{"id":3127,"date":"2019-06-13T17:08:33","date_gmt":"2019-06-13T17:08:33","guid":{"rendered":"http:\/\/cdcr-migration.10upmanaged.com\/careers\/?p=3127"},"modified":"2019-06-13T17:08:33","modified_gmt":"2019-06-13T17:08:33","slug":"job-analysis-correctional-case-records-manager","status":"publish","type":"post","link":"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/13\/job-analysis-correctional-case-records-manager\/","title":{"rendered":"JOB ANALYSIS: CORRECTIONAL CASE RECORDS MANAGER"},"content":{"rendered":"\n

BACKGROUND INFORMATION<\/strong><\/h2>\n\n\n\n

Date of Study: <\/strong>October 15, 2018 \u2013 October 19, 2018<\/p>\n\n\n\n

Collective Bargaining\nIdentification: <\/strong>S01<\/p>\n\n\n\n

Job Analysis Conducted By: <\/strong>Larry Branch, Office of Workforce Planning, Department\nof Corrections and Rehabilitation<\/p>\n\n\n\n

Number of Incumbents: <\/strong>There\nare 50 incumbents in this classification per the State Controller\u2019s Office\nFilled\/Vacant Position Report dated July 23, 2018.<\/p>\n\n\n\n

EDITED TASK LISTING<\/strong><\/h2>\n\n\n\n

NOTE:\nEach position within this classification may perform some or all of these\ntasks.<\/em><\/strong><\/p>\n\n\n\n

Task Statements:<\/strong><\/em><\/h3>\n\n\n\n

1.\n Interpret court commitment orders, Board\nof Parole Hearings (BPH) and Division of Adult Parole Operations (DAPO)\ndecisions to produce a parole and discharge date, provide statistical data and\nuphold compliance utilizing working knowledge, statutes, case laws, California\nCode of Regulations (CCR) Title 15 and policies, etc., on a daily basis. <\/p>\n\n\n\n

2.\n Review various forms, system data,\nreports, inmate\/parolee criminal identification history file\/rap sheet and\/or\nlegal documents (e.g., Abstracts of Judgment [AOJ], Appellate Court Opinions,\nBPH decisions, etc.) to maintain compliance utilizing CCR, statutes, case law\nand Departments Operations Manual (DOM), etc., on a daily basis. <\/p>\n\n\n\n

3.\n Record accurate commitment data and BPH\ndecisions to disseminate information and maintain accuracy of release dates by\nutilizing working knowledge, case law, CCR, and policies, etc., as required. <\/p>\n\n\n\n

4.\n Research inmate\/parolee legal documents\n(e.g., AOJ, Appellate Court Opinions, BPH decisions, etc.) to maintain accurate\nrecords (judicial and clerical), for compliance with case law, CCR, and\npolicies, etc., as required. <\/p>\n\n\n\n

5.\n Analyze various forms, system data,\nreports, and\/or legal documents to uphold compliance with statutes, case laws,\nCCR and DOM, etc., to determine the appropriate administrative process as\nrequired. <\/p>\n\n\n\n

6.\n Identify proper conduct credit earning\nstatus relative to prison commitment and\/or BPH decisions to accurately\ndetermine inmate release dates utilizing statutes, case laws, CCR and policies,\netc., as required. <\/p>\n\n\n\n

7.\n Review conduct of inmate\/parolee credit earning\nstatus relative to prison commitment, BPH decisions, and eligibility criteria\nto verify proper credit earning determination utilizing statutes, case laws,\nCCR, Strategic Offender Management Systems (SOMS), Electronic Record Management\nSystem (ERMS) and Board Information Technology System (BITS), etc., as\nrequired. <\/p>\n\n\n\n

8.\n Compute data to determine dates (e.g.,\nlifer hearing, release, discharge review, controlling discharge, etc.) and\nverify inmates\/parolees have satisfied their commitment term and parole\nutilizing court documents, automated and manual calculation worksheets and BPH\ndecisions, etc., as required. <\/p>\n\n\n\n

9.\n Direct staff in the appropriate\nadministrative processes involved in inmate intake, transfer, parole and\/or\ndischarge to maintain compliance utilizing statutes, case laws, CCR and\nprocedures, etc., on a daily basis. <\/p>\n\n\n\n

10.\n Prepare cursory audits to verify accurate\nrelease date of offenders and uphold public safety utilizing statutes, case\nlaws, CCR and procedures, etc., on a daily basis. <\/p>\n\n\n\n

11.\n Certify copies of legal documents (e.g.,\nPC 969B packets, AOJ, Minute Orders, fingerprint cards, etc.) contained in SOMS\nor ERMS to maintain compliance while providing accurate information utilizing\nworking knowledge, CCR and policies, etc., as required.<\/p>\n\n\n\n

12.\n Function as a liaison between the\nDepartment and city, county, state and federal agencies to provide information\non matters concerning the application of sentence and parole laws as it relates\nto offenders in institutions and on parole utilizing working knowledge, CCR,\nDOM, policies and computer systems, etc., on a daily basis. <\/p>\n\n\n\n

13.\n Represent the Department as a Subject\nMatter Expert of case records before the Grand Jury, State and Federal courts,\nmeetings, training and compliance reviews, etc., to provide information and\/or\nclarification on case records matters utilizing working knowledge, statutes,\ncase laws, CCR and policies, etc., as needed. <\/p>\n\n\n\n

14.\n Advise departmental staff, other\ngovernmental agencies, court officers, offenders and other authorized persons\nregarding pertinent departmental case records responsibilities (e.g., credit\nearning status, release dates, discharge review, discharge dates, etc.), under\nlaws and administrative standards utilizing working knowledge, statutes, case\nlaws, CCR and policies, etc., as necessary. <\/p>\n\n\n\n

15.\n Respond to offender appeals (e.g., first\nthrough second level), regarding case records issues by providing information,\nresolving grievances, and ensuring compliance with statutes, case laws, CCR and\npolicies, etc., as required. <\/p>\n\n\n\n

16.\n Conduct operational and personnel\nsurveys utilizing various resources (e.g., working knowledge, staff, policies,\nprocedures, workload\/backlog statistics, etc.), to gather information and\/or\nmake recommendations related to methods, procedures and staffing, as required. <\/p>\n\n\n\n

17.\n Carry out managerial responsibilities in\nthe work place to maintain compliance with Department-wide mandates concerning\nEqual Employment Opportunity (EEO), Americans with Disabilities Act (ADA) as\ndefined by regulatory agencies and established guidelines\/policies utilizing\nworking knowledge, CCR and policies, etc., as required. <\/p>\n\n\n\n

18.\n Maintain constant communication with\nother departmental employees in relation to personnel practices (e.g.,\nEmployment Relations Officer [ERO], Return to Work Coordinator [RTW], Family\nMedical Leave Act [FMLA], etc.), utilizing working knowledge, CCR, and policies,\netc., as required. <\/p>\n\n\n\n

19.\n Evaluate employee performance to ensure\ndepartmental objectives\/standards are met by monitoring work assignments and\/or\nbehaviors as required by the California Department of Human Resources (CalHR)\nutilizing working knowledge, rules, CCR, DOM and policies, etc., as required. <\/p>\n\n\n\n

20.\n Initiate and\/or participate in the\nProgressive Discipline process to correct\/improve employee performance\/behavior\nor address issues of substandard performance utilizing working knowledge in\naccordance with CalHR, CCR, DOM and policies, etc., as needed. <\/p>\n\n\n\n

21.\n Prepare various documents (e.g.,\ncorrespondence, reports, policies, procedures, etc.) to request and\/or provide\ninformation to others utilizing working knowledge, statutes, case laws, CCR, and\npolicies, etc., as needed. <\/p>\n\n\n\n

22.\n Develop procedures relating to Case\nRecords to maintain consistency and conformity utilizing working knowledge,\nstatutes, case laws, CCR, and policies, etc., as needed. <\/p>\n\n\n\n

23.\n Implement policies and procedures\nrelating to Case Records by providing information and\/or direction to staff,\nutilizing working knowledge, statutes, case laws, CCR, and policies, etc., as\nneeded. <\/p>\n\n\n\n

24.\n Train staff to improve their skills,\nknowledge and promote upward mobility utilizing various training methods (e.g.,\nclassroom training, on-the-job training, mentoring, Training & Development\nassignments, etc.), on an on-going basis. <\/p>\n\n\n\n

25.\n Facilitate the hiring process by\nconducting interviews, evaluating and recommending candidates for appointment,\nutilizing various methods for filling vacancies (e.g., certification lists,\ntransfers, Training & Development assignments, reinstatements, State\nRestriction of Appointment, etc.), as needed. <\/p>\n\n\n\n

26.\n Manage office logistics of the Case\nRecords Department to effectively utilize available area through creative and\nefficient use of office space, equipment, etc., as needed. <\/p>\n\n\n\n

27.\n Attend meetings, trainings, seminars,\nspecial projects, etc., to increase knowledge and\/or provide departmental\nexpertise utilizing working knowledge, statutes, case laws, CCR, and policies,\netc., as needed. <\/p>\n\n\n\n

28.\n Meet and confer with subordinate staff\nto maintain uniformity throughout the Case Records unit utilizing working knowledge,\nstatutes, case laws, CCR, and policies, etc., as needed. <\/p>\n\n\n\n

29.\n Prepare for technological changes to\nexisting methods (e.g. ERMS, SOMS, database systems, etc.), utilizing working\nknowledge, statutes, case laws, CCR, and policies, etc., as needed. <\/p>\n\n\n\n

30.\n Implement office procedures for\ntechnological changes to existing methods (e.g. ERMS, SOMS, database systems,\netc.), utilizing working knowledge, statutes, case laws, CCR, and policies,\netc., as needed. <\/p>\n\n\n\n

31.\n Oversee the process of ERMS scanning,\nquality assurance and training of staff when to report errors to the SOMS\nException Processing Team utilizing working knowledge, statutes, case laws,\nCCR, and policies, etc., as needed. <\/p>\n\n\n\n

32.\n Provide safety training\/inspection\n(e.g., Safety Data Sheets [SDS], product labels, etc.), to staff to comply with\nsafety regulations utilizing Injury Illness Prevention Program (IIPP) and Code\nof Safe Practices as mandated by Senate Bill 198.<\/p>\n\n\n\n

Tasks\nhighlighted in bold text are not currently on the SPB classification specification<\/em><\/p>\n\n\n\n

EDITED KSAPC LISTING<\/strong><\/h2>\n\n\n\n

NOTE: Each position within this classification may perform\nsome or all of these KSAPCs.<\/em><\/strong><\/p>\n\n\n\n

Knowledge of:<\/strong><\/em><\/h3>\n\n\n\n

K1.\n Advanced knowledge of determinate and\nindeterminate sentencing laws, parole laws and case laws to accurately compute\ndates, (e.g., lifer hearings, release date, etc.) identify sentencing or\nclerical errors and conduct audits (e.g. intake, 60-day, parole, etc.). <\/p>\n\n\n\n

K2.\n Comprehensive knowledge of the\nclassification process and purposes, activities, regulations and functions of\nthe California Department of Corrections and Rehabilitation (CDCR), the Board\nof Parole Hearings (BPH), and Department of Justice (DOJ), as they relate to\ncase records, to conduct audits, to comply with policies and laws and to\neffectively communicate with other departments and agencies, etc. <\/p>\n\n\n\n

K3.\n Comprehensive knowledge of correctional\nadministration to function and interact with various divisions in a\ncorrectional and\/or parole setting. <\/p>\n\n\n\n

K4.\n Advanced knowledge of documents and\nforms contained within Strategic Offender Management Systems (SOMS), and\nElectronic Record Management System (ERMS) used in the establishment,\nmaintenance, control and disposition of individual inmate and parolee criminal\ncase records to compute accurate parole and discharge dates, respond to\ninquiries, uphold public safety, etc.<\/p>\n\n\n\n

K5.\n Comprehensive knowledge of principles\nand methods of training to determine training needs, evaluate training results,\nmaintain a qualified workforce, provide opportunity for upward mobility and\nmeet the overall mission of the CDCR. <\/p>\n\n\n\n

K6.\n Advanced knowledge of information\ndisclosure statutes and departmental guidelines to determine the release of\ninformation (e.g., operational procedures, inmate\/parolee information, etc.). <\/p>\n\n\n\n

K7.\n Comprehensive knowledge of automated\nrecord-keeping systems such as SOMS, ERMS, Board Information Technology System\n(BITS), Parole Violation Determination and Tracking System (PVDTS), etc., to\ntrack inmates\/parolees, records and release\/discharge dates and evaluate the\ninformation received from these systems. <\/p>\n\n\n\n

K8.\n Advanced knowledge of a supervisor\u2019s\nrole in the Equal Employment Opportunity (EEO) Program and the processes\navailable to meet the Department\u2019s EEO objectives as it relates to the\nsupervision and management of departmental personnel. <\/p>\n\n\n\n

K9.\n Comprehensive knowledge of the\nprinciples and techniques of personnel management and supervision to\neffectively direct and manage a case records operation.<\/p>\n\n\n\n

KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n

Ability to:<\/strong><\/em><\/h3>\n\n\n\n

A1.  Ability to define and interpret legal\ndocuments, statutes, classification actions, BPH decisions, case laws,\ndepartmental policies and procedures, etc., to take appropriate actions, apply\nthe information in the management of case records operations, produce accurate\nparole and\/or discharge date and to uphold public safety. <\/p>\n\n\n\n

A2.  Ability to analyze documents relevant to Case\nRecords to recognize and correct discrepancies\/irregularities to maintain\ncompliance with policies, procedures, laws, rules, etc. <\/p>\n\n\n\n

A3.  Ability to prepare accurate and concise\nreports and correspondence to correct discrepancies, provide information,\ndocument data, etc., as it relates to Case Records operations. <\/p>\n\n\n\n

A4.  Ability to make accurate mathematical\ncomputations to audit data and compute accurate release dates, discharge review\ndates, hearing dates, and\/or discharge dates. <\/p>\n\n\n\n

A5.  Ability to prioritize workload and meet time\nconstraints to effectively manage a Case Records operation and comply with\npolicies, procedures, laws, rules, etc. <\/p>\n\n\n\n

A6.  Ability to read and write English at a level\nrequired for successful job performance in the area related to Case Records\n(e.g. memorandums, correspondence, desk procedures and performance evaluations,\netc.).<\/p>\n\n\n\n

A7.  Ability to make sound decisions and\nrecommendations related to a Case Records operation to determine and implement\neffective and appropriate course of action. <\/p>\n\n\n\n

A8.  Ability to progressively perform difficult\nanalytical tasks in the Case Records operation to maintain compliance, compute\nrelease dates, discharge review dates, hearing dates, and\/or discharge dates\nand recognize and correct discrepancies\/irregularities. <\/p>\n\n\n\n

A9.  Ability to provide criminal identification\nservices within the scope of the Case Records operation necessary to the\nadministration of the CDCR. <\/p>\n\n\n\n

A10.  Ability to apply an extensive range of highly\ntechnical data to individual cases to maintain compliance, provide information,\nconduct accurate audits, compute parole and\/or discharge dates and make sound\ndecisions and recommendations. <\/p>\n\n\n\n

A11.  Ability to understand and follow oral and\nwritten instructions, (e.g., memorandums, correspondence, forms, reports, etc.)\nrequired for successful job performance.<\/p>\n\n\n\n

A12.  Ability to communicate effectively to provide\ninformation, build and maintain working relationships with other staff, inmates\nand informational sources. <\/p>\n\n\n\n

A13.  Ability to disseminate accurate information to\ndepartmental staff, other governmental agencies, attorneys, the general public,\netc., in response to inquiries to resolve and\/or clarify discrepancies and\nuphold public safety. <\/p>\n\n\n\n

A14.  Ability to operate a computer to access,\nenter, and retrieve information, resolve discrepancies, review cases, compose\ncorrespondence, etc.<\/p>\n\n\n\n

A15.\n Ability to multi-task to efficiently\nplan, organize, and direct the work of others to effectively manage a Case\nRecords operation.<\/p>\n\n\n\n

A16.\n Ability to project\/plan for future\nbudgetary needs (e.g., staffing, overtime, training, equipment, supplies, etc.)\nto maintain adequate resources to manage a Case Records operation. <\/p>\n\n\n\n

A17.\n Ability to effectively contribute to the\nDepartment\u2019s Equal Employment Opportunity (EEO) objectives to create and\nmaintain a fair and equitable work environment. <\/p>\n\n\n\n

A18.\n Ability\nto maintain order and supervise the conduct of staff to prevent workforce\nviolence, or hostile environment, and report unusual behavior\/activity.<\/strong><\/p>\n\n\n\n

KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n

Personal Characteristics:<\/strong><\/em><\/h3>\n\n\n\n

PC1.\n Capacity for assuming progressively\ngreater responsibility. <\/p>\n\n\n\n

PC2.\n Display tact in dealing with\ninternal\/external stakeholders. <\/p>\n\n\n\n

PC3.\n Work in a variety of correctional\nsettings. <\/p>\n\n\n\n

PC4.\n Willingness to travel.<\/p>\n\n\n\n

KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"

BACKGROUND INFORMATION Date of Study: October 15, 2018 \u2013 October 19, 2018 Collective Bargaining Identification: S01 Job Analysis Conducted By: […]<\/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-3127","post","type-post","status-publish","format-standard","hentry","category-job-analysis"],"yoast_head":"\nJOB ANALYSIS: CORRECTIONAL CASE RECORDS MANAGER - 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-correctional-case-records-manager\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"JOB ANALYSIS: CORRECTIONAL CASE RECORDS MANAGER - 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