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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