STATE OF CALIFORNIA
STATE OF CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION DIVISION OF ADULT INSTITUTIONS -106045-1447165DUTY STATEMENTINITIAL AND DATE UPON COMPLETION:___________________Emailed to Delegated Testing___________________Copy to PS for OPF___________________Original in Position FileRPA- FORMTEXT ?????- FORMTEXT ?????EFFECTIVE DATE:CDCR INSTITUTION OR DEPARTMENTPleasant Valley State PrisonINCUMBENTUNIT NAME AND CITY LOCATEDMailroom - - CoalingaCLASS TITLEOffice Assistant (General)WORKING HOURS/RDO’SSPECIFIC LOCATION ASSIGNED MailroomDIRECT SUPERVISOROffice Services Supervisor II, GeneralCURRENT POSITION NUMBER (Agency - Unit - Class - Serial)435-218-1441-002YOU ARE A VALUED MEMBER OF THE DEPARTMENT’S TEAM. YOU ARE EXPECTED TO WORK COOPERATIVELY WITH TEAM MEMBERS AND OTHERS TO ENABLE THE DEPARTMENT TO PROVIDE THE HIGHEST LEVEL OF SERVICE POSSIBLE. YOUR CREATIVITY AND PRODUCTIVITY ARE ENCOURAGED. YOUR EFFORTS TO TREAT OTHERS FAIRLY, HONESTLY, AND WITH RESPECT ARE IMPORTANT TO EVERYONE WHO WORKS WITH YOU.BRIEFLY (1 or 2 sentences) DESCRIBE THE POSITION’S ORGANIZATIONAL SETTING AND MAJOR FUNCTIONSUnder the supervision of the Mailroom Office Services Supervisor I, the Office Assistant (G) performs the following duties.% of time performing dutiesIndicate the duties and responsibilities assigned to the position and the percentage of time spent on each. Group related tasks under the same percentage with the highest percentage first. (Use additional sheet if necessary)30%30%30%05%05%Sort out legal, official business and confidential mail. Must be able to bend and reach above shoulders to process mail; may require standing for up to 30 minutes.Handles incoming and outgoing mail and packages for the PVSP inmates; processes mail and packages relating to institution business. Search incoming mail for unacceptable items and contraband. Deliver/distribute and pick up mail and packages throughout institution buildings. May require use of dolly at minimum weight of 25 pounds.Attend 22 hours of In-Service Training and 12.5 hours of OJT totaling 34.5 hours annually, and performs other duties as needed.Indicate the duties and responsibilities assigned to the position.ESSENTIAL FUNCTIONS:Under the close supervision of the Office Services Supervisor I, the Office Assistant (General (OA (G)) is responsible for processing all books, newspapers, magazines, and pamphlets received for inmate and assists with other mailroom duties to ensure the timely delivery of mail. The OA (G) must be able to work in conditions that require all of the following functions:● Must be able to work 40 hours per week; set work hours during core business hours, Monday through Friday; and work over 40 hours per week in emergency situations or to accomplish specific work.● Communicate effectively, verbally and in writing, and interact in person in order to provide quality customer service to internal (staff, institutions, etc.) and external customers in order to research/resolve any issues/concerns.● Process incoming and outgoing mail (e.g., receive, open, date/time stamp, distribute, gather/collect, sort, complete postal forms, etc.) and evaluate incoming mail according to objective standards and ask questions as necessary to carry out institutional procedures and policies. ● Able to search inmate mail for unauthorized (contraband) items and possess the ability to handle the exposure to unpleasant mail content (e.g., pornography).● Make daily mail/messenger runs to various locations within the institution to pick up and deliver mail by way of a van or golf cart.● Possess a valid driver’s license, and be able to operate a van or golf cart for the delivery of mail ● Ability to maintain accurate tracking log file system for forwarding, logging, recording, and storing inmates; mail.● Ability to operate computers to locate inmates’ addresses to route mail and record addresses on incoming newspapers, magazines and legal mail.● Respond to informal inmate appeals regarding denied mail.● Operate various office machines/equipment such as a personal computer, photocopier, fax machine, postage meter machine, postage scale, etc.● Answer and respond to incoming telephone calls.● Push/pull dolly weighing a minimum of 25 lbs. an up to 100 lbs. (heavier loads can be broken down into smaller batches when necessary) to assist in delivery of mail.● Ability to load mailbags weighing up to 25 lbs. onto a vehicle.● Ability to lift, carry, move, and/or drag up to 25 lbs. in order to stock supplies and distribute mail, load mailbags onto a vehicle, etc.● Ability to move about on institution grounds to and from various locations on varied surfaces and grades throughout the day.● Able to push/pull to move bins of mail, when pushing a cart to deliver/pick up mail and to open/close door/gates when delivering/picking up mail.● Ability to reach above shoulders to insert mail in slots.● Ability to twist body in order to insert mail into mail slots.● Able to be supervised by assigned supervisor or manager; and● Ability to attend a minimum of 40 hours of In-Service Training annually.________________________________________________________________________________________KNOWLEDGE AND ABILITIESABILITY 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 actions; 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: A demonstrated interest in assuming increasing responsibility.Sexual Harassment Policy:Sexual Harassment is illegal. All staff are required to conform to applicable laws, rules, codes, policies and procedures regarding Sexual harassment and Equal Employment Opportunity (EEO). References are found in DOM Section 31010. Initial: _____________Code of Conduct:As an employee of the Division of Adult Institutions, we are expected to perform our duties at all time as follows: Demonstrate professionalism, honest, and integrity; accept responsibility for our actions and their consequences; appreciate differences in people, their ideas and opinions; treat fellow employees, inmates and wards, families of inmates and wards, parolees, and the public with dignity and fairness; respect the rights of others and treat others fairly regardless of race, color, national origin, ancestry, gender, religion, marital status, age, disability, medical condition, pregnancy, sexual orientation, veteran status, or political affiliation: comply with all applicable laws and regulations; report misconduct or any unethical or illegal activity and cooperate fully with any investigation. Initial: ______________Incompatible Activities:Per California Code of Regulations, Title 15, Section 3413, Incompatible Activities, subsections (a) (1), (3), (6) and (b), employees are not to engage in activities for profit using State facilities, materials or time. Initial: ______________Nepotism/Fraternization Policy:Staff shall not use their personal relationships to aid or hinder others in the employment setting. Employees shall immediately notify the hiring authority or their respective supervisor when working arrangements and/or assignments are in conflict with the nepotism/fraternization policy. Additional Information is found in DOM 33010.25. Initial: ______________COMMENTS: Work hours are varied. Information for this job description was obtained by reviewing the California State Personnel Board Specification and through observation of duties as they are currently performed.GENERAL POST ORDER ADDENDUM. General requirements: Inmates/patients with disabilities are entitled to reasonable modifications and accommodations to CDCR policies, procedures, and physical plant to facilitate effective access to CDCR programs, services, and activities. These modifications and accommodations might include, but are not limited to, the following: measures to ensure effective communication (see below); housing accommodations such as wheelchair accessible cells, medical beds for inmates/patients who cannot be safely housed in general population due to their disabilities, dorm housing, or ground floor or lower bunk housing; health care appliances such as canes, crutches, walkers, wheelchairs, glasses, and hearing aids; and work rules that allow the inmate/patient to have a job consistent with his/her disabilities. Medical staff shall provide appropriate evaluations of the extent and nature of inmates' disabilities to determine the reasonableness of requested accommodations and modifications. Equally Effective Communication: The Americans with Disabilities Act (ADA) and the Armstrong Remedial Plan require CDCR to ensure that communication with individuals with disabilities is equally effective as with others. Staff must identify inmates/patients with disabilities prior to their appointments. Staff must dedicate additional time and/or resources as needed to ensure equally effective communication with inmates/patients who have communication barriers such as hearing, vision, speech, learning, or developmental disabilities. Effective communication measures might include slower and simpler speech, sign language interpreters, reading written documents aloud, and scribing for the inmates/patient. Consult the ADA Coordinator for information or assistance. Staff must give primary consideration to the preferred method of communication of the individual with a disability. Effective communication is particularly important in health care delivery settings. At all clinical contacts, medical staff must document whether the inmates/patient understood the communication, the basis for that determination, and how the determination was made. A good technique is asking the inmate/patient to explain what was communicated in his or her own words. It is not effective to ask "yes or no" questions; the inmate/patient must provide a substantive response indicating understanding of the matters that were communicated. Staff must obtain the services of a qualified sign language interpreter for medical consultations when sign language is the inmates/patients' primary or only means of communication. An interpreter need not be provided if an inmate/patient knowingly and intelligently waives the assistance, or in an emergency situation when delay would pose a safety or security risk, in which case staff shall use the most effective means of communication available such as written notes. DECS: The Disability Effective Communication System (DECS) contains information about inmates/patients with disabilities. Every institution has DECS access and staff must review the information it contains in making housing determinations and providing effective communication. Housing restrictions: All inmates/patients shall be housed in accordance with their documented housing restrictions such as lower bunks, ground floor housing, and wheelchair accessible housing, as noted in DECS and their central and medical files. All staff making housing determinations shall ensure that inmates/patients are housed appropriately. Prescribed Health Care Appliances (including dental appliances): Staff (health or security) shall not deny or deprive prescribed health care appliances to any inmate/patient for whom it is indicated unless (a) a physician/dentist has determined it is no longer necessary or appropriate for that inmate/patient, or (b) documented safety or security concerns regarding that inmate/patient require that possession of the health care appliance be disapproved. If a safety or security concern arises, a physician, dentist, Health Care Manager/Chief Executive Officer, or Chief Medical Officer shall be consulted immediately to determine appropriate action to accommodate the inmate/patient's needs.SUPERVISOR’S STATEMENT: I HAVE DISCUSSED THE DUTIES OF THE POSITION WITH THE EMPLOYEE.SUPERVISOR’S NAME (Print)SUPERVISOR’S SIGNATUREDATEEMPLOYEE’S STATEMENT: I HAVE DISCUSSED WITH MY SUPERVISOR THE DUTIES OF THE POSITION AND HAVE RECEIVED A COPY OF THE DUTY STATEMENT.The statements contained in this duty statement reflect general details as necessary to describe the principal functions of this job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absence of relief, to equalize peak work periods or otherwise balance the workload.EMPLOYEE’S NAME (Print) EMPLOYEE’S SIGNATURE DATE ................
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