CALIFORNIA STATE PRISON-SACRAMENTO



SAN QUENTIN STATE PRISON

JOB DESCRIPTION/ESSENTIAL FUNCTIONS

Job Title: OFFICE TECHNICIAN (T)

Position #: 095-218-1139-802

Division: Business Services

Department: Mail Room

Reports To: Office Services Supervisor II

Prepared by: Robin Arvizo, C&P

Approved by: M. Kruse, IPO

Date Revised: July 29, 2020

SUMMARY:

Under the general supervision of the Office Services Supervisor II, the Office Technician (Typing) will ensure that their work productivity meets the Mailroom requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING (other duties as assigned):

40% Cell Mark, open, and search incoming inmate mail. Stamp and receipt any incoming mail that has property enclosed. Remove and forward visiting forms. Processing outgoing mail through the postage meter machine for the institution and inmates. Sort and pitch processed mail for delivery to housing units. Separate mail containing unauthorized items and complete Receipt of contraband Notice (CDCR-1819).

35% Perform a variety of specialized Mailroom functions such as processing publications, legal mail and out-to-court mail, SOMS, inmate appeals and request for interview. Preparation of return to sender and other related documents. Write up memos to institution staff, inmates and/or inmate’s family.

10% Process all CDCR-22 forms received in the Mailroom on a daily basis which includes researching any complaints/issues and responding to them within the mandated period.

10% Regularly perform a variety of specialized office duties such as filing answering telephone calls, provide general information to the public and staff. Maintain a cooperative, interacting relationship with staff and the public. Warehouse orders, Check Log, Inmate-to-Inmate Correspondence Log. Log all CDCR-22 forms and CDCR-1819 forms.

5% Participate in on-the-job training and staff development programs. Other assigned duties, including stationary and household supply orders or as designated by Mailroom Supervisor, or Warden’s designee. Back up for Mailroom Supervisor.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING: None noted.

SUPERVISORY RESPONSIBILITIES: None noted.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: Either I: One year of experience in California state service performing clerical duties at a level of responsibility equivalent to that of an Office Assistant, Range B.

Or II

Experience: Two years of experience in typing and clerical work. [Academic education above the twelfth grade may be substituted for one year of the required general experience on the basis of either (a) one year of general education being equivalent to three months of experience; or (b) one year of education of a business or commercial nature being equivalent to six months of experience. Students who are enrolled in the last semester or its equivalent of course work, which upon completion will fulfill these requirements, will be admitted to the examination, but they must submit evidence of completion before they can be considered for appointment.

KNOWLEDGE & ABILITIES: Knowledge of: Modern office methods, supplies and equipment; business English and correspondence; principles and techniques of effective training.

Ability to: Perform clerical work, including ability to spell correctly; use good English; make arithmetical computations; operate various office machines; follow oral and written directions; evaluate situations accurately and take effective action; read and write English at a level required for successful job performance.

SPECIAL REQUIREMENT: Type at a speed of not less than 40 words per minute from ordinary manuscript or printed or typewritten material.

SPECIAL PERSONAL CHARACTERISTICS: Ability to perform duties that include extensive contact with pornographic material on a daily basis. Be able to interact with a wide range of personalities, calmly and tactfully.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met of an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The following is a definition of the on-the-job time spent in physical activities:

Constantly: Involves 2/3 or more of workday.

Frequently: Involves 1/3 to 2/3 of workday.

Occasionally: Involves 1/3 or less of workday.

N/A: Activity or condition is not applicable.

Standing: Frequently - briefly at photocopier, metering machine, or files.

Walking: Frequently - within the Mail Room area to acquire labels, place mail in appropriate places, use machines, or confer with other staff. Also, when conducting inmate interviews on the yards.

Sitting: Frequently - to process appeals, respond to memoranda from the Warden, and Captain; keep records; and utilize a computer at a desk. Sitting in van to deliver incoming mail.

Lifting: Frequently - individual pieces of mail, books, magazines or log books weighing up to a couple of pounds. Occasionally lifting stacks of newspapers, or a box of T.V. guides or books weighing about 30 pounds. Once per day lifting mail bags weighing up to approximately 50 - 70 pounds, up about two inches, to release from hooks, and up into the floor of the van.

Carrying: Occasionally - individual pieces of mail and magazines. At times carrying a 30-pound box of magazines 15 feet within the Mail Room.

Bending/Stooping: Occasionally - to access mail in boxes on the floor.

Reaching in Front of Body: Constantly - to keyboard, write in logs, affix labels, acquire forms, photocopy, meter mail, place mail in bags or slots, drive, and answer the telephone.

Reaching Overhead: Occasionally - to acquire magazines, books, and newspapers on upper shelves.

Climbing: Occasionally - to walk up the ramp to the Administration offices for signatures.

Balancing: N/A

Pushing/Pulling: Occasionally - to move bins of mail about on the floor or a tabletop and pull mail bags (on wheels).

Kneeling/Crouching: Occasionally - to get items on the floor.

Crawling: N/A

Fine Finger Dexterity: Frequently - to perform the majority of the duties assigned to the Office Assistant (Typing).

Driving Cars/Trucks/Forklifts or Other Moving Equipment: Occasionally - to drive van or golf cart from Mail Room to each of four facility areas once per day.

Hand/Wrist Movement: Constantly - to handle mail, move bins and bags, operate machines, write, keyboard, and drive.

Hearing/Speech: Occasionally - telephone calls to/from inmates and communication with other staff.

Sight: Constantly - to review mail, keep records and drive.

MACHINES, TOOLS, EQUIPMENT, AND WORK AIDS: Computer, photocopier, postal meter, telephone, van, and usual office equipment and supplies.

COMMENTS: Work hours are from 7:00 a.m. to 3:00 p.m., Monday through Friday.

Information for this document was obtained by reviewing the State Personnel Board specification for the position and by observing the duties as they are currently performed.

EMPLOYEE'S COMMENTS:

___________________________ ___________________________ __________________

|Print Employee's Name |Employee's Signature |Date |

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Supervisor's Statement: I have discussed the duties of the position with the employee.

___________________________ ___________________________ __________________

|Print Supervisor's Name |Supervisor's Signature |Date |

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