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.) |

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| |ESSENTIAL FUNCTIONS |

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|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. |

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| |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. |

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| |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. |

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| |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. |

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|5% | |

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|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. |

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|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 |

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|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. |

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|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. |

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|DESIREABLE QUALIFICATIONS |

|Ability to type 40 words per minute, willingness to travel, work overtime, and work with as a team. |

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|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. |

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|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. |

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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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