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 |CUSTODY SUPPORT |
|3. Class Title |4. Proposed Incumbent (if known) |
|OFFICE TECHNICIAN (T) – CAPTAIN’S SECRETARY | |
|5. Current Position Number (Agency-Unit-Class-Serial) |6. Effective Date |
|027-210-1139-VAR | |
|7. BRIEFLY (1 or 2 sentences) describe the position’s organization setting and major functions: |
|Under the general supervision of the Captain AI, the Office Technician must have a high degree of sensitivity and be cognizant of the consequence of errors |
|related to both oral and written communication. Advanced journey level which regularly performs a variety of the most difficult duties and is expected to |
|consistently exercise a high degree of initiative, independence and originality in performing assigned tasks. |
|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 |
| | |
|30% |Communicates with staff, inmates and their families or representatives, other internal or external agencies/departments and/or the |
| |general public in order to gather and provide information, respond to inquiries or requests, take messages utilizing the telephone, |
| |email, faxes, personal contact, communication skills and grammar skills on a daily basis. Processes incoming and outgoing mail, |
| |email, and faxes by date-stamping, logging, sorting and distributing letters, documents, memos, reports to appropriate staff and/or |
| |departments using organizational skills, communication skills, filing skills, desk procedures, mailing and distribution lists. |
| |Process, track and organize marriages while keeping communication with the brides using operational procedure. |
| | |
| |Composes written documents (letters, procedure manuals, memos, reports, appeals, employee performance reports, etc.) in order to |
| |provide current information, keep accurate records, document issues or situations, respond to inquiries or requests utilizing typing |
|25% |skills, computer programs, notes and/or dictation, written communication skills, grammar skills, reading comprehension skills, |
| |proofreading and editing skills, basic mathematical skills as directed by the supervisor. Type various documents (letters, memos, |
| |reports, forms, lists, schedules, post orders, notices, rules violation reports, lockup orders, Operational Procedures, DOM |
| |supplements, TIC’s) in order to communicate information, keep accurate records, document issues or situations. |
| | |
| |Files materials (documents, letters, forms, reports, etc.) in order to keep accurate records, ensuring materials are available for |
| |future reference, and in compliance with laws, rules, regulations, policies and procedures, utilizing organizational skills, filing |
| |systems (alphabetical, chronological, numeric, subject matter, etc.), desk procedures, binders, folders, indexes or alpha-numeric |
| |sorter. Reviews files in accordance with established guidelines and procedures in order to purge outdated materials, maintain orderly|
|20% |files, and maximize filing space utilizing office procedures, shredder and/or recycling system as outlined in the Records Retention |
| |Schedule. |
| | |
| |Schedule appointments, meetings and interviews. Make arrangements (location, equipment, date and time, attendees, etc.) for |
| |supervisor utilizing database, telephone, fax, written correspondence to produce an organized gathering of staff. Maintain and submit|
| |timekeeping and attendance documents for assigned Facility staff on a monthly basis. Attend weekly supervisory staff meetings; take |
| |minutes and distribute. Attend in/out service training as required. Pick up Inmate/Parolee Appeals CDCR 602’s from the housing units |
| |and deliver them to the Appeals office. |
|20% | |
| |MARGINAL FUNCTIONS |
| |Order office supplies and equipment in order to maintain a well-equipped office, ensuring staff have equipment and materials |
| |necessary to do their assigned tasks utilizing inventories of current supplies and office equipment, supply catalogues, inventory |
| |logs, Standard Form 115, purchase orders, as directed by operating procedures. Requesting service and work orders as needed. |
| | |
| | |
| | |
|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, make copies, send faxes, and attend to employees. |
|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, 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: N/A |
|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. |
| |
| |
| |
| |
|DESIREABLE QUALIFICATIONS |
|Ability to type 40 words per minute, willingness to travel, work overtime, and work with as a team. |
| |
| |
|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. 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. |
| |
|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 and have excellent attendance. Employee is expected to complete work assignments by |
|the due date. In service training as required. |
| |
| |
|ADDITIONAL EXPECTATIONS |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
|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 |
................
................
In order to avoid copyright disputes, this page is only a partial summary.
To fulfill the demand for quickly locating and searching documents.
It is intelligent file search solution for home and business.
Related download
- illinois department of human services
- the kronos timekeeping system frequently asked question
- kronos user manual cornell university
- paychex time and labor online user s guide
- full client name ce shop acronym n a file type import
- time entry user s guide adp
- managing employee timecards in adp time attendance
- hos visor card csa compliance safety accountability
- new contract ttu
- common errors in kronos and how to fix them
Related searches
- state of alabama department of education
- state of minnesota department of education
- state of tennessee department of education
- state of michigan department of education
- state of nevada department of education
- state of california department of consumer affairs
- state of california department of education
- state of california department of aging
- state of california department of real estate
- state of california department of finance
- state of california board of education
- state of california department of motor vehicles