{"id":3063,"date":"2019-06-13T15:22:18","date_gmt":"2019-06-13T15:22:18","guid":{"rendered":"http:\/\/cdcr-migration.10upmanaged.com\/careers\/?p=3063"},"modified":"2019-06-13T15:22:18","modified_gmt":"2019-06-13T15:22:18","slug":"job-analysis-case-records-technician","status":"publish","type":"post","link":"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/13\/job-analysis-case-records-technician\/","title":{"rendered":"JOB ANALYSIS: CASE RECORDS TECHNICIAN"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\"><strong>BACKGROUND INFORMATION<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Date of Study: <\/strong>August 13, 2018 \u2013 August 17, 2018<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Collective Bargaining\nIdentification: <\/strong>R04<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Job Analysis Conducted By: <\/strong>Alison A. Torngren, Office of Workforce Planning,\nDepartment of Corrections and Rehabilitation<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Number of Incumbents: <\/strong>There are 571 incumbents in this classification per\nthe State Controller\u2019s Office Filled\/Vacant Position Report dated 07\/2018.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>EDITED TASK LISTING<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><strong><em>NOTE:\nEach position within this classification may perform some or all of these\ntasks.<\/em><\/strong><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong><em>Task Statements:<\/em><\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">1.\u00a0 Process inmate, youthful offender and parolee\nrecords to ensure information is entered into the Ward Information Network\n(WIN) and Strategic Offender Management System (SOMS) to appropriate sections\nutilizing office procedures in accordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">2.\u00a0 Maintain inmate, youthful offender and\nparolee records to update electronic and hard copy files and ensure accuracy of\ninmate\/parolee\/youthful offender information utilizing document management\nsystems (i.e., ERMS, WIN, and SOMS) in accordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">3.\u00a0 Control inmate, youthful offender and parolee\nrecords to maintain safety and security of confidential information related to\ninmates\/parolees\/youthful offenders utilizing a computer tracking system in\naccordance with Public Information Practices and Public Records Act. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">4.\u00a0 Respond to requests from other departments,\n(e.g., Attorney General\u2019s Office, Board of Parole Hearings, and other\ngovernment entities, etc.), and public members to provide information utilizing\nERMS, WIN, and SOMS in accordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">5.\u00a0 Input\/audit inmate, youthful offender or\nparolee data to ensure accuracy utilizing ERMS, WIN, and SOMS in accordance\nwith Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">6.\u00a0 Generate accurate reports to monitor release\ndates and discharge review dates of inmates, youthful offenders, or parolees\nutilizing WIN and SOMS in accordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">7.\u00a0 Assemble inmate, youthful offender or parolee\nfiles to begin the initial process manually or electronically by utilizing\ncourt documents, finger print cards, computer reports [i.e., California Law\nEnforcement Telecommunication System (CLETS) report], and California Department\nof Corrections and Rehabilitation (CDCR) forms in accordance with Departmental\npolicy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">8.\u00a0 Query a database to gather specific\ninformation on an inmate, youthful offender or parolee in accordance with\nDepartmental policy utilizing automated systems. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">9.\u00a0 Type\/prepare forms, documents and\ncorrespondence to communicate and\/or request information to local law\nenforcement, internal staff, etc. utilizing computers and typing skills in\naccordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">10.\u00a0 Type\/prepare forms, documents and reports for\nprocessing inmate, youthful offender, parolee records utilizing computers and\ntyping skill in accordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">11.\u00a0 Request inmate, youthful offender and parolee\nrecords from appropriate source (e.g., law enforcement agencies, courts,\ndepartmental staff, etc.) to gather information for requesting staff utilizing\nappropriate forms, computers, and communication skills as needed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">12.\u00a0 Maintain integrity and uniformity of the\ninmate, youthful offender and parolee records standardized filing\/scanning\nsystem within the File Room utilizing automated\/manual systems in accordance\nwith Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">13.\u00a0 Identify a multitude of documents, and\/or\ndispositions to accurately process inmate, youthful offender or parolee records\nutilizing working knowledge of record processes in accordance with Departmental\npolicy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">14.\u00a0 File documents in the appropriate inmate,\nyouthful offender or parolee record section to maintain accurate and current\ninformation utilizing automated\/manual systems and organizational skills in\naccordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">15.\u00a0 Prepare for scheduled hearings to ensure the\nBoard of Parole Hearings (BPH), Juvenile Parole Board (JPB), and court\nappearances meet mandated timeframes utilizing automated scheduling systems in\naccordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">16.\u00a0 Schedule conference rooms to coordinate\nmeetings, hearings, utilizing automated\/manual scheduling in accordance with\nDepartmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">17.\u00a0 Schedule inmate, youthful offender and\nparolee record reviews to comply with requests from other law enforcement\nagencies, departmental staff, public members, etc. utilizing automated\/manual\nsystems in accordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">18.\u00a0 Utilize in-house automated systems to ensure\ntransportation to the proper facilities\/courts in accordance with Departmental\npolicy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">19.\u00a0 Track hearing processes to ensure the Board\nof Parole Hearings (BPH), Juvenile Parole Board (JPB), and court appearances\nmeet mandated timeframes utilizing automated\/manual tracking systems in\naccordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">20.\u00a0 Distribute a multitude of documents, actions,\nand\/or dispositions to ensure the receipt by the appropriate areas utilizing\nworking knowledge of record processes in accordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">21.\u00a0 Copy\/scan a multitude of documents, actions,\nand\/or dispositions to distribute information to appropriate areas and process\ndocuments accurately utilizing working knowledge of record processes in\naccordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">22.\u00a0 Purge inmate, youthful offender and parolee\nrecords information to ensure there are no duplicate copies, eliminate\nunnecessary documents, and minimize impact to the Records Office utilizing\nworking knowledge of record processes in accordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">23.\u00a0 Enter inmate, youthful offender and parolee\nrecords in Electronic Records Management System (ERMS) and WIN to ensure\nquality assurance with security and confidentiality in accordance with\nDepartmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">24.\u00a0 Generate reports to provide information to\nappropriate areas for proper release of inmates\/youthful offenders\/parolees\nutilizing WIN and SOMS in accordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">25.\u00a0 Research information in databases [e.g.,\nERMS, SOMS, Board Information Technology System (BITS)] to resolve case records\ndiscrepancies in accordance with Departmental policy utilizing automated\nsystems. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">26.\u00a0 Utilize in-house automated systems to ensure\nproper release and transfer of inmates\/youthful offenders utilizing Automated\nTransfer System, Live Scan, CLETS and SOMS in accordance with Departmental\npolicy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">27.\u00a0 Research written documents for reports and\nspecial projects to provide data\/information to law enforcement agencies,\ndepartmental staff, the public, etc. utilizing research techniques\/materials\nand automated systems (i.e., SOMS) as needed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">28.\u00a0 Process incoming mail to appropriately\ndistribute to staff and inmates\/youthful offenders utilizing automated\/manual\nsystems in accordance with Departmental policy. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">29.\u00a0 <strong>Observe\nany inappropriate conduct of inmates or youthful offenders to ensure safety and\nsecurity of the institution\/facility utilizing reporting techniques in\naccordance with Departmental policy.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">30.\u00a0 <strong>Report\nany inappropriate conduct of inmates or youthful offenders to ensure safety and\nsecurity of the institution\/facility utilizing reporting techniques in\naccordance with Departmental policy.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">31.\u00a0 <strong>Interact\nin person, and\/or via telephone, facsimile, or written communication with\nstakeholders to provide or receive information utilizing verbal and written\ncommunication skills in accordance with Departmental policy.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">32.\u00a0 <strong>Provide\nback-up to other Case Records Technicians (CRTs) to eliminate\/minimize backlog\nin accordance with Departmental policy utilizing current desk procedures and cross\ntraining.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">33.\u00a0 <strong>Provide\ntraining to other CRTs utilizing current desk procedures in accordance with\nDepartmental policy.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">34.\u00a0 <strong>Lead\nspecial projects to provide technical oversight and input for management\nutilizing automated tracking systems, leadership experience, and communication\nskills in accordance with Departmental policy.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">35.\u00a0 <strong>Generate\ngate clearance requests for visitors (e.g., attorneys, witnesses, stakeholders,\netc.) to ensure the safety and security of the institution utilizing CLETS in\naccordance with Departmental policy.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">36.\u00a0 <strong>Report\nrepairs to ensure functional equipment utilizing telephones, forms, verbal\ncommunication, automated\/manual tracking system and computers in accordance\nwith Departmental policy.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">37.\u00a0 <strong>Order\nsupplies for the office to ensure there is sufficient supplies\/equipment\nutilizing standard bidding practices and manual tracking systems in accordance\nwith Departmental policy on a monthly basis.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">38.\u00a0 <strong>Track\nsupply inventory for the office to ensure there is sufficient supplies\/equipment\nutilizing standard bidding practices and manual tracking systems in accordance\nwith Departmental policy on a monthly basis.<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Tasks\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>EDITED KSAPC LISTING<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><strong><em>NOTE: Each position within this classification may perform\nsome or all of these KSAPCs.<\/em><\/strong><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong><em>Knowledge of:<\/em><\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">K1.\n\u00a0Basic knowledge of modern office\nsupplies (e.g., paper, toner, forms, first aid kit, etc.) to routinely\ninventory, maintain, and order office supplies to effectively accomplish the\nmission of Case Records Services. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K2.\n\u00a0Basic knowledge of modern office equipment\n(e.g., computer, copier, etc.) to perform assigned duties. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K3.\n\u00a0Basic knowledge of modern office desk\nand operational procedures to perform assigned duties. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K4.\n\u00a0Comprehensive knowledge of grammar to\naccurately compose, proofread, and correct documents. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K5.\n\u00a0Comprehensive knowledge of spelling to\naccurately compose, proofread, and correct documents. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K6.\n\u00a0Comprehensive knowledge of punctuation\nto accurately compose, proofread, and correct documents. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K7.\n\u00a0Comprehensive knowledge of modern English\nusage to accurately compose, proofread, and correct documents. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K8.\n\u00a0Comprehensive knowledge of arithmetic to\ncomplete basic addition, subtraction, multiplication, and division, and\ncalculate percentages associated with assigned duties. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K9.\n\u00a0Comprehensive knowledge of records\nsecurity\/confidentiality policies and procedures to maintain safety\/security of\nthe files. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K10.\n\u00a0Basic knowledge of file structure to\nproperly file documents to adhere to policy and procedures. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K11.\n\u00a0Comprehensive knowledge of filing\ntechniques (e.g., alphabetical, numerical, and chronological) to properly\nmaintain records. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K12.\u00a0 <strong>Basic\nknowledge of leadership techniques to act as a lead on a special project.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K13.\n\u00a0<strong>Basic\nknowledge of research techniques to access information and resources.<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong><em>Ability to:<\/em><\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">A1.\n\u00a0Interpret written data to perform\nassigned duties.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A2.\n\u00a0Interpret numerical data to perform\nassigned duties. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A3.\n\u00a0Accurately enter data into a\ncomputerized database to ensure precise record keeping and tracking. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A4.\n\u00a0Learn a broad range of technical data to\ncomply with Departmental\/policy office procedure. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A5.\n\u00a0Understand a broad range of technical\ndata to comply with Departmental policy\/office procedure. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A6.\n\u00a0Apply learned and understood technical\ndata to individual cases to process, maintain, and control inmate, youthful\noffender and parolee records. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A7.\u00a0 Scan and file case records files to maintain\nsecurity.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A8.\n\u00a0Maintain a filing system for\naccountability. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A9.\n\u00a0Accurately and effectively communicate\nboth verbally and in writing to provide information and direction. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A10.\n\u00a0Work as a team assisting staff to ensure\nefficient and effective operation of the office. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A11.\n\u00a0Perform basic addition, subtraction,\nmultiplication, division, and percentage calculation to create statistics,\nreports, and inventory. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A12.\n\u00a0<strong>Demonstrate\nleadership in special projects to reach organizational objectives.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A13.\n\u00a0Interpret reference material to\nunderstand and apply appropriate laws, rules, and regulations. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A14.\n\u00a0Use reference material to appropriately\napply laws, rules, and regulations to complete assigned duties. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A15.\n\u00a0Prioritize workload to effectively\ncomplete tasks in a timely manner. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A16.\n\u00a0Follow written and verbal instructions\nto complete assigned duties. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A17.\n\u00a0Properly manage time to meet established\ntimeframes. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A18.\n\u00a0Use tact and good judgment to\ndisseminate information, and respond to inquiries from staff, government\nagencies, public, and inmates\/youthful offenders\/parolees.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A19.\n\u00a0<strong>Use\nresearch techniques to access information and resources.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A20.\n\u00a0Use personal computer systems to enter\ndata, retrieve information, and prepare reports and correspondence.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A21.\n\u00a0Operate office machines (e.g., scanners,\nprinters, fax machine, etc.) to process documents\/forms and disseminate\ninformation. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A22.\n\u00a0Use software applications to enter data,\nretrieve information, and prepare reports and correspondence. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A23.\n\u00a0<strong>Maintain\nprofessionalism, courtesy, and respect at all times to ensure a productive work\nforce.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A24.\n\u00a0<strong>Demonstrate\nflexibility with changing work objectives and adapt to operational needs.<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong><em>Physical Characteristics:<\/em><\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">SPC1.\n\u00a0Willingness to work in a variety of\ncorrectional or parole settings; capacity for assuming progressively greater\nresponsibility; tact; read or view potentially graphic or discomforting\ninformation; and work long and unusual hours based on operational needs.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>BACKGROUND INFORMATION Date of Study: August 13, 2018 \u2013 August 17, 2018 Collective Bargaining Identification: R04 Job Analysis Conducted By: [&hellip;]<\/p>\n","protected":false},"author":43,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"hide_featured_image_on_mobile":false,"hide_featured_image_on_post_details":false,"footnotes":""},"categories":[2],"class_list":["post-3063","post","type-post","status-publish","format-standard","hentry","category-job-analysis"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>JOB ANALYSIS: CASE RECORDS TECHNICIAN - CDCR Careers<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/13\/job-analysis-case-records-technician\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"JOB 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