{"id":3288,"date":"2019-06-13T19:57:51","date_gmt":"2019-06-13T19:57:51","guid":{"rendered":"http:\/\/cdcr-migration.10upmanaged.com\/careers\/?p=3288"},"modified":"2023-09-08T16:44:54","modified_gmt":"2023-09-08T23:44:54","slug":"job-analysis-office-services-supervisor-i-general-typing","status":"publish","type":"post","link":"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/13\/job-analysis-office-services-supervisor-i-general-typing\/","title":{"rendered":"JOB ANALYSIS: OFFICE SERVICES SUPERVISOR 1 (GENERAL\/TYPING)"},"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>January 27, 2016 \u2013 January 29, 2016<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Collective Bargaining\nIdentification: <\/strong>U04<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Job Analysis Conducted By:<\/strong>\nSalvador Jose, Selection Analyst, Office of\nWorkforce Planning<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Number of Incumbents: <\/strong>There are 17 incumbents in Office Services Supervisor\nI (General) classification and 1167 incumbents in the Office Services\nSupervisor I (Typing) per the State Controller\u2019s Office Filled\/Vacant Position Report\ndated February 1, 2016.<\/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.\n\u00a0Instruct staff in methods of clerical\nwork to complete daily tasks utilizing California Code of Regulations (CCR)\nTitle 15, Department Operations Manual (DOM), DOM supplement, software\nprograms, communication skills, etc. on an ongoing basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">2.\n\u00a0Conduct staff training regarding policy\nand procedures to ensure compliance utilizing CCR Title 15, In-Service Training\n(IST) modules, DOM, DOM Supplement, etc. on an ongoing basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">3.\n\u00a0Promote staff independence to ensure\nperformance expectations are met utilizing verbal and written instructions,\npersonal\/professional goals, personal observations, CCR Title 15, etc. on an\nongoing basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">4.\n\u00a0Supervise staff engaging in various\nroutine clerical duties (e.g., setting priorities, filing, copying, etc.) to\nensure the accuracy and timeliness of their work by utilizing CCR Title 15,\nDOM, communication skills, etc. on a daily basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">5.\n\u00a0Compose various documents (e.g.,\nmemorandums, reports, logs, supply orders) in order to provide information and\nkeep accurate records utilizing computer programs, proofreading and editing\nskills on a regular basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">6.\n\u00a0Monitor data entry work used to input\nand disseminate information utilizing software programs, proofreading and\nediting skills, basic mathematical skills, logs, manuals, etc. as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">7.\n\u00a0Audit tool control log to prepare\nquarterly report for Investigative Services Unit (ISU) utilizing the staff\nreport on a daily basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">8.\n\u00a0Oversee the processing of\nincoming\/outgoing mail (e.g., sorting, logging, postage and distribution) to\nappropriate staff and inmates utilizing CCR Title 15, DOM Supplement, Strategic\nOffender Management System (SOMS) and distribution lists on a daily basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">9. \u00a0Maintain supervisory files (e.g., confidential information, Individual Development Plans IDP, disciplinary documents, IST records and duty statements) to keep accurate records on file utilizing policies and procedures as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">10.\n\u00a0Oversee the process of retaining regular\nand legal\/confidential documents to keep accurate records on file utilizing\npolicies and procedures on a daily basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">11.\n\u00a0Review files to purge outdated materials\nand maximize available filing space utilizing Records Retention Schedule\npolicies and procedures as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">12.\n\u00a0Respond to staff, inmates\/parolees and\ntheir families or representatives, other agencies\/departments, and\/or the\ngeneral public to resolve inquiries utilizing electronic devices and\ncommunication skills on a daily basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">13.\n\u00a0Document the receipt of various funds\nfor inmates\/parolees to ensure they are forwarded to the appropriate\ndepartments utilizing logs, 10-key calculator, etc. as outlined in DOM on a\ndaily basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">14.\n\u00a0Order supplies\/equipment needed to\nconduct official business utilizing inventories, supply catalogues, order forms\nand mathematical skills as needed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">15.\n\u00a0Initiate work orders\/contracts for\nequipment maintenance to ensure staff has the necessary tools to complete\nassigned tasks utilizing institutional procedures as needed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">16.\n\u00a0Oversee the operation of office\nequipment to complete assigned duties utilizing policies and procedures on a\ndaily basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">17.\n\u00a0Supervise inmates to assist in the\njanitorial maintenance of the office utilizing CCR Title 15, communication\nskills, and departmental procedures as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">18.\n\u00a0Promote Equal Employment Opportunity\n(EEO) to maintain a work environment that is free of discrimination and\nharassment utilizing various resources (e.g., policies, procedures, and\ntraining) on a continuous basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">19.\n\u00a0Address performance deficiencies to improve\nstaff performance\/behavior by utilizing the Disciplinary Matrix as needed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">20.\n\u00a0Schedule\/attend various meetings to\nexchange\/discuss information on staff\/inmate issues and concerns utilizing\ndepartmental resources as needed. 21. Serve as a panel member on hiring\ninterviews to assess the suitability of potential employees utilizing\ncommunication skills, personal observation and experience as needed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">22.\n\u00a0Maintain records to evaluate\nproductivity and backlog by utilizing various reports on a daily basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">23.\n\u00a0Maintain confidentiality and\nprofessionalism when dealing with staff, inmates and investigations utilizing\nthe Code of Conduct, Health Insurance Portability Accountability Act (HIPAA)\nCode of Ethics etc., as mandated. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">24. \u00a0Promote team building and motivate staff to maintain positive working relationships utilizing Code of Conduct, staff meetings, and effective communication on a daily basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">25.\n\u00a0Manage leave requests to provide\ncoverage ensuring institutional needs are met by utilizing written\/verbal\ncommunication and departmental policy and procedures on an as needed basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">26.\n\u00a0Respond to inmate requests (e.g., CDCR\n22\u2019s and GA-22\u2019s) to resolve concerns regarding various issues utilizing\ndepartmental policies and procedures on a daily basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">27.\n\u00a0Interview inmates regarding appeals\n(e.g., CDCR 602\u2019s) to resolve various issues utilizing departmental policies\nand procedures on a continuous basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">28.\n\u00a0Oversee disapproval of inmate mail (e.g.\ndisallowed mail\/magazines\/ packages, etc.) to maintain institutional\nsafety\/security utilizing CDCR Form 1819, CCR Title 15, DOM, DOM Supplement,\netc., on a daily basis. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">29.\n\u00a0Ensure staff follows contraband\nguidelines to maintain institutional safety and security utilizing correctional\nawareness and institutional policies and procedures as needed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">30.\n\u00a0Review Employee Attendance Report\/998a\nform to ensure accuracy utilizing departmental leave usage policy as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">31. \u00a0Complete staff IDP and\/or probation reports to ensure performance goals are met utilizing departmental guidelines as mandated.<\/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\u00a0Comprehensive knowledge of modern office\nmethods (e.g., written\/verbal communication and time management, etc.) to\nmaintain and retrieve information, respond to inquiries from staff and the\npublic, and to train staff and inmates\/parolees. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K2.\n\u00a0Basic knowledge of office stationary to\nroutinely inventory and maintain supply levels. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K3.\n\u00a0Comprehensive knowledge of operating\nequipment (e.g., computer software, fax\/ copier\/printer\/scanner, etc.) to\nprocess documents and forms. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K4.\n\u00a0Comprehensive knowledge of business\nEnglish and correspondence to accurately proofread\/edit documents produced\nwithin the office environment. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K5.\n\u00a0Basic knowledge of the principles and\ntechniques of effective supervision to train and direct staff. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K6.\n\u00a0Basic knowledge of the Department\u2019s\nEqual Employment Opportunity (EEO) Program objective to promote a positive and\nsafe work environment. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K7.\n\u00a0<strong>Comprehensive\nknowledge of mathematical computations necessary in an office setting (e.g.,\nvarious funds, leave balance, inventory, etc.) to ensure accurate records are\nmaintained.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K8.\n\u00a0<strong>Basic\nknowledge of institutional policies and procedures to maintain safety and\nsecurity for staff, inmates\/parolees, and general public.<\/strong> <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K9.\n\u00a0<strong>Basic\nknowledge of required principles of documentation to ensure accuracy<\/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\u00a0Perform clerical work, including ability\nto spell correctly, use business English and make basic mathematical\ncomputations to maintain departmental standards. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A2.\n\u00a0Follow oral and written directions to\ncarry out tasks effectively. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A3.\n\u00a0Evaluate situations accurately and take\neffective action to minimize error. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A4.\n\u00a0Communicate effectively at a level\nrequired for successful job performance to maximize efficiency. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A5.\n\u00a0Compose comprehensive reports and keep\naccurate documentation to convey information clearly. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A6.\n\u00a0Communicate effectively with staff and\nthe general public to resolve issues. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A7.\n\u00a0Maintain professionalism, courtesy, and\nrespect to all employees, inmates\/parolees, the general public and outside\nagencies to support the department\u2019s mission and vision. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A8.\n\u00a0Apply specific office\npolicies\/procedures to ensure mandated rules and regulations are followed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A9.\n\u00a0Effectively plan, direct, train and\nsupervise the work of others to ensure departmental objectives are met. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A10.\n\u00a0Effectively contribute to the\ndepartment\u2019s Equal Employment Opportunity objectives to promote a positive and\nsafe working environment. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A11.\n\u00a0<strong>Bend,\nlift, carry, and stack heavy objects to perform essential job functions.<\/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","protected":false},"excerpt":{"rendered":"<p>BACKGROUND INFORMATION Date of Study: January 27, 2016 \u2013 January 29, 2016 Collective Bargaining Identification: U04 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-3288","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: OFFICE SERVICES SUPERVISOR 1 (GENERAL\/TYPING) - CDCR Careers<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link 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