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 |EDUCATION |
|3. Class Title |4. Proposed Incumbent (if known) |
|OFFICE TECHNICIAN | |
|5. Current Position Number (Agency-Unit-Class-Serial) |6. Effective Date |
|027-231-1139-VAR | |
|7. BRIEFLY (1 or 2 sentences) describe the position’s organization setting and major functions: |
|Under the general supervision of the Supervisor of Correctional Education Programs, the Office Technician (T) is responsible for performing a variety of the |
|most difficult and technical clerical duties, consistently exercises a high degree of initiative, independence and originality in performing assigned tasks. The|
|duties frequently required detailed and sensitive public/staff contact and independent composition of correspondence involving the knowledge and application of |
|the rules and regulation, policies and procedures governing the California Department of Corrections and Rehabilitation, the California Department of Education,|
|and local community colleges. |
|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.) |
| | |
| | |
| |ESSENTIAL FUNCTIONS |
|35% |Review, purge and organize inmate educational files; direct necessary inmate information to Records Office; forward inmate files to |
| |appropriate unit; scrutinize inmate transcripts to determine deficiencies. Take, transcribe and distribute minutes of staff meetings;|
| |initiate correspondence to local, state and governmental agencies on educational related matters. Type contracts, concept papers for |
| |budget augmentation and report to state and federal grants; organize and monitor CDC 954’s and Purchase Orders an all departmental |
| |requisitions; monitor and maintain records of departmental budget; coordinate and control waiting lists for employee services in the |
| |vocational program. |
| | |
| |Screen correspondence and arrange in priority order; research and attach appropriate background material necessary for management |
| |reference to adequately evaluate each document; maintain and update confidential files. Answer, screen and forward all incoming |
|35% |calls, providing all possible requested information before referring callers to supervisors. Independently compose routine |
| |correspondence as necessary for the Supervisor of Correctional Education Programs; provide training and technical assistance to the |
| |Office Assistant (T); orient new employees on departmental as well as individual procedures. |
| | |
| |Responsible for typing from written material; reviews documents and incoming mail, files all records; prepares documents for review |
| |by supervisor; composes routine correspondence on various Education related issues; maintains statistical and other record keeping; |
| |orders and maintains inventory of supplies. Initiate purchases, inventories and maintain all necessary departmental supplies for the |
| |Supervisor of Correctional Education Programs; Supervisor of Academic Instruction; and Supervisors and Vocational Instructors. |
|15% | |
| |Assimilate, verify and maintain attendance documentation for all departmental employees; inventory and maintain all necessary |
| |documentation related to departmental testing materials and suppliers; type and process all employee performance reports and |
| |confidential documentation. |
| | |
| |Maintaining a working knowledge of policies and procedures of the Department and California State Prison-Los Angeles County, |
| |Education Department. Attend In/Out Service Training as required. |
| | |
|10% |MARGINAL FUNCTIONS |
| |None noted. |
| | |
| | |
|5% | |
|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. |
| |
|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 |
| |
|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 – for periods of time to file documents, file, make copies and send faxes. |
|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 files or a couple of reams of paper or group of files are lifted. Occasionally lifting 40 pounds archive boxes. |
|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 – use stairs and/or stepping stool to access files on the top shelf in file room. |
|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. |
| |
|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. Ability to type at a speed not less than 40 words per minute. |
| |
|DESIREABLE QUALIFICATIONS |
|Get along with people and establish cooperative working relationships with staff at all levels both within and outside the department. Willingness to work |
|overtime. |
| |
|WORKING CONDITIONS |
|Willingness to work with inmates who may be infected with contagious diseases such as Hepatitis C or HIV/AIDS. Willingness to abide by and adhere to safety and |
|security policies and provisions (ie. wear personal alarms, carry whistle) applicable to specific work tasks performed. Willingness to work in a State |
|correctional facility. Willingness to comply with tuberculosis screening requirements. Willingness to treat inmates in a professional, ethical and tactful |
|manner. Willingness to work around peace officers armed with chemical agents and/or weapons. Willingness to abide by and adhere to the institutional dress code.|
|Willingness to accept constructive criticism and respond appropriately. Willingness to respond to changes in the work unit in a positive, professional manner. |
|Willingness to promote positive, collaborative, professional working relations among staff. Willingness to provide instruction or oversight regarding |
|departmental policies, procedures, standards, and practices to staff and outside consultants. Willingness to work professionally with individuals from a wide |
|range of cultural backgrounds. Willingness to work in a team environment to complete assigned work tasks. Operate computer, computer software/programs, |
|typewriter, calculator, copy machine, fax machine, scanner, telecommunications devices, shredder to process documents and forms, disseminate information to |
|other external agencies, general public and CDC staff, and ensure safety of staff and inmates. 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 and linoleum. |
| |
|CONDUCT, ATTENDANCE AND PERFORMANCE EXPECTATIONS |
|Employees are required to be alert, courteous and professional in their dealings with inmates, parolees, fellow 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, excellent attendance, etc. Employee is expected to complete work assignments by the |
|due date, etc. In service training, etc. |
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|ADDITIONAL EXPECTATIONS |
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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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