{"id":3392,"date":"2019-06-14T15:55:38","date_gmt":"2019-06-14T15:55:38","guid":{"rendered":"http:\/\/cdcr-migration.10upmanaged.com\/careers\/?p=3392"},"modified":"2019-06-14T15:55:39","modified_gmt":"2019-06-14T15:55:39","slug":"job-analysis-special-assistant-to-the-director-youth-authority-ya","status":"publish","type":"post","link":"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/14\/job-analysis-special-assistant-to-the-director-youth-authority-ya\/","title":{"rendered":"JOB ANALYSIS: SPECIAL ASSISTANT TO THE DIRECTOR, YOUTH AUTHORITY (YA)"},"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>April 17, 2013<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Collective Bargaining\nIdentification: <\/strong>S01<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Job Analysis Conducted By:<\/strong>\nJolene Valdiviezo, Associate Personnel, Analyst\nSacramento, CA<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Number of Incumbents: <\/strong>There are 0 incumbents in this classification per the\nState Controller\u2019s Office Filled\/Vacant Position Report dated 5\/14\/13.<\/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 Act as the Director\u2019s special assistant for a\nwide variety of California Department of Corrections and\nRehabilitations\/Division of Juvenile Justice (CDCR\/DJJ) policies, programs, and\nadministrative matters to ensure compliance with DJJ policies utilizing\ndepartmental resources (e.g. Department Operations Manual (DOM), Youth\nAuthority Manual (YAM), Institution & Camps Manual (I&C), and\nAdministrative Bulletin (AB), as directed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">2.\u00a0 Research confidential and sensitive\ndepartmental documents for the Office of the Director to produce information\nfor meeting\/discussion preparation and\/or response to verbal\/written inquiries\nutilizing departmental resources (e.g. DOM, YAM, I&C, and AB), as directed.\n<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">3.\u00a0 Summarize and advise the Director on complex\nand sensitive issues relating to all aspects of departmental operations\nutilizing departmental resources (e.g. DOM, YAM, I&C, and AB), as directed.\n<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">4.\u00a0 Summarize and advise on confidential and\nsensitive departmental documents for the Office of the Director to produce\ninformation for meeting\/discussion preparation and\/or response to\nverbal\/written inquiries utilizing departmental resources (e.g. DOM, YAM,\nI&C, and AB), as directed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">5.\u00a0 Act as a liaison for the Director between\ncommunity, Federal, State, and local entities and other special interest groups\nto maintain communication and relationships utilizing emails and other\ncommunication devices using tact and professionalism, as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">6.\u00a0 Identify and research issues of mutual\nconcern to the DJJ between community, Federal, State, and local entities and\nspecial interest groups utilizing various resources (e.g. communication,\nwriting, internet, issue papers, and public documents, etc.) and assists the\nDirector in planning DJJ\u2019s posture with respect to such issues, as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">7.\u00a0 Summarize and advise the Director on issues\nof mutual concern between DJJ and community, Federal, State, and local\nentities, and special interest groups utilizing various resources (e.g.\ncommunication, writing, internet, issue papers, and public documents, etc.), as\nrequired. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">8.\u00a0 Identify, research, and analyze proposed\nFederal legislation to determine its impact on DJJ operations utilizing various\nresources (e.g. communication, writing, internet, issue papers, and public\ndocuments, etc.), as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">9.\u00a0 Identify and research court mandates to\nassist the Director in strategy planning for court hearings which may influence\nproposed legislation that impact DJJ utilizing various resources (e.g.\ncommunication, writing, internet, issue papers, and court documents, etc.), as\ndirected. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">10.\u00a0 Analyze court mandates to assist the Director\nin strategy planning for court hearings which may influence proposed\nlegislation that impact DJJ utilizing various resources (e.g. communication,\nwriting, internet, issue papers, and court documents, etc.), as directed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">11.\u00a0 Compile various audit reports related to\ncourt mandates ensuring compliance of court directives for the Director\nutilizing expert audit reports and peer reviews, as needed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">12.\u00a0 Identify and review external publicity about\nDJJ for the Director to determine political impact utilizing various resources\n(e.g. communication, writing, internet, issue papers, and public documents,\netc.), as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">13.\u00a0 Summarize and advise the Director in planning\nappropriate responses regarding external publicity about DJJ utilizing emails\nand other communication devices using tact and professionalism, as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">14.\u00a0 Review outgoing publicity for the Director\nensuring that DJJ\u2019s policies, programs, and philosophies are represented\naccurately utilizing various resources (e.g. communication, writing, internet,\nissue papers, and public documents, etc.), as directed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">15.\u00a0 Compose correspondence for the Director by\nproviding appropriate responses to complaints from the press, public, or other\nspecial interest groups utilizing departmental resources (e.g. DOM, YAM,\nI&C, and AB), tact, and professionalism, as directed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">16.\u00a0 Act as a liaison for the Director in contacts\nwith the Governor\u2019s Office, Health and Welfare Agency and the Legislature on\nhighly specialized issues to maintain communication and relationships utilizing\nemails and other communication devices with tact and professionalism, as\nrequired. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">17.\u00a0 Provide authoritative information on behalf\nof the Director reflecting their philosophy on specific DJJ programs and issues\nto local and private agencies and members of the Legislature utilizing\ndepartmental resources (e.g. DOM, YAM, I&C, and AB), tact, and\nprofessionalism, as directed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">18.\u00a0 Represent the Director before community\ngroups and public and private organizations to present departmental points of\nview and to elicit community reaction to departmental policies and programs\nutilizing departmental resources (e.g. DOM, YAM, I&C, and AB), tact, and\nprofessionalism, as directed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">19.\u00a0 Attend executive staff meetings as a member\nof the Director\u2019s executive staff by participating in the departmental\ndecision-making process utilizing communication and organizational techniques,\nas directed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">20.\u00a0 Rearrange commitments for the Director to\nmaximize time efficiency utilizing automated scheduling system, voicemail, and\nemail, as directed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">21.\u00a0 Make travel arrangements and hotel\naccommodations, including travel directions, for the Director to provide\nassistance relief from administrative tasks utilizing departmental systems,\ncontracted travel agencies, departmental forms and procedures, as requested. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">22.\u00a0 Develop\/maintain confidential or complex\nfiles for the Director to retain accurate records utilizing computer software,\nmanual filing system, and own expertise, as needed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">23.\u00a0 Implement computer based management\ninformation system utilizing computer software (e.g. Microsoft Excel, Outlook,\nWord, etc.) for correspondence and assignment tracking purposes for the office\nof the Director to maintain assignment control and meet deadlines, as\nnecessary. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">24.\u00a0 Review and edit correspondence for format,\ncontent, grammar, and compliance with departmental clerical policies and\nprocedures to produce accurate and complete documents utilizing CDCR\nSecretarial Handbook and other references, as needed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">25.\u00a0 As assigned by the Director, prepares a\nwritten response for the Director\u2019s signature to the grievant and\/or Union\nRepresentative regarding alleged violations utilizing and interpreting Federal\nand State labor-management relations laws, collective bargaining agreements,\nMemorandum of Understanding (MOU), Regulations, Departmental Policy and\nProcedures at the Director\u2019s level of review, as directed. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">26.\u00a0 Process Adverse Personnel Actions,\nAdministrative Time Off memorandums, Letters of Instruction, etc. to ensure due\nprocess and consistency with the principles of progressive discipline utilizing\npolicies, procedures, laws, rules, collective bargaining agreements, skills,\nexpertise, etc., as directed by the Director. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">27.\u00a0 Communicate in a professional and effective\nmanner with departmental managers\/supervisors, representatives of other State\nagencies and labor unions utilizing tact and interpersonal skills in order to\nestablish and maintain effective working relationships in all situations, as\nneeded. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">28.\u00a0 Provide oversight and direction on behalf of\nthe Director to executive staff, interpreting and clarifying instructions\nregarding assignment utilizing emails and other communication devices using\ntact and professionalism, as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">29.\u00a0 Address complaints related to internal\npersonnel, budgetary, fiscal, management, and program issues for the Office of\nthe Director utilizing emails and other communication devices using tact and\nprofessionalism, as required. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">30.\u00a0 Organize\/prioritize your daily tasks and\ncalendar to achieve operational efficiency utilizing effective time management\ntools (e.g. communication, project management, workload tracking\/monitoring,\netc.) on a daily basis.<\/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.\u00a0 Comprehensive knowledge of the purpose,\norganization, policies and programs of the Division of Juvenile Justice (DJJ)\nto ensure adherence to national juvenile correctional guidelines. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K2.\u00a0 Advanced knowledge of principles and methods\nof public and business administration to maintain communication and\nrelationships with internal and external stakeholders. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K3.\u00a0 Comprehensive knowledge of office management\nprinciples, methods, and procedures to ensure accuracy and efficiency\nthroughout DJJ. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K4.\u00a0 Comprehensive knowledge of legislative\nprocesses and organization to ensure compliance to Federal, State, and local\nlaws. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K5.\u00a0 Comprehensive knowledge of laws, regulations,\nand other provisions relating to youth correctional programs to ensure\ncompliance with DJJ policies and procedures. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K6.\u00a0 Comprehensive knowledge of public relations\ntechniques in order to communicate in a professional, tactful, and effective\nmanner in all situations with external stakeholders. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K7.\u00a0 Basic knowledge of understanding and\neffectiveness in carrying out State and departmental equal employment opportunity\nand policies to establish a discrimination and harassment free work\nenvironment. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K8.\u00a0 Basic knowledge of a manager\u2019s role in the\nEqual Employment Opportunity Program and the processes available to meet Equal\nEmployment Opportunity objectives. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K9.\u00a0 Basic knowledge of the collective bargaining\nprocess in the private or public sectors to ensure compliance with various\nlaws, rules, regulations, etc. and represent the interest of the department. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K10.\u00a0 Advanced knowledge of office equipment (e.g.\npersonal computer, copier, fax, personal cell phone device) to conduct daily\nactivities. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">K11.\u00a0 Advanced knowledge of writing skills (e.g.\ngrammar, proof reading, composing and formatting letters\/documents, etc.) to\nconsistently produce complete and accurate documents.<\/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.\u00a0 Ability to work independently in order to\ncomplete assignments in a timely manner. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A2.\u00a0 Ability to function effectively in an\nadministrative capacity in order to act as the Director\u2019s liaison in any DJJ\ncommunications and relationships. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A3.\u00a0 Ability to resolve sensitive problems in a\nconfidential manner with tact and professionalism. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A4.\u00a0 Ability to speak and write effectively to\ncommunicate in a professional and effective manner with internal and external\nstakeholders. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A5.\u00a0 Ability to analyze data and situations\naccurately in order to determine, recommend and implement effective and\nappropriate courses of action. A6. Ability to establish and maintain effective\nworking relationships to meet the Department\u2019s goals and objectives. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A7.\u00a0 Ability to effectively contribute to the\ndepartment\u2019s Equal Employment Opportunity objectives to establish a\ndiscrimination and harassment free work environment. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A8.\u00a0 Ability to handle sensitive and confidential\nassignments\/information with tact and professionalism. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A9.\u00a0 Ability to handle a wide variety of public\ncontacts (e.g., Governors Office, Legislature, other government entities, etc.)\nwith courtesy and tact both on the telephone and in person to respond to\ninquiries, disseminate information, provide assistance, promote a positive work\nenvironment, and gain the cooperation of others. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A10.\u00a0 Ability to analyze situations accurately to\ntake effective action, and respond to situations appropriately (e.g.\ncomplaints, emergencies, staff issues, etc.) <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A11.\u00a0 Ability to understand and carry out\ndirections of the Director with minimal explanation to complete work\nassignments. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A12.\u00a0 Ability to work under pressure and time\nconstraints to handle changing\/simultaneous priorities to ensure timely and\naccurate completion of assignments\/projects.<\/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>Personal Characteristics:<\/em><\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">PC1.\u00a0 Ability to maintain a confidential\nrelationship with the Director. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">PC2.\u00a0 Exercise discretion in discussing work with\nother departmental staff. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">PC3.\u00a0 Exercise good judgment in contacts with the\nAdministration, Legislature, and others on sensitive issues. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">PC4.\u00a0 Sensitivity and judgment in referring matters\nto the Director for decisions. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">PC5.\u00a0 Demonstrated ability to act independently\nwith flexibility, tact, and professionalism.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">KSAPCs\nhighlighted in bold text are not currently on the SPB classification specification<\/p>\n","protected":false},"excerpt":{"rendered":"<p>BACKGROUND INFORMATION Date of Study: April 17, 2013 Collective Bargaining Identification: S01 Job Analysis Conducted By: Jolene Valdiviezo, Associate Personnel, [&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-3392","post","type-post","status-publish","format-standard","hentry","category-job-analysis"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.8 - 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