be ordered for the canteen to create an uninterrupted flow of materials without overstocking, using recorded sales, needs and requests, surveys, Departmental policies and procedures, etc., and ensure institutional security, on a daily basis.
7. Purchase canteen commodities (e.g., merchandise, materials, supplies, equipment, etc.) for use and/or sale to inmates using laws, rules, regulations, Departmental policies and procedures, as needed.
8. Procure canteen commodities (e.g., merchandise, materials, supplies, equipment, etc.), to be issued to inmates using laws, rules, regulations, Departmental policies and procedures, as needed.
9. Manage receipt of commodities (e.g., merchandise, materials, supplies, equipment, etc.), to establish an inventory, monitor the canteens, payment of invoices, etc., using an automated database system, forms, Stock Received Reports (SRR), laws, rules, regulations, Departmental policies and procedures, on a daily basis.
10. Manage canteen merchandise from receipt through distribution to ensure proper rotation (first-in, first-out [FIFO]), meet the needs of the inmate population, ensure adequate on-hand inventory, etc., using accepted warehousing methods, Departmental policies and procedures, on a daily basis.
11. Price merchandise appropriately for sale to inmates to render each canteen self-supporting through established and mandated mark-up, using laws, rules, regulations, Departmental policies and procedures, Inmate Welfare Fund (IWF) procedures, etc., as needed.
12. Ensure proper rotation (first-in, first-out [FIFO]) of all commodities by ensuring all merchandise is dated upon receipt to maintain the integrity of commodities using received dates and used/best by dates, as needed.
13. Oversee the delivery of commodities to various locations (e.g., canteens, living/housing units, etc.) to maintain stock levels and distribute canteen orders using forms, material handling equipment (e.g., forklifts, pallet jacks, hand-trucks, etc.), Departmental policies and procedures, as needed.
14. Prepare staff for canteen inventory counts to comply with Inmate Welfare Fund (IWF) mandates to ensure accountability, stock availability and theft prevention using inventory count sheets, Departmental policies and procedures, as needed.
15. Comply with inventory audits requests to ensure compliance with IWF guidelines and regulations using stock received reports and transfer records, as needed.
16. Coordinate the audit of canteen inventory, to comply with IWF mandates, ensure accountability, stock availability and theft prevention using physical inventory reports, reconciliation reports, adjustment reports, Departmental policies and procedures, as needed.
17. Maintain a professional rapport with vendors to ensure adequate inventory, sale prices, new merchandise, and shipping/receiving, using effective communication and interpersonal skills, as needed.
18. Establish cooperative working relationships with others (e.g., inmates, vendors, staff, etc.) to meet the Department’s goals and objectives, promote communication and participation, enhance morale and productivity using effective communication and interpersonal skills, on an ongoing basis.
19. Maintain cooperative working relationships with others (e.g., inmates, vendors, staff, etc.) to promote communication, participation, enhance morale and productivity and meet the Department’s goals and objectives using effective communication and interpersonal skills, on an ongoing basis.
20. Inspect the canteens/warehouses to comply with Departmental Health and Safety, Environmental Health Survey, California Occupational Safety and Health Association (CAL-OSHA), etc. using Departmental inspection checklists, Safety Data Sheets (SDS), professional experience, etc., as needed.
21. Maintain a safe and secure environment to prevent potential disruptive situations from inmates using effective communication skills, site observation, area searches and approved disciplinary actions, as needed.
22. Maintain accurate records to retain historical data, respond to grievances, and inventory reconciliation, using computer data systems, paper filing system, Departmental policies and procedures, etc., on a continuous basis.
23. Participate in various meetings, committees, teams, etc., to provide communication with others, represent the department, etc., using effective communication skills, subject matter expertise and professional knowledge, as required.
24. Prepare various written documents (e.g., reports, forms, correspondence, etc.) to provide data and information to others (e.g., staff, management, vendors, etc.) using Departmental computers, effective communication skills, Departmental policies and procedures, as required.
25. Provide training to staff to develop a trained and efficient work force, provide a safe and secure environment using effective communication, on the job training, individual and group instruction, etc., as needed..
26. Reconcile inventory discrepancies to maintain accurate records, identify theft, note damaged or spoiled items, etc., using inventory methods, reports, computerized database systems in accordance with Departmental policies and procedures, as needed.
27. Represent the Department in formal or informal settings regarding legal proceedings as subject matter experts to obtain and present information and represent the interest of the Department using effective communication skills and professional expertise, as needed.
28. Research inmate grievances and various canteen issues to gather information regarding requests from others (e.g., Inmate Advisory Council (IAC), inmates and staff, etc.) to ensure compliance using laws, rules, regulations, Departmental policies and procedures, as required.
29. Provide responses for inmate grievances and various canteen issues to others (e.g., IAC, inmates and staff, etc.), to ensure compliance with laws, rules, regulations, Departmental policies and procedures using effective written/verbal communication, as required.
30. Schedule hours of operation to ensure inmates are provided access to the canteens while accommodating different programming needs, workload issues, and ensuring institutional security, etc., using Departmental policies and procedures, as required.
31. Oversee the cleanliness of the canteens/warehouses to ensure compliance with laws, rules, regulations, etc., using various inspections (e.g., Departmental Health and Safety, Environmental Health Survey, CAL-OSHA, etc.), as needed.
32. Ensure accountability of canteen transactions by properly identifying inmates to minimize forgery and unauthorized purchases by verifying identification is recorded on various documents (e.g., canteen receipts, etc.) using signatures, finger prints, CDCR photo identification, Departmental policies and procedures, as required.
33. Provide coverage during the absence of canteen staff to meet the needs of the inmate population and/or institutional needs using operational knowledge and experience, as needed.
34. Establish expectations in the workplace to ensure compliance with Equal Employment Opportunity (EEO) rules and regulations using Departmental policies and procedures and by providing training to staff, as needed.
35. Monitor the workplace to ensure compliance with EEO rules and regulations using Departmental policies and procedures, supervision skills, and professional knowledge, on a daily basis.
36. Project supply demands to maintain an adequate inventory using prior monthly sales reports, inmate population surveys, etc., as needed.
37. Meet with the IAC to identify items that may be sold, removed, or swapped according to Departmental policies and procedures using IAC meetings, sales history, inmate surveys, etc., as needed.
38. Work with custody staff to maintain the safety and security of the institution and canteen operations using staff resources and operational procedures, on a daily basis.
39. Schedule merchandise deliveries as determined by product availability, warehouse space and product shelf life to maintain inventory using stock on hand, purchasing documents and delivery schedules, on a monthly basis.
40. Prepare various reports needed for canteen facilities to ensure adequate stock levels for inmate purchases using current buying trends, sales reports, etc., as needed.
41. Collaborate with IWF by reviewing monthly, mid-year and annual expenditure reports to ensure profit margin, inmate benefits and determine annual budget using inmate population, past sales, etc., as required.
42. Present recommendations to management regarding canteen operations (e.g., products to be sold, pricing, mark-up, and hours of operation) to provide inmates with needed commodities using inmate surveys, inmate work/programming schedules, IAC recommendations, etc., as needed.
43. Conduct hiring interviews to select potential candidates for employment within the institution using structured questions pertaining to the specific classification, as needed.
44. Provide management with recommendations from the hiring interview process to ensure the best possible candidate for the position is selected using interview responses and candidate qualifications, supervisor reference checks, etc., as required.
45. Prepare appropriate documentation to justify new/replacement equipment to obtain funding using cost analysis, positive/adverse effect if equipment is not ordered or replaced, as needed.
46. Purchase new/replacement equipment to maintain the canteen operations using the competitive bidding process, etc., as needed.
47. Analyze situations effectively to ensure security and take effective action when appropriate to ensure that Departmental policies and procedures are followed using on the job training, in-service training, professional experience, etc., on a daily basis.
48. Respond to inmate requests/concerns by interviewing inmates within the appropriate timeframes and researching the complaint to resolve the issue at the lowest level possible using effective communication skills, Departmental policies and procedures, as needed.
49. Monitor budget allotments to avoid over spending of allocated funds using Budget Consumption Report (BCR), Purchase Order Summary (PO Summary), Consolidated Inventory Report (CIR / 17A), SRR, amendments, etc., on an ongoing basis.
50. Provide corrective action to staff at the appropriate level to provide direction, prevent inappropriate behavior, correct insufficient job performance using progressive discipline, Departmental policies and procedures, etc., as needed.
51. Maintain separation of duties within the purchasing process (e.g., ordering, receiving, and SRR, etc.), to ensure compliance with established rules and regulations using the IWF Manual, as needed.
EDITED KSAPC LISTING
NOTE: Each position within this classification may perform some or all of these KSAPCs.
Knowledge of:
K1. Comprehensive knowledge of methods and practices of purchasing to ensure accuracy and timely receipt of product.
K2. Comprehensive knowledge of methods and practices of merchandising to ensure a high volume of sales to maintain the operation of the canteen.
K3. Comprehensive knowledge of methods and practices of sales to ensure a high volume of sales that fulfills the demands of the inmates and maintains the profitable operation of the canteen.
K4. Advanced knowledge of methods and practices in receiving merchandise to maintain accountability of commodities.
K5. Advanced knowledge of methods and practices in storing merchandise to protect against losses (e.g., theft, spoilage, damage, etc.).
K6. Advanced knowledge of inventory methods and practices necessary to maintain a high degree of accountability.
K7. Comprehensive knowledge of principles and practices of supervision to ensure that proper policies and procedures are followed.
K8. Comprehensive knowledge of a manager’s role in the Equal Employment Opportunity (EEO) Program and the processes available to meet equal employment objectives.
K9. Comprehensive knowledge of mathematics to accurately perform calculations to establish and/or maintain merchandise records.
K10. Comprehensive knowledge of canteen/warehouse operations to provide an uninterrupted flow of commodities and supplies to the offender population within budgetary limitations.
K11. Comprehensive knowledge of the principles of effective communication (verbal and written) to effectively communicate and provide resolutions.
K12. Advanced knowledge of record keeping practices to maintain inventory accountability.
K13. Advanced knowledge of record keeping practices to maintain inventory accountability.
K14. Comprehensive knowledge of health and safety practices to maintain a clean and safe work environment.
K15. Comprehensive knowledge of methods and techniques to train an effective workforce.
K16. Advanced knowledge of materials handling equipment (e.g., forklifts, pallet jacks, hand-trucks, etc.) to restock shelves and distribute goods.
K17. Advanced knowledge of food storage and equipment (e.g., freezers, refrigerators, etc.) to ensure proper storage protocols (First-in, First-out [FIFO]).
Ability to:
A1. Plan staffing needs to effectively run the canteen operations.
A2. Organize staffing needs to effectively run the canteen operations.
A3. Direct staffing needs to effectively run the canteen operations.
A4. Anticipate and estimate commodities and/or supplies to effectively run the canteen operations.
A5. Establish and maintain effective working relationships.
A6. Maintain, organize, and create accurate records of canteen related activities (e.g., sales, receipts, etc.) for budget and audit purposes.
A7. Prepare reports to maintain accurate and concise records and to determine canteen needs.
A8. Promote socially acceptable behavior among staff and inmates to maintain safety and security of the institution.
A9. Analyze situations accurately and take effective action.
A10. Promote and comply with the Department’s Equal Employment Opportunity Program.
A11. Follow verbal and written instructions from the chain of command to accomplish the daily tasks and the overall operations of the canteen.
A12. Prepare well organized, accurate, timely, clear and thorough written correspondence to effectively document and communicate with chain of command.
Personal Characteristics:
PC1. Demonstrate a sympathetic and objective understanding of persons under restraint.
PC2. Demonstrate tact when providing information to staff, inmates and/or the public.
PC3. Demonstrate poise to constructively handle the demands of the daily activities of the canteen and maintain cooperative relationships with others (e.g., staff, inmates, and/or the public, etc.).
PC4. Demonstrate emotional maturity and stability to provide a positive example for staff and inmates and/or public.
Physical Characteristics:
PCH1. Demonstrate sufficient strength, agility and endurance during stressful (physical, mental and emotional) situations encountered on the job without compromising the health, safety and well-being of self, staff, and inmates.