STATE OF CALIFORNIA



STATE OF CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION DIVISION OF ADULT INSTITUTIONS -106045-1447165DUTY STATEMENTINITIAL AND DATE UPON COMPLETION:___________________Emailed to Delegated Testing___________________Copy to PS for OPF___________________Original in Position FileRPA- FORMTEXT ?????- FORMTEXT ?????EFFECTIVE DATE:CDCR INSTITUTION OR DEPARTMENTPleasant Valley State PrisonINCUMBENTUNIT NAME AND CITY LOCATEDCustody Support - - CoalingaCLASS TITLEOffice Technician (Typing) WORKING HOURS/RDO’SSPECIFIC LOCATION ASSIGNED Facility CPROPOSED INCUMBENT (If known)Captain, AI, Facility CCURRENT POSITION NUMBER (Agency - Unit - Class - Serial)435-210-1139-809 (IWSP)YOU ARE A VALUED MEMBER OF THE DEPARTMENT’S TEAM. YOU ARE EXPECTED TO WORK COOPERATIVELY WITH TEAM MEMBERS AND OTHERS TO ENABLE THE DEPARTMENT TO PROVIDE THE HIGHEST LEVEL OF SERVICE POSSIBLE. YOUR CREATIVITY AND PRODUCTIVITY ARE ENCOURAGED. YOUR EFFORTS TO TREAT OTHERS FAIRLY, HONESTLY, AND WITH RESPECT ARE IMPORTANT TO EVERYONE WHO WORKS WITH YOU.BRIEFLY (1 or 2 sentences) DESCRIBE THE POSITION’S ORGANIZATIONAL SETTING AND MAJOR FUNCTIONSUnder the direct supervision of the Captain, AI, Facility C, the Office Technician (Typing) OT (T), performs a wide range of the more difficult clerical duties, working in an independent setting, exercising good judgment, and communicate effectively. The OT will oversee daily office functions and take initiative to ensure all assignments are completed thoroughly, in the most efficient manner. Assumes responsibility of the direct supervision of inmate clerks/porters in the Program Office. % of time performing dutiesIndicate the duties and responsibilities assigned to the position and the percentage of time spent on each. Group related tasks under the same percentage with the highest percentage first. (Use additional sheet if necessary)40%40%20%Works independently in typing memorandums, chronos, confidential reports/letters, and appeals for the Captain, Correctional Counselor II, Correctional Counselor I’s, Correctional Lieutenant, and Correctional Sergeant. Responsible to proofread and type various memorandums, chronos, legal, and non-legal documents, staff evaluation reports, closure reports, incident packages, and other designated projects for staff. Types correspondence letters and memorandums for the Warden’s, Chief Deputy Warden’s, and Correctional Administrator’s review/signature, felony referral letters, staff performance reports, post orders for Facility C, and other reports as directed. Provides secretarial coverage for the Correctional Administrator C/D/E, and Facility D, in the absence of the assigned secretary. Provides training to new Office Assistants / Technicians. Handles all other job assignments as directed by the Captain. The OT is responsible to independently take initiative and oversee the office; ensuring required daily duties are completed thoroughly/accurately, and prioritized accordingly. The OT is responsible to evaluate the office work setting and determine the most productive work methods, in order to establish an efficient work environment.Independently responsible for the direct supervision of inmate clerks in the program office. Completes daily inmate time sheets/cards, work performance reports, disseminates assignments to clerks, and proofreads typed reports for accuracy and completeness. Per OP 904, maintains an IWSP binder, providing required documents for the annual IWSP audit: Inmate Monthly Time log, Inmate duty Statement/Job Description, Inmate Work Performance Reports, On-the-Job Training records. The OT is the designated receptionist for the Program Office, and all housing units. Maintains a tickler file for all job assignments, appeal logs, incident report logs, closure report log, and other projects. Types confidential CDC 115, and DOM and OP updates. Orders and distributes office supplies on a monthly basis for the Program Office and all housing units on Facility C. Conducts computer training to staff, when needed. Maintains an inventory of all office equipment on a monthly basis and calls for repairs.Orders office furniture or special orders from outside vendors, when need. Maintains the upkeep of all office equipment in the Program Office and all housing units. Pick-up and distribute mail for staff. Attends monthly secretarial meetings. Attends 22 hours of IST and 12.5 hours of OJT totaling 34.5 hours annually, and performs any other duties as assigned by supervisory staff relative to prison needs. Indicate the duties and responsibilities assigned to the position.KNOWLEDGE AND ABILITIESKNOWLEDGE OF: Modern office methods, supplies and equipment; business English and correspondence; principles of effective training. ABILITY TO: Perform difficult clerical work, including to spell correctly; use good English; make arithmetical computations; operate various office machines; follow oral and written directions; evaluate situation 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 in independently utilizing a wide knowledge of vocabulary, grammar, and spelling; communicate effectively; provide functional guidance.SPECIAL REQUIREMENT: Type at a speed of not less than 40 words per minute from ordinary manuscript or printed or typewritten material. SPECIAL PERSONAL CHARACTERISTICS: A demonstrated interest in assuming increasing responsibility.ESSENTIAL FUNCTIONS:Under the direct supervision of the Facility Captain, the Office Technician (Typing), OT (T), performs a wide range of clerical duties and directly supervises up to ten inmate clerks/porters in the Program Office; as well as responsible for completing inmate time cards. The OT (T) is required to work independently, exercise good judgment and be able to communicate effectively. The OT (T) must be able to perform all of the following essential functions:● Must be able to work 40 hours per week; set work hours during core business hours, Monday through Friday; and work over 40 hours per week in emergency situations or to accomplish specific work.● Ability to be supervised by assigned supervisor or manager.● Communicate effectively, verbally and in writing, in person and by telephone/radio with departmental staff, inmates, public, vendors, outside agencies, etc., to disseminate information, respond to inquiries, and/or to receive/provide direction/orders, prepare correspondence, and train staff. ● Compose/create various documents (e.g., letters, memos, purchase request, posters, flyers, etc.), as well as proofread, edit and format documents for signature.● Receive/answer incoming telephone calls and provide responses to callers, direct calls to appropriate staff and/or take messages. ● Performs key data tasks using various databases/programs such as Microsoft Word, Excel, and Access, etc., in order to input and disseminate information, track documents, maintain and update records and logs.● Process incoming and outgoing mail (e.g., receive, open, date/time stamp, distribute, gather/collect, sort) including confidential matters.● File documents, materials, manual revisions, forms, etc., using various filing systems (alphabetic, chronological, numeric, subject matter, etc.), to organize and maintain documents for future reference by utilizing binders, folders, indexes, alpha/numeric sorter, and office procedures.● Order supplies and equipment in order to maintain a well-equipped office, ensuring staff has equipment and materials necessary to do their assigned tasks. ● Operate various office machines/equipment such as the telephone, photocopier, fax, personal computer, calculator, etc., to produce completed assigned duties.● Maintain and ensure confidentiality of Departmental information, records, documents, concerns, and issues.● Implement, update, and maintain databases on computer systems to monitor/track assignments. ● Lift, carry, move, and/or drag items such as reams of paper, binders, manuals, training material, etc., weighing 10 pounds.● Move about the Prison to and from various locations on varied surfaces and grades throughout the day.● Supervise inmates and complete Inmate Time Sheets for each inmate monthly.● Attend a minimum of 40 hours of In-Service Training annually.Sexual Harassment Policy:Sexual Harassment is illegal. All staff are required to conform to applicable laws, rules, codes, policies and procedures regarding Sexual harassment and Equal Employment Opportunity (EEO). References are found in DOM Section 31010. Initial: _____________Code of Conduct:As an employee of the Division of Adult Institutions, we are expected to perform our duties at all time as follows: Demonstrate professionalism, honest, and integrity; accept responsibility for our actions and their consequences; appreciate differences in people, their ideas and opinions; treat fellow employees, inmates and wards, families of inmates and wards, parolees, and the public with dignity and fairness; respect the rights of others and treat others fairly regardless of race, color, national origin, ancestry, gender, religion, marital status, age, disability, medical condition, pregnancy, sexual orientation, veteran status, or political affiliation: comply with all applicable laws and regulations; report misconduct or any unethical or illegal activity and cooperate fully with any investigation. Initial: ______________Incompatible Activities:Per California Code of Regulations, Title 15, Section 3413, Incompatible Activities, subsections (a) (1), (3), (6) and (b), employees are not to engage in activities for profit using State facilities, materials or time. Initial: ______________Nepotism/Fraternization Policy:Staff shall not use their personal relationships to aid or hinder others in the employment setting. Employees shall immediately notify the hiring authority or their respective supervisor when working arrangements and/or assignments are in conflict with the nepotism/fraternization policy. Additional Information is found in DOM 33010.25. Initial: ______________COMMENTS: Work hours are varied. Information for this job description was obtained by reviewing the California State Personnel Board Specification and through observation of duties as they are currently performed.GENERAL POST ORDER ADDENDUM. General requirements: Inmates/patients with disabilities are entitled to reasonable modifications and accommodations to CDCR policies, procedures, and physical plant to facilitate effective access to CDCR programs, services, and activities. These modifications and accommodations might include, but are not limited to, the following: measures to ensure effective communication (see below); housing accommodations such as wheelchair accessible cells, medical beds for inmates/patients who cannot be safely housed in general population due to their disabilities, dorm housing, or ground floor or lower bunk housing; health care appliances such as canes, crutches, walkers, wheelchairs, glasses, and hearing aids; and work rules that allow the inmate/patient to have a job consistent with his/her disabilities. Medical staff shall provide appropriate evaluations of the extent and nature of inmates' disabilities to determine the reasonableness of requested accommodations and modifications. Equally Effective Communication: The Americans with Disabilities Act (ADA) and the Armstrong Remedial Plan require CDCR to ensure that communication with individuals with disabilities is equally effective as with others. Staff must identify inmates/patients with disabilities prior to their appointments. Staff must dedicate additional time and/or resources as needed to ensure equally effective communication with inmates/patients who have communication barriers such as hearing, vision, speech, learning, or developmental disabilities. Effective communication measures might include slower and simpler speech, sign language interpreters, reading written documents aloud, and scribing for the inmates/patient. Consult the ADA Coordinator for information or assistance. Staff must give primary consideration to the preferred method of communication of the individual with a disability. Effective communication is particularly important in health care delivery settings. At all clinical contacts, medical staff must document whether the inmates/patient understood the communication, the basis for that determination, and how the determination was made. A good technique is asking the inmate/patient to explain what was communicated in his or her own words. It is not effective to ask "yes or no" questions; the inmate/patient must provide a substantive response indicating understanding of the matters that were communicated. Staff must obtain the services of a qualified sign language interpreter for medical consultations when sign language is the inmates/patients' primary or only means of communication. An interpreter need not be provided if an inmate/patient knowingly and intelligently waives the assistance, or in an emergency situation when delay would pose a safety or security risk, in which case staff shall use the most effective means of communication available such as written notes. DECS: The Disability Effective Communication System (DECS) contains information about inmates/patients with disabilities. Every institution has DECS access and staff must review the information it contains in making housing determinations and providing effective communication. Housing restrictions: All inmates/patients shall be housed in accordance with their documented housing restrictions such as lower bunks, ground floor housing, and wheelchair accessible housing, as noted in DECS and their central and medical files. All staff making housing determinations shall ensure that inmates/patients are housed appropriately. Prescribed Health Care Appliances (including dental appliances): Staff (health or security) shall not deny or deprive prescribed health care appliances to any inmate/patient for whom it is indicated unless (a) a physician/dentist has determined it is no longer necessary or appropriate for that inmate/patient, or (b) documented safety or security concerns regarding that inmate/patient require that possession of the health care appliance be disapproved. If a safety or security concern arises, a physician, dentist, Health Care Manager/Chief Executive Officer, or Chief Medical Officer shall be consulted immediately to determine appropriate action to accommodate the inmate/patient's needs.SUPERVISOR’S STATEMENT: I HAVE DISCUSSED THE DUTIES OF THE POSITION WITH THE EMPLOYEE.SUPERVISOR’S NAME (Print)SUPERVISOR’S SIGNATUREDATEEMPLOYEE’S STATEMENT: I HAVE DISCUSSED WITH MY SUPERVISOR THE DUTIES OF THE POSITION AND HAVE RECEIVED A COPY OF THE DUTY STATEMENT.The statements contained in this duty statement reflect general details as necessary to describe the principal functions of this job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absence of relief, to equalize peak work periods or otherwise balance the workload.EMPLOYEE’S NAME (Print) EMPLOYEE’S SIGNATURE DATE ................
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