STATE OF CALIFORNIA DEPARTMENT OF CORRECTIONS



Instructions: Refer to the Human Resources Branch Policies & Procedures Manual for Duty Statement Instructions.

|1. Institution/Division/Office |2. Division/Department |

|CALIFORNIA STATE PRISON LOS ANGELES COUNTY |BUSINESS SERVICES - PERSONNEL |

|3. Class Title |4. Proposed Incumbent (if known) |

|OFFICE TECHNICIAN - TIMEKEEPING | |

|5. Current Position Number (Agency-Unit-Class-Serial) |6. Effective Date |

|027-261-1139-VAR | |

|7. BRIEFLY (1 or 2 sentences) describe the position’s organization setting and major functions: |

|Under the direct supervision of the Staff Services Manager I, the Office Technician will perform the duties of the TeleStaff timekeeping system. |

|Work Schedule: |

|8. Percentage of time |9. Indicate the duties and responsibilities assigned to the position and the percentage of time spent on each. Group related tasks |

|performing duties: |under the same percentage with the highest percentage first. (Use an additional page if necessary.) |

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| |ESSENTIAL FUNCTIONS |

|35% |Enter attendance into the TeleStaff Timekeeping system. Audit daily sign-in sheets (FLSA’s) to ensure accuracy. Contact the watch |

| |office concerning errors and omissions on the FLSA sheets. Enter timekeeping corrections from the watch office. Submit TeleStaff |

| |correction notices to Personnel Specialist. Answer all inquiries from Custody employees over the phone or at the counter. Change |

| |monthly leave credits. Work the daily error reports and weekly salary hour audits. |

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| |Using the Business Information System (BIS) audit 998A’s for completion and ensures appropriate back-up documentation is attached in |

|35% |accordance with the Memorandum of Understanding (MOU). Clear 998A’s in BIS. Print 998 delinquent letters, mail to employees and |

| |retain copy for file. Run various reports, to include but not limited to dock reports, Timesheet summaries reports and Payroll Input |

| |Processing (PIP) system reports. Email BIS regarding leave credit changes, time sheet summaries not matching TeleStaff and summaries |

| |not calculating time correctly. |

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| |Alphabetize all 998’s and submit them to the Accounting Office before pay day. File the STD 998’s in the employees 998 summary file.|

| |Back up the Personnel Receptionist desk by assisting staff, answering telephone, making copies, processing mail. |

|25% | |

| |MARGINAL FUNCTIONS |

| |Attend all training as required. |

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|5% | |

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|PHYSICAL REQUIREMENTS |

|The physical demands described here are representative of those that must be met by 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. |

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

|Constantly: Involves 2/3 or more of a workday |

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

|Occasionally: Involves 1/3 or less of workday |

|N/A: Activity or condition is not applicable |

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|Sitting: Constantly - when keyboarding, using the telephone, keeping logs and records, preparing mail and associated tasks at a desk. There is flexibility for|

|movement on a frequent basis to break sitting with standing and walking. |

|Walking: Occasionally - for periods of time to file documents, file and pull 998 and FLSA files, make copies, send faxes, and attend to employees. |

|Standing: Occasionally - for periods of time to, file or retrieve documents and to operate various equipment (i.e., copy machine and other office machines) and|

|to assist employees at the counter. |

|Lifting: Frequently – lifting items weighing a few ounces such as paper, pens staplers, and telephone receiver. To occasionally lifting 5-40 pound archive. |

|Carrying: items listed above may be carried about 15 feet within the office area. Other distances are delivered via vehicle or hand cart. |

|Bending/Stooping: Occasionally to Frequently - to reach the lower file drawers and shelves. paper stored in a box on the floor, mail located in bins, or |

|similar items. Slight bending at the waist and neck occurs on a frequent basis throughout the day such as needed to bend over the desk to perform paperwork |

|duties. |

|Reaching in Front of Body: Frequently to constantly - when keyboarding, answering telephone, handing papers to staff, filling, copying loading paper in printer|

|or copier, opening drawers and reaching about the top of a desk, Reaching Overhead: Occasionally - to reach files stored on an upper shelf. |

|Climbing: Occasionally – to file boxes in secure area. |

|Balancing: N/A |

|Push/Pulling: Frequently – to file 998’s and FLSA is a small area |

|Kneeling/Crouching: Occasionally - may choose this position to reach the lower file drawers. |

|Crawling: N/A |

|Fine Finger Dexterity: Constantly - when keyboarding (10 Key), writing notes by hand, taking phone messages and flipping through paperwork. |

|Hand/Wrist Movement: Constantly – Keyboarding (10 Key) about 4-5 hours per day to complete reports; audit FLSA’s, clear 998’s, operating office machines, |

|answering phones, filing, |

|Hearing/Speech: Clear speaking and hearing required to answer telephone calls and in performing duties. |

|Sight: Adequate vision is required to enter data to ensure accuracy. |

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|KNOWLEDGE, SKILLS AND ABILITITES |

|Knowledge of: modern office methods (e.g. filing system, tracking systems, desk procedures, written/verbal communication, time management phone etiquette, |

|record keeping, data entry, etc.). Ability to: Perform difficult 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; make clear and comprehensive reports; meet and deal tactfully with the public; apply specific laws, |

|rules and office policies and procedures; prepare correspondence independently utilizing a wide knowledge of vocabulary, grammar and spelling; communicate |

|effectively; provide functional guidance. Ability to type at a speed not less than 40 words per minute. |

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|DESIRABLE QUALIFICATIONS |

|Ability to 10- Key, establish cooperative working relationships with staff at all levels both within and outside the department. Willingness to work overtime. |

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|WORKING CONDITIONS |

|Willingness to work with inmates who may be infected with contagious diseases such as Hepatitis C, HIV/AIDS, COVID, etc. Willingness to abide by and adhere to |

|safety and security policies and provisions (ie. wear personal alarms, carry whistle) applicable to specific work tasks performed. Willingness to work in a |

|State correctional facility. Willingness to comply with tuberculosis screening requirements. Willingness to treat inmates in a professional, ethical and tactful|

|manner. Willingness to work around peace officers armed with chemical agents and/or weapons. Willingness to abide by and adhere to the institutional dress code.|

|Willingness to accept constructive criticism and respond appropriately. Willingness to respond to changes in the work unit in a positive, professional manner. |

|Willingness to promote positive, collaborative, professional working relations among staff. Willingness to provide instruction or oversight regarding |

|departmental policies, procedures, standards, and practices to staff and outside consultants. Willingness to work professionally with individuals from a wide |

|range of cultural backgrounds. Willingness to work in a team environment to complete assigned work tasks. Operate computer, computer software/programs, |

|typewriter, calculator, copy machine, fax machine, scanner, telecommunications devices, shredder to process documents and forms, disseminate information to |

|other external agencies, general public and CDC staff, and ensure safety of staff and inmates. Work indoors in a thermostatically controlled environment, |

|although occasionally the temperature fluctuates between very warm and cold. The floors for performance of all duties are carpet and linoleum. |

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|CONDUCT, ATTENDANCE AND PERFORMANCE EXPECTATIONS |

|Employees are required to be alert, courteous and professional in their dealings with inmates, parolees, fellow employees, visitors and members of the public. |

|Every employee must be in possession of their employee identification card and whistle while on duty, and produce it upon request. An employee must promptly |

|report the loss of their ID to their supervisor immediately. Do not leave your ID at your desk. Carry it on your person at all times. Employees are expected |

|to arrive to work on time and have excellent attendance. Employee is expected to complete work assignments by the due date. In service training as required. |

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|ADDITIONAL EXPECTATIONS |

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|10. SUPERVISOR’S STATEMENT: I HAVE DISCUSSED THE DUTIES OF THE POSITION WITH THE EMPLOYEE. |

|11. EMPLOYEE’S STATEMENT: I HAVE DISCUSSED WITH MY SUPERVISOR THE DUTIES OF THE POSITION AND HAVE RECEIVED A COPY OF THE DUTY STATEMENT. |

|PRINT EMPLOYEE’S NAME |EMPLOYEE’S SIGNATURE |DATE |

|PRINT SUPERVISOR’S NAME |SUPERVISOR’S SIGNATURE |DATE |

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