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 SUPERVISOR I | |

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

|027-261-1304-VAR | |

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

|Under the general supervision of Institutional Personnel Manager and the direct supervision of the Personnel Supervisor II, the Personnel Supervisor I is |

|responsible for providing supervision, technical expertise, training, guidance, assistance, and support to four (4) Personnel Specialists in processing all |

|personnel and payroll transactions. Direct, oversee, plan and control the work of the Personnel Specialist. |

|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% |Research critical Personnel problems to provide recommendations/alternate solutions utilizing various resources (e.g. policies, |

| |procedures, laws, rules, regulations, Memoranda of Understanding [MOU], State Controllers’ Office [SCO] database, etc.). Audit work |

| |of transaction staff to ensure that it is processed in adherence to the Personnel Transaction Manual (PTM), Payroll Procedures Manual|

| |(PPM), Bargaining unit Contracts, State Administrative Manual (SAM), Personnel Management Policy and Procedure Manual (PMPPM) and the|

| |California Code of Regulations. Act as a subject matter expert regarding difficult and complex personnel/payroll matters to provide |

| |information/technical expertise to various entities (e.g. employees, management, public, control agencies, etc.) Applies various |

| |laws, rules, regulations, policies, MOU’s, etc. pertaining to a variety of personnel/payroll matters (e.g. appointments, separations,|

| |timekeeping, benefits, etc.) to ensure compliance with control agencies. Carries out supervisory responsibilities to promote Equal |

| |Employment Opportunity (EEO) and maintain a work environment that is free of discrimination and harassment. |

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| |Maintains training programs and ensures the Personnel Specialist receive the necessary training. Supervise the personnel/payroll |

|30% |functions and provide direction, training, and/or guidance to the Personnel Specialist and ensure the efficient operation of |

| |personnel/payroll services utilizing various resources. Perform desk audits to ensure compliance with all rules, laws, regulations, |

| |etc. and consistency of documents processed. Provide customer services to employees utilizing departmental policies and procedures. |

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| |Review and maintain the Accounts Receivable/Salary Advancement report for each staff for collection efforts. Responsible for |

| |auditing the monthly time sheet log to ensure Personnel Specialist are receiving employees 998’s in a timely manner. Track and |

|25% |maintain the IDP/Probation report for all LAC staff using the TIC system and reporting to your direct supervisor of all delinquent |

| |reports. Monitor status of suspended transactions, accounts receivable, PAR error report, and retroactivity reports to ensure errors |

| |are being cleared. |

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| |Initiate the Progressive Disciplinary process to correct/improve an employee’s performance/behavior or address issues of substandard |

|10% |performance by utilizing various resources (e.g. Individual Development Plan [IDP], Employee Assistance Program [EAP], probationary |

| |reports, training records, etc.) Attend staff meetings, conference calls, etc. Attend all internal (IST) and external (SCO, DPA, |

| |BIS, etc.) training |

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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: modern office methods, supplies and equipment; business English and correspondence; principles of effective training. 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 and keep difficult records; 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. |

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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. |

|ADDITIONAL EXPECTATIONS |

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|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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