{"id":3407,"date":"2019-06-14T16:24:50","date_gmt":"2019-06-14T16:24:50","guid":{"rendered":"http:\/\/cdcr-migration.10upmanaged.com\/careers\/?p=3407"},"modified":"2019-06-14T16:24:51","modified_gmt":"2019-06-14T16:24:51","slug":"job-analysis-supervising-case-records-technician","status":"publish","type":"post","link":"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/14\/job-analysis-supervising-case-records-technician\/","title":{"rendered":"JOB ANALYSIS: SUPERVISING CASE RECORDS TECHNICIAN"},"content":{"rendered":"\n

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

Date of Study: <\/strong>September 19, 2016 \u2013 September 21, 2016<\/p>\n\n\n\n

Collective Bargaining\nIdentification: <\/strong>M09<\/p>\n\n\n\n

Job Analysis Conducted By:<\/strong>\nChristy Aguilar, Office of Workforce Planning,\nDepartment of Corrections and Rehabilitation<\/p>\n\n\n\n

Number of Incumbents: <\/strong>There are 78 incumbents in this classification per the\nState Controller\u2019s Office Filled\/Vacant Position Report dated 09\/2016.<\/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 and organize the work of Case\nRecords Technicians (CRTs) and\/or other clerical staff engaged in processing,\nmaintaining and controlling inmate, youthful, parolee and discharged offenders\nrecords to ensure staff work is accurate and routed to the appropriate area by\nusing computer\/manual tracking systems, desk reference manuals, etc. as\ndirected by management, on an on-going basis. <\/p>\n\n\n\n

2.\n Assign and direct the work of the CRTs\nand\/or other clerical staff engaged in processing, maintaining and controlling\ninmate, youthful, parolee and discharged offenders records to ensure staff work\nis accurate and routed to the appropriate area by using computer manual\ntracking systems, desk reference manuals, etc. on an on-going basis per\nDepartmental policy. <\/p>\n\n\n\n

3.\n Assist in the interviewing process of\napplicants in order to select the most qualified applicant using screening\ncriteria, develop interview questions, and participate as a panel member on an\nas needed basis per departmental policy and hiring practices. <\/p>\n\n\n\n

4.\n Evaluate the training needs of CRTs\nand\/or other clerical staff in order to ensure staff is equipped with the\nskills and knowledge needed to perform their assigned duties by using computer\/manual\ntracking systems, desk reference manuals, and verbal\/written communication\nskills as directed by management, on an on-going basis. <\/p>\n\n\n\n

5.\n Evaluate the work performance of CRTs\nand\/or other clerical staff in processing inmate, youthful, parolee and\ndischarged offenders records to ensure staff work is accurate and distributed\nin a timely manner by using computer\/manual tracking systems, desk reference\nmanuals, and verbal\/written communication skills as directed by management, on\nan ongoing basis. <\/p>\n\n\n\n

6.\n Initiate employee progressive\ndisciplinary action in order to correct\/improve performance\/behavior by using\nwritten or verbal communication skills in accordance with Title 15,\nDepartmental Operations Manual (DOM), Bargaining Contract Agreement, etc. as\nneeded. <\/p>\n\n\n\n

7.\n Represent the office in management staff\nmeetings to provide and receive technical expertise\/information by using\ncommunication skills, policies\/procedures, memorandums, laws, rules and\nregulations as directed by management, as needed. <\/p>\n\n\n\n

8.\n Collect and compile data (e.g.,\nstatistical reports, backlog reports, etc.,) for management to accurately\nreflect timely processing of casework by using computer\/manual tracking system,\nElectronic Record Management System (ERMS), Strategic Offender Management\nSystem (SOMS) and\/or other database systems according to Departmental\npolicy\/office procedures, as needed. <\/p>\n\n\n\n

9.\n Utilize data (e.g., statistical reports,\nbacklog reports, etc.,) to provide appropriate training for staff and ensure\naccurate completion of casework by using computer\/manual tracking system, ERMS\nand SOMS according to Departmental policy\/office procedures, as needed. <\/p>\n\n\n\n

10.\n Assist in projecting workload for\nmanagement to accurately reflect timely processing of casework by using\ncomputer\/manual tracking system, SOMS and ERMS according to Departmental\npolicy\/office procedures, as needed. <\/p>\n\n\n\n

11.  Evaluate operating procedures to ensure\ncompliance with current legislative\/Departmental policies without disruption to\nworkload using computer\/manual system and reference materials as directed by\nmanagement, as needed. <\/p>\n\n\n\n

12.\n Recommend operating procedures to ensure\ncompliance with current legislative\/Departmental policies without disruption to\nworkload using computer\/manual system and reference materials as directed by\nmanagement, as needed. <\/p>\n\n\n\n

13.\n Implement operating procedures to ensure\ncompliance with current legislative\/Departmental policies without disruption to\nworkload using computer\/manual system and reference materials as directed by\nmanagement, as needed. <\/p>\n\n\n\n

14.\n Provide training to CRTs and\/or other\nclerical staff to ensure they are equipped with the necessary skills, knowledge\nand reference materials\/tools required to perform their assigned duties by\nusing computer\/manual applications and desk reference materials as directed by\nmanagement, on an on-going basis. <\/p>\n\n\n\n

15.\n Maintain supervisory work files (e.g.,\nleave requests, performance reviews, training records, etc.) for CRTs and\/or\nother clerical staff in order to maintain accurate records using written\ncommunication, organizational skills and computer applications as required by\nTitle 15, DOM, Bargaining Contract Agreement, etc., on an on-going basis. <\/p>\n\n\n\n

16.\n Complete probationary\/annual reports for\nCRTs and\/or other clerical staff in order to accurately reflect staff\nperformance by using written communication, organizational skills and computer\napplications within required timeframes under the direction of management, as\nneeded. <\/p>\n\n\n\n

17.\n Provide cross-training\/on-the-job\ntraining to CRTs and\/or other clerical staff to ensure compliance with\nDepartmental policy and operational needs to eliminate backlog by using current\ndesk procedures under the direction of management, as necessary. <\/p>\n\n\n\n

18.\n Represent the Department\/Case Records as\na liaison to respond to inquiries for Departmental staff and stakeholders\nrequesting information to ensure public safety based on laws, rules and\nregulations, as required. <\/p>\n\n\n\n

19.\n Participate as a member of a task force\nor work group for Case Records to evaluate operations or procedures using\nreference materials, manuals, desk procedures, and computer\/communication\nskills under the direction of management, as needed. <\/p>\n\n\n\n

20.\n Perform the more difficult tasks such as\nprocedural changes and training to ensure compliance using reference materials,\nmanuals, desk procedures, and computer\/communication skills under the direction\nof management, as needed. <\/p>\n\n\n\n

21.\n Conduct meetings with staff in order to\ndisseminate information, clarify memos and update procedures to ensure\nappropriate mandates are followed using written\/verbal communication skills and\ntraining under the direction of management, on an as needed basis. <\/p>\n\n\n\n

22.\n Monitor inmates or youthful offenders in\nyour immediate area to ensure safety and security of the institution\/facility\nusing observation techniques as mandated by DOM and Title 15, as needed. <\/p>\n\n\n\n

23.\n Supervise assigned inmates or youthful\noffenders directly to ensure safety and security of the institution\/facility using\ntraining, monitoring and reporting mandated by DOM and Title 15, on an on-going\nbasis. <\/p>\n\n\n\n

24.\n Utilize automated systems in order to\nmonitor the housing and release of inmate, youthful, parolee and discharged\noffenders using various systems (e.g., SOMS, ERMS, Board Information Tracking\nSystem (BITS), etc.) as mandated by DOM and Title 15, as needed. <\/p>\n\n\n\n

25.\n Provide back-up to Supervising CRTs,\nCRTs and\/or other clerical staff to eliminate backlog using current desk\nprocedures and cross training under the direction of management, as necessary. <\/p>\n\n\n\n

26.\n Schedule inmate, youthful, parolee and\ndischarged offenders record reviews to comply with requests from Department of\nJustice, stakeholders, etc. using automated\/manual systems as mandated by\npolicy\/procedures, DOM and Title 15, as needed. <\/p>\n\n\n\n

27.\n Maintain integrity and uniformity of\ninmate, youthful, parolee and discharged offenders records using\nautomated\/manual filing systems in accordance with security\/confidentiality\nprocedures and policies, DOM, and Title 15, on an ongoing basis. <\/p>\n\n\n\n

28.\n Generate reports for discrepancies\npertaining to inmate, youthful, parolee and discharged offenders\u2019 records to\nensure timely processing of casework per Departmental policy\/office procedures\nusing automated\/manual filing systems, on an as needed basis. <\/p>\n\n\n\n

29.\n Perform random audits and resolve\ndiscrepancies of inmate, youthful, parolee and discharged offenders records to\nensure compliance per Departmental policy\/office procedures using\nautomated\/manual filing systems, on an on-going basis. <\/p>\n\n\n\n

30.\n Inventory and order office supplies to\nensure necessary work supplies are available to staff utilizing Business\nInformation System or institutional supply warehouse under the direction of\nmanagement, on an on-going basis.<\/p>\n\n\n\n

31.  Complete maintenance work orders to ensure\noffice\/building equipment is in proper working order by using manual tracking\nsystems under the direction of management, as needed. <\/p>\n\n\n\n

32.\n Monitor tool and key control to ensure\ninstitutional safety\/security using tool\/key inventory form and tracking log\nper institutional policy, on an on-going 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 Comprehensive knowledge of modern office\nsupplies (e .g. paper, toner, forms, first aid kit, etc.) in order to routinely\ninventory, maintain and order office supplies. <\/p>\n\n\n\n

K2.\n Comprehensive knowledge of modern office\nequipment (e.g., computer, copier, etc.) in order to perform assigned duties. <\/p>\n\n\n\n

K3.\n Comprehensive knowledge of modern office\nprocedures (e.g., desk and operational procedures, etc.) in order to perform\nassigned duties. <\/p>\n\n\n\n

K4.\n Comprehensive knowledge of grammar to\naccurately compose proofread and correct documents. <\/p>\n\n\n\n

K5.\n Comprehensive knowledge of spelling to\naccurately compose, proofread and correct documents. <\/p>\n\n\n\n

K6.\n Comprehensive knowledge of punctuation\nto accurately compose, proofread and correct documents.<\/p>\n\n\n\n

K7.\n Comprehensive knowledge of modern\nEnglish usage to accurately compose, proofread and correct documents. <\/p>\n\n\n\n

K8.\n Comprehensive knowledge of arithmetic to\ncomplete basic addition, subtraction, multiplication, division and calculate\npercentages associated with assigned duties.<\/p>\n\n\n\n

K9.\n Comprehensive knowledge of automated\nsystems (e.g., Electronic Record Management System [ERMS], Strategic Offender\nManagement System [SOMS], etc.) to effectively file and maintain documents that\nbelong to inmates, youthful offenders and parolees. <\/p>\n\n\n\n

K10.\n Comprehensive knowledge of rules,\nregulations and procedures of the California Department of Corrections and\nRehabilitation (CDCR) to maintain the security\/confidentiality of inmates,\nyouthful offenders and parolee records.<\/p>\n\n\n\n

K11.\n Comprehensive knowledge of general\norganizational and filing techniques (e.g., alphabetical, numerical, and\nchronological) to properly maintain records. <\/p>\n\n\n\n

K12.\n Basic knowledge of the Department’s\nmission, purpose, organization and activities related to inmates, youthful\noffenders and parolees to ensure the security and safety of the public.<\/p>\n\n\n\n

K13.\n Basic knowledge of supervision\ntechniques to effectively supervise inmates\/youthful offenders and maintain\nsafety\/security of the institution\/facility. <\/p>\n\n\n\n

K14.\n Basic knowledge of directing staff to\ncomplete assignments using leadership techniques. <\/p>\n\n\n\n

K15.\n Basic knowledge of a supervisor’s role\nin planning and organizing staff workload in order to train and ensure\ncompliance with Departmental policies and procedures. <\/p>\n\n\n\n

K16.\n Basic knowledge of the Department’s\nEqual Employment Opportunity Program objectives in order to handle inquiries\nand ensure compliance with these rules.<\/p>\n\n\n\n

K17.\n Basic knowledge of the principles and\npractices of budgeting and personnel management to provide appropriate\nleadership and direction.<\/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 Operate\noffice machines (e.g., scanners, printers, copiers, labelers, fax machine,\ntelephone, etc.) in order to process documents\/forms and disseminate\ninformation.<\/strong> <\/p>\n\n\n\n

S2.\n Use\npersonal computer systems in order to enter data, retrieve information, and\nprepare reports and correspondence.<\/strong> <\/p>\n\n\n\n

S3.\n Use\nsoftware applications in order to enter data, retrieve information, and prepare\nreports and correspondence.<\/strong> <\/p>\n\n\n\n

S4.\n Type\na minimum of 40 words per minute in order to process documents\/forms and enter\ndata in a timely manner.<\/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 Interpret written and numerical data in\norder to perform assigned duties. <\/p>\n\n\n\n

A2.\n Utilize systems and software\napplications (e.g., SOMS, ERMS, Board Information Tracking System (BITS), etc.)\nto ensure proper housing and release of inmates\/youthful offenders.<\/p>\n\n\n\n

A3.\n Accurately enter data into a\ncomputerized database to ensure precise record keeping and tracking. <\/p>\n\n\n\n

A4.\n Learn and understand a broad range of\ntechnical data in order to comply with Departmental policy\/office procedure.<\/p>\n\n\n\n

A5.\n File case records documents to maintain\nsecurity and confidentiality. <\/p>\n\n\n\n

A6.\n Maintain a supervisory filing system to\nensure staff accountability. <\/p>\n\n\n\n

A7.\n Communicate effectively using good\njudgment, tact and professionalism to disseminate information and respond to\ninquiries. <\/p>\n\n\n\n

A8.\n Perform basic addition, subtraction,\nmultiplication, division, and percentage calculation to create statistics,\nreports and inventory. <\/p>\n\n\n\n

A9.\n Apply laws, rules and regulations to\ncomplete assigned duties in accordance with Departmental policy. <\/p>\n\n\n\n

A10.\n Interpret and use reference material in\norder to understand and apply appropriate laws, rules and regulations. <\/p>\n\n\n\n

A11.\n Follow written and verbal instructions\nin order to complete assigned duties correctly within established timeframes.<\/p>\n\n\n\n

A12.\n Write clear and comprehensive reports in\norder to disseminate information and deal tactfully with staff, governmental\nagencies, and inmates\/youthful offenders\/parolees.<\/p>\n\n\n\n

 A13.  Analyze situations accurately and adopt an\neffective course of action to ensure staff follows through with daily assigned\ntasks. <\/p>\n\n\n\n

A14.\n Effectively train\/supervise new\nemployees and staff to ensure Departmental policies\/office procedures are\nfollowed and completed on a daily basis. <\/p>\n\n\n\n

A15.\n Contribute effectively to the\nDepartment’s Equal Employment Opportunity Program in order to maintain a fair\nand equitable work environment free from harassment and discrimination. <\/p>\n\n\n\n

A16.\n Prioritize\nworkload to effectively complete tasks in a timely manner.<\/strong> <\/p>\n\n\n\n

A17.\n Perform\nmultiple assignments to ensure completion of time sensitive tasks.<\/strong> <\/p>\n\n\n\n

A18.\n Work\nas a team leader assisting staff in order to ensure efficient and effective\noperation of the office.<\/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\/Physical Characteristics:<\/em><\/strong><\/h3>\n\n\n\n

PC1.\n Capacity\nfor assuming progressively greater responsibility.<\/strong> <\/p>\n\n\n\n

PC2.\n Tact\nand professionalism when working with confidential personnel issues.<\/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: September 19, 2016 \u2013 September 21, 2016 Collective Bargaining Identification: M09 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-3407","post","type-post","status-publish","format-standard","hentry","category-job-analysis"],"yoast_head":"\nJOB ANALYSIS: SUPERVISING CASE RECORDS TECHNICIAN - 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\/14\/job-analysis-supervising-case-records-technician\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"JOB ANALYSIS: SUPERVISING CASE RECORDS TECHNICIAN - 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