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) |

|PERSONNEL SPECIALIST | |

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

|027-261-1303-VAR | |

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

|Under the direction of the Personnel Supervisor I, the Personnel Specialist works independently with a variety and complex work. Required to apply State Laws, |

|departmental and control agency rules and regulations, and bargaining unit provisions pertaining to a variety of personnel transactions in the areas of record |

|keeping, certification, payroll and personnel documents processing and related personnel transactions functions. This position requires a thorough and detailed|

|knowledge of appropriate laws, rules, regulations and contract language pertaining to personnel transactions. This is a multi-range level class spanning from |

|entry through advanced journey levels. |

|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 |

|40% |Provide service and answer all employee inquiries and requests; process all appointment, separation and miscellaneous change |

| |transactions, keying these documents into the Personnel Information Management System (PIMS). Complete these documents utilizing |

| |all available resource material, for example, Memorandum of Understanding, Personnel Action Manual and Personnel Management Policy |

| |and Procedure Manual (PMPPM), Personnel Operations Manual (POM). Process monthly payroll and key into Payroll Input Process (PIP) |

| |System, overtime, shift differential and holiday pay. Compute Fair Labor Standards Acts (FLSA) and 7k wages, process and track |

| |garnishments, and miscellaneous deductions. |

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| |Maintain leave balances in CLAS with monthly updates according to the different bargaining unit contracts. Maintain the Monthly |

|30% |Audit Tool Review forms, process documentation for history and pay regarding Family Medical Leave Act (FMLA), Non-Industrial |

| |Disability Leave (NDI), State Disability Insurance (SDI) and Military Leave (ML). Utilize the Aging Report to clear outstanding |

| |salary advances (S/A) and accounts receivables (A/R). Utilize the Periodic report to correct any keying errors. Correct T-Log errors.|

| |Audit approved IWSP pay against 998 for accurate monthly stipend. Process all Health, Dental and Vision benefits. Communicate with |

| |RTW coordinator, W/C specialist, Timekeepers and Budget Analyst. |

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| |Process uniform allowance, educational pay and Out of Class payments. Assist the receptionist; your Personnel Supervisor and the |

|20% |Staff Services Manager I as needed providing information to be included in institutional, departmental and control agency reports. |

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| |Prepare Official Personnel Files (OPF) for new and transferring employees. Monitor the receipt of new OPF’s for newly appointed |

|10% |staff. Prepare STD 612 document for transferring employees. (All Official Personnel Files will be mailed via GSO). All other duties |

| |as required; filing, assist with receptionist duties, temporary redirection to cover behind vacant OA/OT throughout Institution, etc.|

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| |MARGINAL FUNCTIONS |

| |None noted. |

|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: 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 meetings, to the front counter while assisting employees, to the copy and fax machine, to the |

|Accounting 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, processing pay, 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 |

|Knowledge of: Current office methods, procedures, equipment, and basic math principles. Ability to: Think logically, multitask, and apply laws, rules, |

|regulations, and bargaining contract provisions concerning personnel transactions; independently interpret and use reference material; give and follow |

|directions; gather data; design and prepare tables, spreadsheets, and charts; advise employees of their rights; consult with supervisors on alternative actions |

|which they may take on various transaction situations; communicate effectively; operate a computer keyboard/terminal; establish and maintain cooperative working|

|relations with those contacted during the course of the work; organize and prioritize work; create/draft correspondence; maintain personnel records. |

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|DESIREABLE QUALIFICATIONS |

|Expected to have and maintain tact in order to maintain effective communication. Establish and maintain cooperative working relations with those contacted |

|during the course of the work on a daily basis. Demonstrate satisfactory record as a law-abiding citizen; tact, good judgement, honesty and ethical behavior. |

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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 carpet. Use of personal computer, telephone, calculator, copy machine, fax, 2 and 3 hole punch, paper cutter, and usual office |

|supplies. |

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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. |

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|ADDITIONAL EXPECTATIONS |

|Employees are expected to maintain confidentiality of sensitive information shared, learned, or revealed during the course of their assignment and not disclose |

|the information to unauthorized persons or entities, unless specifically authorized. |

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|Employees shall not seek out or use personal or confidential information relating to others for their own interest or advantage. |

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|Take necessary precautions to assure that proper administrative, technical, and physical safeguards are established and followed in order to protect the |

|confidentiality of records containing personal information and to assure such records are not disclosed to unauthorized individuals or entities. |

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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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