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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