CALIFORNIA INSTITUTION FOR WOMEN



CALIFORNIA REHABILITATION CENTER

DUTY STATEMENT

CHIEF DEPUTY WARDEN’S SECRETARY

OFFICE TECHNICIAN (TYPING)

|EMPLOYEE NAME: |DEPARTMENT/FACILITY: |

| |Chief Deputy Warden’s Office |

|POSITION NUMBER: |CIVIL SERVICE TITLE: |

|079-261-1139-836 |Office Technician (Typing) |

|SUPERVISES: |POSITION TITLE: |

|N/A |Chief Deputy Warden’s Secretary |

|DATE: |SUPERVISED BY |

| |Chief Deputy Warden |

SUMMARY:

Under general supervision of the Chief Deputy Warden (CDW), this position provides administrative support, staff assistance and secretarial support services on institutional departmental matters regarding a variety of highly sensitive and complex issues. The majority of duties are carried out independently, utilizing a high level of initiative and sound decision-making skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE, BUT NOT LIMITED TO THE FOLLOWING (Other duties may be assigned):

|30% |Acts as a liaison between the CDW, executive and institutional staff regarding highly sensitive departmental issues, including |

| |adverse actions, labor relations, incidents and confidential administrative matters. Provides independent analytical |

| |determination as to what requires direct and/or immediate attention from the CDW. Takes notes and accurately transcribes |

| |correspondence and documents on a variety of highly sensitive and confidential issues. Responds to, screens and/or redirects |

| |correspondence and telephone calls from Headquarters, legislators, the public, departmental administrators, other institutions and|

| |community agencies relating to institution operations. Reviews documents and correspondence by institution staff for |

| |completeness, format, accuracy, and composition. |

| | |

| |Screens all incoming correspondence, evaluates and assigns work to appropriate institution staff. Receives and screens visitors |

| |and telephone calls for the CDW. Brief CDW regarding new information and developments on material received and prioritizes based|

| |on current importance, relevance and timelines. Proofreads and edits documents for CDW signature. Composes and types |

|30% |correspondence and reports for the CDW. Uses working knowledge of several software programs to produce correspondence and reports|

| |for CDW. Schedules and organizes meetings for the CDW. Tracks assignments and due dates of assignments made by the CDW. |

|20% |Composes letters on a wide variety of issues such as meeting notices, requires information from Division Heads, and other |

| |institution staff, and procedural memorandums within the institution. Maintains computerized tracking systems to ensure |

| |compliance with due dates and assignments designated by the CDW. Provide direction and training on documents (letter format, |

| |grammar, spelling and other procedures). Established and maintains confidential and administrative files and logs of documents |

| |and reports. Provides supervision for two inmates assigned to the Community Resources Manager porter position. |

|10% |Maintains computerized CDW calendar on Microsoft Outlook and compiles daily agenda for CDW’s use. Maintains and tracks |

| |computerized data base of assignments and due dates of assignments made by the CDW. Provides independent scheduling and |

| |confirmation of meetings, conferences, committees, and briefings for the CDW. Coordinates all travel arrangements for the CDW and|

| |prepares travel advances and/or claims when necessary. Prepares timekeeping documents for CDW. |

|10% |Other duties as required. Primary backup for the Executive Assistant (EA) during vacations, meetings, appointments, and/or |

| |illnesses. Provide input and support to the EA during meetings with clerical support and conducts training. Acts as a scribe for|

| |the Secretary’s meeting. |

| | | |

|Employee’s Signature | |Date |

Supervisor’s Statement: I have discussed the duties of the position with the employee.

| | | |

|Supervisor’s Signature | |Date |

(Revised 12/15/15)

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