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-RECORDS |

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

|CORRECTIONAL CASE RECORDS SUPEPVISOR | |

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

|027-223-1149-VAR | |

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

|Under the direct supervision of the Correctional Case Records Manager, this position requires the incumbent to establish good working relationships with |

|coworkers, program staff, and Departmental management, maintain regular, consistent, predictable attendance; exercise good judgement; maintain high ethical |

|standards; and provide quality customer service. The incumbent must work cooperatively with California Department of Corrections and Rehabilitation (CDCR) |

|administrative staff, managers, supervisors, and staff; as well as all control agency representatives. Incumbent must be able to work productively in a |

|demanding environment and deal with challenging customer requirements while maintaining a calm, professional demeanor. Directly supervises 6-8 Correctional Case|

|Records Analysts, and/or indirectly Supervising Case Records Technicians. |

|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% |Supervise and train the Correctional Case Records Analysts, in auditing the Electronic Records Management System (ERMS) and Strategic|

| |Offender Management System (SOMS) file(s) (Intake, Transfers, and 60-day and 10-day reviews/audits) to ensure accurately, |

| |completeness, and compliance with processing procedures. Ensure Additional Commitments are processed in a timely manner, Reviews |

| |inmate ERMS/SOMS and other related documents and resources to ensure computation of inmate’s term of confinement or period of parole |

| |is accurate. Review Board Information Technology System (BITS) daily; review legal documents, verify MEPD, verify Non Violent |

| |Second Strikers (NVSS) and SPED dates, verify Youth Offender Eligibility and YPED dates, if applicable verify EPED, verify next |

| |hearing type, NLT date and hearing number, complete all Pre Board Audits 180 days prior to next hearing No Later Than (NLT) date(s). |

| |Define interpret, analyze, and take action on legal documents. Theses legal documents include Abstracts of Judgments, Minute Orders,|

| |Sentencing Transcripts, and Court Decisions on commitments to CDCR, Appellate Court Opinion/Remittitur(s). Analyze these documents |

| |to determine compliance with statutes, and assure discrepancies do not exist in the sentence. Review documents for sentencing errors|

| |and clerical errors. If there are sentencing or clerical errors, refer case to the Legal Processing Unit (LPU) for resolution. |

| |Monitor the workflow and attendance of subordinates under your direct supervision. |

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| |Calculate release dates according to work group change. Review credit restorations and credit losses. Responsible for the |

| |preparation of written correspondence sent to Courts, District Attorneys, and other law enforcement agencies. Respond to inquiries |

| |from Correctional Counselors, law enforcement agencies, and inmates on the specific case processing of inmates ERMS/SOMS files. |

| |Review 10 day audits for parole process, and sign off on the Warden’s Checkout Order (WCO) as the supervisor. |

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|35% |Review holds, warrants and detainers to the inmate ERMS/SOMS files for proper procedural action(s), and ensure compliance with |

| |Department policy in that area. Review RAP sheet(s) and process accordingly. Review and provide direction on Temporary Removal |

| |Order(s) (TRO) in line with Out to Court (OTC) processes, and ensure the same on requests for 969B Packets. |

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| |Responds to inmate/parolee Requests for Interview or Hay good Computation Hearings on matters concerning inmate’s time, release date,|

| |or legal status. Prepares decisions at the first and second level on inmate/parolee appeals including in person or telephone |

| |interviews with inmate as required. Other duties as required. Process/run all Case Records Actions Due Reports and ensure |

|10% |processing, posting and overall completion of all reflected assignments. |

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| |Rewrite and update assignment procedures for direct subordinates. Interview of prospective candidates and follow through with hire |

| |process. Responsible for maintaining supervisory files and the completion of annual or probationary reports. Provide complete |

| |training to all staff and perform or recommend progressive disciplinary action if deemed necessary. Ensure assigned areas of |

|10% |responsibility are in safe working conditions, and ensure proper work orders are submitted when necessary. Ensure staff is aware of |

| |emergency evacuation routes and energy conservation procedures. Maintain a work environment free of harassment and violence. Other |

| |job duties and expectations within the job classification as required under the direction of the Case Records Manager and/or the |

| |Classification and Parole Representative. Attend in/out service training as required. |

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| |MARGINAL FUNCTIONS |

|5% |As needed attend departmental meetings on behalf of the Correctional Case Records Manager. Also, attend departmental conference |

| |calls when new and general changes to departmental practice(s) are about to take effect in the efforts to be better fit and/or |

| |inclined to train and inform subordinate staff. |

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|5% | |

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|PHYSICAL REQUIREMENTS |

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|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: Frequently - when keyboarding, using the telephone, keeping logs and records, copying tapes, 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 - within 50 feet to attend various management meetings, direct subordinate staff or conduct site inspections to ensure overall operation |

|of the personnel office. |

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

|machines). |

|Lifting: Frequently – lifting items weighing a few ounces such as paper, pens staplers, and telephone receiver. Occasionally lifting of 5-10 pounds when |

|reviewing employee files, hiring packages, etc. or a couple of reams of paper or group of files are lifted. |

|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 - may choose this position to reach the lower file drawers, 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, handing mail to various departments. |

|Reaching Overhead: Occasionally - to reach files stored on an upper shelf. |

|Climbing: Occasionally - takes flights of stairs into and out to the office each day. |

|Balancing: : N/A |

|Push/Pulling: Frequently - to open file and desk drawers and to position the computer keyboard, moving of bins storing mail, pushing/pulling hand cart during |

|delivery of mail. |

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

|Crawling: N/A |

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

|Hand/Wrist Movement: Constantly - Keyboarding about 4-5 hours a day and up to 8 hours per day when necessary to complete reports; operating office machines, |

|answering phones, filing, dispensing mail and working with papers an files. |

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

|Sight: Adequate vision is required to review correspondence, mail and files, as well as transcribe reports. |

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|KNOWLEDGE, SKILLS AND ABILITITES |

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|Knowledge of: Determinate and indeterminate sentence and parole laws; the classification process and purposes, activities, regulations, and functions of the |

|California Department of Corrections, the Board of Prison Terms, the Narcotic Addict Evaluation Authority, and the Youth Authority as its operations relate to |

|the California Department of Corrections; correctional administration; documents, forms, and processes used in the establishment, maintenance, control, and |

|disposition of individual inmate and parolee criminal case records; training methods and planning and conducting in-service training programs; information |

|disclosure statutes; California Department of Corrections' automated record-keeping systems. Basic knowledge of training methods, planning and conducting on the|

|job training in order to train and develop staff. Personnel laws, rules and regulations (e.g., employee attendance records, Memorandums of Understanding, |

|Family Medical Leave Act, Equal Employment Opportunity, Employee Assistance Program, Fair Labor Standards Act, Family School Partnership Act, Sexual Harassment |

|Prevention, grievances) for compliance and to maintain a harassment-free work environment. Principles of effective supervision in order to direct and develop |

|Case Records staff and strengthen their ability to accomplish the day to day operations. Interview techniques in order to interview inmates, staff hiring and |

|disciplinary process. Ability to: Define, interpret, and take action on legal documents and court orders; analyze inmate records and recognize and correct |

|discrepancies and irregularities; prepare accurate and concise reports; make arithmetical computations; prioritize workload and meet deadlines; read and write |

|English at a level required for successful job performance; make sound decisions and recommendations in regard to the record-keeping function; provide criminal |

|identification services necessary to the administration of the Department of Corrections; disseminate information to administrative, legislative, and judicial |

|agencies, attorneys, and the general public; learn, understand, retain, and recall a broad range of highly technical data and apply it to individual cases; |

|follow oral and written instructions; communicate effectively with other staff, inmates, and informational sources; operate a personal computer to access, |

|enter, and retrieve information; progressively perform more difficult and analytical tasks in the correctional case record-keeping process. Direct the work of |

|Case Records staff in order to accomplish the daily case records function and to comply with laws, rules and regulations. Contribute to the Departments EEO |

|objectives (e.g. treatment of people, sexual harassment prevention, discrimination prevention) in order to ensure a harassment-free work environment and |

|create/maintain an equitable work environment. Provide training to staff in order to create a knowledgeable work force, to enable staff to produce quality work|

|and to enhance and/or provide upward mobility opportunities. Follow/give verbal and written instructions in order to accomplish the completion of daily case |

|records functions. |

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|DESIRABLE QUALIFICATIONS |

|Capacity for assuming progressively greater responsibility in order to accomplish the completion of daily case records function. Tact in order to effectively |

|communicate and interact with others without causing conflict. Patience in order to deal with problematic issues. Leadership qualities in order to provide |

|guidance to others, setting an example for others while being held to a higher standard. |

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|WORKING CONDITIONS |

|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 linoleum in certain areas industrial grade carpet. Include machines, tools equipment required to operate, special hazards or |

|dangers. |

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|CONDUCT, ATTENDANCE AND PERFORMANCE EXPECTATIONS |

|Employees are required to be alert, cooperative, courteous, effective and professional in their dealings with inmates, parolees, fellow employees, potential |

|employees, visitors and members of the public. Every employee must be in possession of their employee identification card 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. Every employee must be in possession of a whistle. Employees are expected to arrive to work on time and follow procedures for reporting absences. |

|Regular and consistent attendance is critical to the successful performance of this position due to the heavy workload and time-sensitive nature of the work. |

|Employee is expected to complete work assignments by the due date. Maintain a professional appearance. In service training as required. Infrequent travel may be|

|required to attend training. Comply with CDCR policies and procedures. The employee is required to work any shift and schedule in a variety of settings |

|throughout the institution; may be required to work overtime and may be asked to work in other locations as determined by the operational needs of the |

|institution. All employees are required to have an annual health review and repeat health reviews whenever necessary to ascertain that they are free from |

|symptoms indicating the presence of infection and are able to safely perform the essential job functions.Monitor to ensure that your staff arrives to work on |

|time, excellent attendance, your staff (CCRA’s) are expected to complete work assignments by the due date, monitor their caseload(s) for close release dates to |

|ensure audits are completed within mandated timeframes. Monitor caseload using lists available through SOMS. Every area of a caseload should be worked on a |

|daily basis utilizing all resources, etc. In service training, etc. |

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|ADDITIONAL EXPECTATIONS |

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|Your staff should be conducting a Complete and Comprehensive Audit. |

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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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