{"id":3284,"date":"2019-06-13T19:55:10","date_gmt":"2019-06-13T19:55:10","guid":{"rendered":"http:\/\/cdcr-migration.10upmanaged.com\/careers\/?p=3284"},"modified":"2023-09-08T16:44:33","modified_gmt":"2023-09-08T23:44:33","slug":"job-analysis-office-services-manager-i","status":"publish","type":"post","link":"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/13\/job-analysis-office-services-manager-i\/","title":{"rendered":"JOB ANALYSIS: OFFICE SERVICES MANAGER 1"},"content":{"rendered":"\n

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

Date of Study: <\/strong>January 6, 2009 \u2013 January 9, 2009<\/p>\n\n\n\n

Collective Bargaining\nIdentification: <\/strong>R04<\/p>\n\n\n\n

Job Analysis Conducted By:<\/strong>\nVicki Rhodes, Associate Personnel Analyst,\nOffice of Workforce Planning and Selection<\/p>\n\n\n\n

Number of Incumbents: <\/strong>There are 12 incumbents in this classification per\nDepartment of Corrections Filled\/Vacant Position Report dated January 2009<\/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:<\/em><\/strong><\/h3>\n\n\n\n

1.\n Plans the work of a variety of critical\nmanagerial and supervisory functions, and administrative duties to ensure the\nstaff services performed by employees under their supervision comply with the\ndue process mandates of the courts and the regulatory policies and procedures\nutilizing data analysis, computerized and manual scheduling and tracking tools\nof the Board of Parole Hearings (BPH). <\/p>\n\n\n\n

2.\n Organizes the work of a variety of critical\nmanagerial and supervisory functions, and administrative duties to ensure the\nstaff services performed by employees under their supervision comply with the\ndue process mandates of the courts and the regulatory policies and procedures\nutilizing data analysis, computerized and manual scheduling and tracking tools\nof the BPH. <\/p>\n\n\n\n

3.\n Assigns a variety of critical functions,\nand administrative duties to ensure the staff services performed by employees\nunder their supervision comply with the due process mandates of the courts and\nthe regulatory policies and procedures utilizing data analysis, computerized\nand manual scheduling and tracking tools of the BPH. <\/p>\n\n\n\n

4.\n Reviews a variety of critical functions,\nand administrative duties to ensure the staff services performed by employees\nunder their supervision comply with the due process mandates of the courts and\nthe regulatory policies and procedures utilizing data analysis, computerized\nand manual scheduling and tracking tools of the BPH. <\/p>\n\n\n\n

5.\n Monitors unit work product and makes\nindividual task adjustments as needed in order to support the quasi-judicial\nparole revocation\/suitability processes utilizing data analysis, computerized\nand manual scheduling and tracking tools, under the direction of the BPH,\njudicial orders, regulatory\/statutory tenets and due process mandates. <\/p>\n\n\n\n

6.\n Approves work procedures of subordinate\nstaff utilizing data analysis, computerized and manual scheduling and tracking\ntools, to meet the requirements of the BPH, judicial orders,\nregulatory\/statutory tenets and due process mandates. <\/p>\n\n\n\n

7.\n Reviews work procedures of subordinate\nstaff utilizing data analysis, computerized and manual scheduling and tracking\ntools, to meet the requirements of the BPH, judicial orders,\nregulatory\/statutory tenets and due process mandates. <\/p>\n\n\n\n

8.\n Makes decisions on exceptional operating\nproblems utilizing data analysis, computerized and manual scheduling and\ntracking tools, to meet the requirements of the BPH, judicial orders,\nregulatory\/statutory tenets and due process mandates. <\/p>\n\n\n\n

9.\n Establishes consistent performance\nstandards and expectations for staff to ensure uniformity of products and\nservices utilizing various resources (e.g., employee performance evaluations,\npolicies, procedures, collective bargaining contracts, laws, rules,\ncommunication skills, etc.) as needed. <\/p>\n\n\n\n

10.\n Implements performance standards and\nexpectations for staff to ensure uniformity of products and services utilizing\nvarious resources (e.g., employee performance evaluations, policies,\nprocedures, collective bargaining contracts, laws, rules, communication skills,\netc.) as needed. <\/p>\n\n\n\n

11.\n Facilitates the hiring process by\nconducting interviews, evaluating and recommending candidates for appointment\nutilizing various methods of filling vacancies (e.g. certification lists,\nreinstatements, etc.) as needed. <\/p>\n\n\n\n

12.\n Develops policies and procedures to\nensure the effective operation of the work unit utilizing various resources\n(e.g., laws, rules, regulations, policies, procedures, etc.) as necessary. <\/p>\n\n\n\n

13.\n Maintain\nestablished policies and procedures to ensure the effective operation of the\nwork unit utilizing various resources (e.g., laws, rules, regulations,\npolicies, procedures, etc.) as necessary.<\/strong> <\/p>\n\n\n\n

14.\n Recommends changes of policies and\noperating procedures to ensure the effective operation of the work unit\nutilizing various resources (e.g., laws, rules, regulations, policies,\nprocedures, etc.) as necessary. <\/p>\n\n\n\n

15.\n Conducts meetings with staff to\ncommunicate information necessary for job performance and\/or discuss and\nresolve issues pertinent to the work unit utilizing communication and\ninterpersonal skills, tact, diplomacy, professionalism, personal expertise,\netc. as needed. <\/p>\n\n\n\n

16.\n Participates in the development and\nreview of budgetary concepts to meet operational needs within monetary\nconstraints to change the level of service or funding within the requirements\nof workload, judicial orders, regulatory\/statutory tenets and due process\nmandates and\/or to propose new program activities not currently authorized\nutilizing various resources (e.g. workload tracking data, legal mandates,\ncollective bargaining contracts, etc.) as needed. <\/p>\n\n\n\n

17.\n Supervises support staff engaged in\nordering supplies and maintaining equipment in order to provide a well-equipped\noffice, utilizing catalogs and outside vendors, etc. within the Board of Parole\nHearings\u2019 guidelines. <\/p>\n\n\n\n

18.\n Directs the work activities of staff to\nensure services are provided within parameters\/timeframes utilizing effective\nmanagement skills\/tools (e.g., communication, project management, workload\ntracking\/monitoring, staff development, etc.) on a daily basis to meet program\nobjectives. <\/p>\n\n\n\n

19.\n Ensures the processing of incoming and\noutgoing mail, email, and faxes by datestamping (when appropriate), logging,\nsorting, and distributing letters, documents, memos, reports, etc. to\nappropriate staff and\/or departments utilizing organizational skills,\ncommunication skills, filing skills, desk procedures, mailing and distribution\nlists, etc. on a daily basis. <\/p>\n\n\n\n

20.\n Composes\nwritten documents (e.g., letters, desk procedures, memos, reports,\nmiscellaneous actions, etc.) in order to provide current information, keep\naccurate records, document issues or situations, respond to inquiries or\nrequests, etc. utilizing notes, written communication skills, and basic\nmathematical\/statistical skills, etc. as directed by Board management and\/or\nlegal mandates.<\/strong> <\/p>\n\n\n\n

21.\n Develops\nBPH policies to improve hearing procedures and related functions to implement\njudicial decisions or changes in the law as needed.<\/strong> <\/p>\n\n\n\n

22.\n Recommends\nchanges to existing BPH policies and improve hearing procedures and related\nfunctions to implement judicial decisions or changes in the law as needed. <\/strong><\/p>\n\n\n\n

23.\n Implements\nchanges to existing BPH policies and improve hearing procedures and related\nfunctions to implement judicial decisions or changes in the law as needed. <\/strong><\/p>\n\n\n\n

24.\n Reviews\nfiles in accordance with established guidelines and procedures in order to\npurge outdated materials, maintain orderly files, and maximize filing space\nutilizing office procedures, shredding, recycling system, etc. as outlined in\nthe Records Retention Schedule. <\/strong><\/p>\n\n\n\n

25.\n Coordinates\nwith the courts, BPH executive management, Division of Adult Institutions\nstaff, Division of Adult Parole Operations staff, Office of Legal Affairs,\ninterpreters, county jail staff, and state hospital staff, to identify problem\nareas and resolve conflicts ensuring efficiency in the hearing and decision\nprocesses. <\/strong><\/p>\n\n\n\n

26.\n Responds,\nboth orally and in writing, to inquiries from elected officials, judges,\ndistrict attorneys offices, attorneys, interpreters, inmates, parolees, and the\npublic concerning hearing schedules, documents, tapes and transcripts as\nneeded. <\/strong><\/p>\n\n\n\n

27.\n Oversees\npayment of contracted services, witness fees and mileage, to ensure timely\npayment and avoid duplication, utilizing tracking systems in accordance with\nBPH policies and procedures. <\/strong><\/p>\n\n\n\n

28.\n Assists\nin development and modification of automated systems for calendaring of\nhearings, processing warrants, issuing of subpoenas, meeting critical\ntimeframes, tracking hearing information and other functions requiring\ntracking. <\/strong><\/p>\n\n\n\n

29.\n Consults\nwith Board Information Technology staff in order to ensure that the Board\u2019s\nintranet, public and professional internet communication is up-to-date and\naccurate on an ongoing and as needed basis. <\/strong><\/p>\n\n\n\n

30.\n Prepares reports of performance, in\norder to address issues of standard performance and conducts corrective actions\nand progressive discipline by utilizing direct observation, communication\nskills, Individual Development Plan (IDP), and letters of commendation on an as\nneeded or yearly basis.<\/p>\n\n\n\n

Tasks\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/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:<\/em><\/strong><\/h3>\n\n\n\n

K1.\n General\nknowledge of the principles, practices, and techniques of public and business\nadministration including management and supportive staff services (e.g.,\nbudget, personnel, management analysis, planning, program evaluation, etc.) or\nrelated areas to provide appropriate leadership and management in the unit.<\/strong>\n<\/p>\n\n\n\n

K2.\n Basic\nknowledge of the technical program requirements for supporting parole\nrevocation, life parole suitability and other Board activities in order to\neffectively support the process on a day-to-day basis and plan for the future.<\/strong>\n<\/p>\n\n\n\n

K3.\n General\nknowledge of supervisory principles, practices and techniques to plan, oversee,\nand direct the work activities of employees.<\/strong> <\/p>\n\n\n\n

K4.\n General\nknowledge of training methods and techniques to develop and provide training\nprograms and presentations to staff.<\/strong> <\/p>\n\n\n\n

K5.  General knowledge of program management to effectively run a program on a day-to-day basis and plan for the future.<\/strong> <\/p>\n\n\n\n

K6.\n General\nknowledge of the purpose, mission, and goals of the Board to ensure that the\nprogress and completion of work assignments and tasks conform to the overall\nobjectives of the unit\/division.<\/strong><\/p>\n\n\n\n

K7.\n Advanced\nknowledge of governmental functions and organization at the State and local\nlevel to maintain and foster a good working relationship.<\/strong> <\/p>\n\n\n\n

K8.\n General\nknowledge of data analysis methods and techniques to draw appropriate\nconclusions and make decisions when reviewing work assignments and projects.<\/strong>\n<\/p>\n\n\n\n

K9.\n General\nknowledge of conflicts resolution techniques to address and resolve conflicts\nand issues that may arise in the work environment.<\/strong> <\/p>\n\n\n\n

K10.\n General\nknowledge of the basic operation of personal computers in order to develop\ndocuments and communicate via e-mail.<\/strong> <\/p>\n\n\n\n

K11.\n General\nknowledge of standard office technology Microsoft Office, Outlook, and Case\nManagement Databases (i.e. LSTS, RSTS, OBIS, DDPS, REVOC, etc.). <\/strong><\/p>\n\n\n\n

K12.\n Basic knowledge of office material and\nsupply acquisition, and the operation of modern equipment to achieve program\nobjectives. <\/p>\n\n\n\n

K13.\n General knowledge of a supervisor\u2019s role\nin the Equal Employment Opportunity Program and Sexual Harassment Program\nregarding regulations, processes, and objectives to promote the department\u2019s\npolicies and goals in making hiring decisions and to provide a discrimination\nand harassment free work environment.<\/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:<\/em><\/strong><\/h3>\n\n\n\n

A1.\n Ability\nto reason logically, creatively and use a variety of analytical techniques and\nresources to complete work assignments and resolve complex governmental and\nsupervisory problems in accordance with departmental goals and objectives.<\/strong> <\/p>\n\n\n\n

A2.\n Ability\nto read and understand statutes, regulations, court decisions, legal reference\nmaterial and other similar documents at a level required for appropriate\nprogram changes and to meet operational objectives. <\/strong><\/p>\n\n\n\n

A3.\n Apply office organization and management\nprinciples and methods including office layout and organization, and modern\nmethods of performing various kinds of technical\/clerical work and of measuring\nwork production to meet program objectives. <\/p>\n\n\n\n

A4.\n Ability to plan, organize, direct, and\nreview the work of technical\/clerical staff in order to meet program\nobjectives. <\/p>\n\n\n\n

A5.\n Ability to learn rapidly specific laws,\nrules, and office policies and procedures and use good judgment in applying\nthem in a variety of cases in order to meet program objectives. <\/p>\n\n\n\n

A6.\n Ability\nto design and standardize effective tracking documents and procedures in order\nto meet program objectives. <\/strong><\/p>\n\n\n\n

A7.\n Ability to prepare reports and\ncorrespondence independently to meet program objectives. <\/p>\n\n\n\n

A8.\n Ability to analyze situations accurately\nin response to changing objectives in order to make appropriate program\nadjustments. <\/p>\n\n\n\n

A9.\n Ability to establish and maintain\neffective and cooperative relationships with employees, the public and\ncollaborative business organizations to meet the Board\u2019s goals and objectives. <\/p>\n\n\n\n

A10.\n Ability\nto present ideas and information effectively to various entities (e.g.,\nemployees, the public, management, etc.) in order to communicate and meet\noperational needs. <\/strong><\/p>\n\n\n\n

A11.\n Ability to effectively contribute to the\nobjectives of the Department\u2019s Sexual Harassment and Equal Employment\nOpportunity Programs in order to create and maintain a discrimination and\nharassment free work environment.<\/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:<\/em><\/strong><\/h3>\n\n\n\n

PC1.\n Demonstrated supervisory ability. <\/p>\n\n\n\n

PC2.\n Demonstrated\nability to act independently, open-mindedness, flexibility and tact.<\/strong> <\/p>\n\n\n\n

PC3.\n Demonstrated\nability to act independently, open-mindedness, flexibility and tact.<\/strong> <\/p>\n\n\n\n

PC4.\n Demonstrated\nemotional maturity and stability.<\/strong> <\/p>\n\n\n\n

PC5.\n Demonstrated\nneat personal appearance.<\/strong><\/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: January 6, 2009 \u2013 January 9, 2009 Collective Bargaining Identification: R04 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-3284","post","type-post","status-publish","format-standard","hentry","category-job-analysis"],"yoast_head":"\nJOB ANALYSIS: OFFICE SERVICES MANAGER 1 - 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-office-services-manager-i\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"JOB ANALYSIS: OFFICE SERVICES MANAGER 1 - 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