{"id":3286,"date":"2019-06-13T20:02:23","date_gmt":"2019-06-13T20:02:23","guid":{"rendered":"http:\/\/cdcr-migration.10upmanaged.com\/careers\/?p=3286"},"modified":"2023-09-08T16:45:09","modified_gmt":"2023-09-08T23:45:09","slug":"job-analysis-office-services-supervisor-ii-general","status":"publish","type":"post","link":"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/13\/job-analysis-office-services-supervisor-ii-general\/","title":{"rendered":"JOB ANALYSIS: OFFICE SERVICES SUPERVISOR 2 (GENERAL)"},"content":{"rendered":"\n

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

Date of Study: <\/strong>August 17, 2009 \u2013 August 20, 2009<\/p>\n\n\n\n

Collective Bargaining\nIdentification: <\/strong>S04<\/p>\n\n\n\n

Job Analysis Conducted By:<\/strong>\nRevonna Roper, Selection Analyst, Office of\nWorkforce Planning and Selection<\/p>\n\n\n\n

Number of Incumbents: <\/strong>There are 4 incumbents in this classification per\nDepartment of Corrections Filled\/Vacant Position Report dated August 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 Plan the work of support staff (e.g.,\nOffice Assistants, Office Technicians, Office Services Supervisor I, Program\nTechnicians) engaged in difficult clerical work (i.e., Board packet preparation\nand time sensitive notifications mandated by law or policy) in order to\nmaintain and abide\/comply with Departmental policy by utilizing established\ntemplates, computer programs, desk reference manuals, and communication skills\non an on-going basis. <\/p>\n\n\n\n

2.\n Organize the work of support staff\n(e.g., Office Assistants, Office Technicians, Office Services Supervisor I,\nProgram Technicians) engaged in difficult clerical work (i.e., Board packet\npreparation and time sensitive notifications mandated by law or policy) in\norder to maintain and abide\/comply with Departmental policy by utilizing\nestablished templates, computer programs, desk reference manuals, and\ncommunication skills on an on-going basis. <\/p>\n\n\n\n

3.\n Direct the work of support staff (e.g.,\nOffice Assistants, Office Technicians, Office Services Supervisor I, Program\nTechnicians) engaged in difficult clerical work (i.e., Board packet preparation\nand time sensitive notifications mandated by law or policy) in order to\nmaintain and abide\/comply with Departmental policy by utilizing established\ntemplates, computer programs, desk reference manuals, and communication skills\non an on-going basis. <\/p>\n\n\n\n

4.\n Carries out supervisory responsibilities\nto promote Equal Employment Opportunity (EEO) and maintains a work environment\nthat is free of discrimination and harassment utilizing laws, rules,\nregulations, policies, procedures, training, etc. on a daily basis. <\/p>\n\n\n\n

5.\n Supervise the support staff engaged in\ntyping various documents (e.g., letters, memorandums (memos), reports, etc.) in\norder to communicate information, keep accurate records, and document issues or\nsituations, etc. utilizing, computer programs, office equipment, communication\nskills, etc. on a daily basis. <\/p>\n\n\n\n

6.\n Supervise the support staff engaged in\nthe processing of incoming and outgoing mail by logging, sorting, and\ndistributing documents and\/or correspondence to appropriate staff and\/or\ndepartments in a timely manner by utilizing organizational and communication\nskills, computer programs and various directories, etc. on a daily basis. <\/p>\n\n\n\n

7.\n Direct support staff engaged in the\nprocessing of e-mails by logging, sorting, and distributing documents and\/or correspondence\nto appropriate staff and\/or departments in a timely manner by utilizing\norganizational and communication skills, computer programs and various\ndirectories, etc. on a daily basis. <\/p>\n\n\n\n

8.\n Supervise support staff engaged in\nfiling and records management (e.g., documents and reports, etc.) in order to\nkeep accurate records, utilizing organizational skills, filing systems (e.g.,\nalpha-numeric subject matter) and multitude of materials (e.g., desk\nprocedures, binders and folders) on a daily basis. <\/p>\n\n\n\n

9.\n Supervise support staff engaged in\nfiling and records management (e.g., documents and reports, etc.) ensuring\nmaterials are available for future references, utilizing organizational skills,\nfiling systems (e.g., alpha-numeric subject matter) and multitude of materials\n(e.g., desk procedures, binders and folders) on a daily basis. <\/p>\n\n\n\n

10.\n Supervise support staff engaged in\nfiling and records management (e.g., documents and reports, etc.) in compliance\nwith laws, rules, regulations, policies and procedures, utilizing\norganizational skills, filing systems (e.g., alpha-numeric subject matter) and\nmultitude of materials (e.g., desk procedures, binders and folders) on a daily\nbasis. <\/p>\n\n\n\n

11.\n Supervise support staff engaged in\ndocument preparation (e.g., case reports, dictation and transcribing) in order\nto provide current information, keep accurate records, and respond to inquires\nor requests, etc. utilizing computer applications, Dictaphone, and effective\ncommunication skills on a daily basis. <\/p>\n\n\n\n

12.\n Supervise support staff engaged in\ndocument review (e.g., spell\/grammar check, confirming legal document\nreferences, etc.) in order to provide current information, keep accurate\nrecords, and respond to inquiries or requests, etc. utilizing computer\napplications and effective communication skills on a daily basis. <\/p>\n\n\n\n

13.\n Supervise support staff engaged in the\ncompletion of template letters (e.g., victim notifications, law enforcement\nnotifications, request for inmate\/ward records, etc.) in order to provide\ncurrent information, keep accurate records, and respond to inquiries or\nrequests, etc. utilizing computer applications and effective communication\nskills on a daily basis. <\/p>\n\n\n\n

14.\n Supervise support staff engaged in\ncomposition of procedure manuals in order to provide current information, keep\naccurate records, and respond to inquiries or requests, etc. utilizing computer\napplications and effective communication skills on an as needed basis. <\/p>\n\n\n\n

15.\n Supervise support staff engaged in\ncomposition of reports (e.g., performance evaluations, schedules for hearings\nand clerical minutes, etc.) in order to keep accurate records and respond to\ninquires or requests, etc. utilizing computer applications and effective\ncommunication skills on an as needed basis. <\/p>\n\n\n\n

16.\n Supervise support staff engaged in\ncommunicating with inmates, Youthful Offenders\/parolees and their families or\nrepresentatives in order to gather and provide information, etc. utilizing the\ntelephone, faxes, personal contact, and communication skills, etc. on a daily\nbasis. <\/p>\n\n\n\n

17.\n Supervise support staff engaged in\ncommunicating with inmates, Youthful Offenders\/parolees and their families or\nrepresentatives in order to respond to inquiries or requests, etc. utilizing\nthe telephone, faxes, personal contact, and communication skills, etc. on a\ndaily basis. <\/p>\n\n\n\n

18.\n Supervise support staff engaged in\ncommunicating with internal or external agencies\/departments in order to gather\nand provide information, etc. utilizing the telephone, email, faxes, personal\ncontact, and communication skills, etc. on a daily basis. <\/p>\n\n\n\n

19.\n Supervise support staff engaged in\ncommunicating with internal or external agencies\/departments in order to\nrespond to inquiries or requests, etc. utilizing the telephone, email, faxes,\npersonal contact, and communication skills, etc. on a daily basis. <\/p>\n\n\n\n

20.\n Supervise support staff engaged in\nstatistical, financial, and other record-keeping functions (e.g., staff\ntimekeeping , etc.) in order to accurately track monthly staff attendance on a\ndaily basis. <\/p>\n\n\n\n

21.\n Supervise support staff engaged in the\ndocumentation of receipt of checks and\/or money orders in order to ensure that\nthey are forwarded to appropriate inmates\/Youthful Offender trust account\nutilizing receipt books and Youthful Offender Information Network (WIN), etc.\non a daily basis. <\/p>\n\n\n\n

22.\n Supervise support staff engaged in\nordering supplies and equipment in order to maintain a well-equipped office,\nutilizing purchase orders, catalogs and outside vendors, etc as needed basis. <\/p>\n\n\n\n

23.\n Supervise support staff engaged in\nmaintaining supplies and equipment in order to provide a well-equipped office,\nutilizing purchase orders, catalogs and outside vendors, etc as needed basis. <\/p>\n\n\n\n

24.\n Supervise support staff engaged in\nordering supplies and equipment in order to ensure staff have equipment and\nmaterials necessary to do their assigned tasks, etc. utilizing purchase orders,\ncatalogs and outside vendors, etc. <\/p>\n\n\n\n

25.\n Supervise support staff engaged in maintaining\nsupplies and equipment in order to ensure staff have equipment and materials\nnecessary to do their assigned tasks, etc. utilizing purchase orders, catalogs\nand outside vendors, etc. <\/p>\n\n\n\n

26.\n Conduct support staff meetings in order\nto disseminate information, review memos and procedures utilizing minute taking\nand communication skills on an as needed basis. <\/p>\n\n\n\n

27.\n Interview and recommend staff in order\nto maintain the continuity of the office utilizing advertising, certification\nlists and personnel staff on an as needed basis. <\/p>\n\n\n\n

28.\n Hire support staff in order to maintain\nthe continuity of the office utilizing advertising, certification lists and\npersonnel staff on an as needed basis. <\/p>\n\n\n\n

29.\n Evaluate employees\u2019 work performance in\norder to address issues of standard performance by utilizing direct\nobservation, communication skills, Individual Development Plan (IDP) and\nletters of commendation on an as needed or yearly basis. <\/p>\n\n\n\n

30.\n Initiate employee Progressive\nDisciplinary action in order to correct\/improve performance\/behavior or issue\nof substandard performance by utilizing Employee Assistance Program (EAP),\nIndividual Development Plan (IDP), corrective memos, etc. as in accordance with\nTitle 15 and the rules governing civil service, as needed. <\/p>\n\n\n\n

31.\n Maintain supervisor\u2019s work files (e.g.,\nleave requests, performance reviews and commendations, etc.) for support staff\nin order to maintain accurate records and to inquiries or requests, etc.\nutilizing written communication, organizational skills and computer applications\non an as needed basis. <\/p>\n\n\n\n

32.\n Approve\/disapprove support staff leave\nrequests in order to ensure adequate staffing needs are met by utilizing\nwritten and verbal communication skills as directed by departmental policy and\nprocedures on an as needed basis. <\/p>\n\n\n\n

33.\n Assess individual training needs for\nsupport staff in order to ensure staff are equipped with the skills and\nknowledge to perform their duties\/daily tasks by utilizing direct observation,\nIDP, and communication skills as directed by departmental policy and procedures\non an as needed basis. <\/p>\n\n\n\n

34.\n Develop individual training needs for support\nstaff in order to ensure staff is equipped with the skills and knowledge to\nperform their duties\/daily tasks by utilizing computer application, reference\nmanuals, and visual aids as directed by departmental policy and procedures on\nan as needed basis. <\/p>\n\n\n\n

35.\n Conduct training plans for support staff\nin order to ensure staff is equipped with the skills and knowledge to perform\ntheir duties\/daily tasks by utilizing computer application, reference manuals,\nand cross training as directed by departmental policy and procedures on an as\nneeded basis. <\/p>\n\n\n\n

36.\n Recommend approval or disapproval of\nsupport staff merit salary adjustments in order to acknowledge their\nperformance capabilities and recognize the accuracy and timeliness of their\nwork utilizing direct observation, written documentation and communication\nskills as directed by departmental policy and procedures on an as needed basis.\n<\/p>\n\n\n\n

37.\n Compose instructions\/guidelines as\ndirected by departmental policy (e.g., directives, laws, and rules\/regulations,\netc.) for support staff in order to ensure compliance with State and Federal\nmandates utilizing computer applications and effective communication skills on\nan as needed basis. <\/p>\n\n\n\n

38.\n Implement instructions\/guidelines as\ndirected by departmental policy (e.g., directives, laws, and rules\/regulations,\netc.) for support staff in order to ensure compliance with State and Federal\nmandates utilizing computer applications and effective communication skills on\nan as needed basis. <\/p>\n\n\n\n

39.\n Maintain a supervisor\u2019s desk reference\nmanual with step by step instructions (e.g., U.S. BUREAU of Immigration Customs\nEnforcement (ICE) screenings, attorney\/client visit, and timeframe schedules,\netc.) in order to ensure staff have accurate instructions to follow in the\nabsence of the Office Services Supervisor II (General) utilizing computer\napplications, memos, and departmental policy and procedures as needed.<\/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 Intermediate knowledge of modern office\nmethods e.g., written\/verbal communication and time management, etc. in order\nto maintain and retrieve information, respond to inquiries from staff and the\npublic, and to effectively train staff, inmates\/wards, etc. <\/p>\n\n\n\n

K2.\n Intermediate knowledge of supplies e.g.,\nforms, writing instruments and toners, etc. in order to routinely inventory and\nmaintain office supplies. <\/p>\n\n\n\n

K3.\n Intermediate knowledge of operating\nequipment e.g., computer software\/programs, fax machines and copier\/printer,\netc. in order to process documents and forms, disseminate information to other\ninternal\/external agencies, general public and ensure safety to staff, and\ninmates\/wards, etc. <\/p>\n\n\n\n

K4.\n Intermediate knowledge of grammatical\nstructure e.g., proper sentence structure, spelling, punctuation, etc. to\naccurately proofread\/correct documents produced within the office setting. <\/p>\n\n\n\n

K5.\n Extensive knowledge of the principles\nand techniques effective supervision and training in order to train, plan,\norganize and direct staff; and ensure workplace compliance with Federal and\nState personnel guidelines e.g., EEO, sexual harassment prevention, and Ralph\nC. Dills Act, etc. <\/p>\n\n\n\n

K6.\n Extensive knowledge of the Department’s\nEqual Opportunity Program objectives in order to provide\ninformation\/instruction to staff using e.g., Penal Codes, California Code of\nRegulations (CCR), Title 15, California Department of Justice (DOJ),\nDepartmental Operation Manual (DOM), Institutions and Camps Manual (I & C),\nState Administrative Manual (SAM), EEO, rules, State and Federal mandates, etc.\nto handle inquiries from within and outside the department, and ensure staff\nare in compliance with these rules. <\/p>\n\n\n\n

K7.\n Extensive\nknowledge of mathematical computations in order to calculate employee time and\nto ensure staff is accurately credited for leave balances, pay and work\nperiods.<\/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

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

A1.\n Perform difficult clerical work,\nincluding ability to spell correctly, to make arithmetical computations <\/p>\n\n\n\n

A2.\n Receive oral directions in order to\nresolve technical and other problems to ensure work is done accurately. <\/p>\n\n\n\n

A3.\n Receive written directions in order to\nresolve technical and other problems to ensure work is done accurately. <\/p>\n\n\n\n

A4.\n Evaluate situations accurately and take\neffective action <\/p>\n\n\n\n

A5.\n Communicate at a level required for\nsuccessful job performance <\/p>\n\n\n\n

A6.\n Make clear and comprehensive reports and\nkeep difficult records to ensure work is done accurately <\/p>\n\n\n\n

A7.\n Meet and deal tactfully with the public\nin order to resolve issues. <\/p>\n\n\n\n

A8.\n Problem solver in order to resolve staff\nconflicts and general issues. <\/p>\n\n\n\n

A9.\n Maintain professionalism, courtesy, and\nrespect to all employees, the public and outside agencies. <\/p>\n\n\n\n

A10.\n Apply specific laws in order to abide\nmandated rules and regulations. <\/p>\n\n\n\n

A11.\n Apply specific rules in order to enforce\ndepartmental compliance. <\/p>\n\n\n\n

A12.\n Apply specific office policies in order\nto ensure mandated rules and regulations are followed. <\/p>\n\n\n\n

A13.\n Apply specific procedures in order to\nensure mandated rules and regulations are followed. <\/p>\n\n\n\n

A14.\n Prepare correspondence independently\nutilizing a wide knowledge of vocabulary, grammar. <\/p>\n\n\n\n

A15.\n Prepare correspondence independently\nutilizing a wide knowledge of vocabulary, spelling. <\/p>\n\n\n\n

A16.\n Communicate effectively to ensure in\norder to disseminate information, respond to inquiries, and deal tactfully with\nthe public. <\/p>\n\n\n\n

A17.\n Plan, supervise the work of others in\norder to train staff and ensure staff operates within policies, procedures and\nlaws.<\/p>\n\n\n\n

A18.\n Organize, supervise the work of others\nin order to train staff and ensure staff operates within policies, procedures\nand laws. <\/p>\n\n\n\n

A19.\n Direct, supervise the work of others in\norder to train staff and ensure staff operates within policies, procedures and\nlaws. <\/p>\n\n\n\n

A20.\n Effectively contribute to the\ndepartment\u2019s Equal Employment Opportunity objectives. <\/p>\n\n\n\n

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

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

S1.\n Perform difficult clerical work e.g.,\nspell correctly, grammatical structure and make arithmetical computations in\norder to ensure work is done accurately and within timeframes. <\/p>\n\n\n\n

S2.\n Receive verbal directions in order to\nresolve technical and other problems to ensure work is done accurately. <\/p>\n\n\n\n

S3.\n Receive written directions in order to\nresolve technical and other problems to ensure work is done accurately. <\/p>\n\n\n\n

S4.\n Monitor and evaluate unit policies and\nprocedures in order to recommend changes to management and ensure staff and\ninmate\/ward workers are in compliance and functioning efficiently. <\/p>\n\n\n\n

S5.\n Communicate effectively verbally in\norder to disseminate information, respond to inquiries, and deal tactfully with\nstaff, governmental agencies, and inmates\/wards\/parolees. <\/p>\n\n\n\n

S6.\n Communicate effectively in writing in\norder to disseminate information, respond to inquiries, and deal tactfully with\nstaff, governmental agencies, and inmates\/wards\/parolees. <\/p>\n\n\n\n

S7.\n Communicate effectively verbally in\norder to disseminate information, respond to inquiries, and deal tactfully with\nthe public. <\/p>\n\n\n\n

S8.\n Communicate effectively in writing in\norder to disseminate information, respond to inquiries, and deal tactfully with\nthe public. <\/p>\n\n\n\n

S9.\n Make clear and comprehensive reports and\nkeep difficult records in order to communicate information and respond to\ninquiries. <\/p>\n\n\n\n

S10.\n Apply the rules governing civil service\nin order to gather and provide information, train staff, and respond to\ninquiries from internal and external departments. S11. Plan the work of others\nin order to train staff and ensure staff operates within policies, procedures\nand laws <\/p>\n\n\n\n

S12.\n Organize the work of others in order to\ntrain staff and ensure staff operates within policies, procedures and laws <\/p>\n\n\n\n

S13.\n Direct the work of others in order to\ntrain staff and ensure staff operates within policies, procedures and laws <\/p>\n\n\n\n

S14.\n Direct the work of others in order to\ntrain staff and ensure staff operates within policies, procedures and laws <\/p>\n\n\n\n

S15.\n Effectively contribute to the\ndepartment’s Equal Employment Opportunity objectives in order to maintain a\nwork environment that is free from discrimination and harassment. <\/p>\n\n\n\n

S16.\n Work independently, modify established\nprocedures and methods to meet changing needs, and supervise the work of a\nmedium sized group in order to maintain and abide\/comply with Departmental\npolicy.<\/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: August 17, 2009 \u2013 August 20, 2009 Collective Bargaining Identification: S04 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-3286","post","type-post","status-publish","format-standard","hentry","category-job-analysis"],"yoast_head":"\nJOB ANALYSIS: OFFICE SERVICES SUPERVISOR 2 (GENERAL) - 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-supervisor-ii-general\/\" \/>\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 SUPERVISOR 2 (GENERAL) - 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