ࡱ> gifc Dbjbj HvWbWbT<  8T.t((******$? "NN4c((dӮNy0#v##NNP# B T:  Instructions: Refer to the Human Resources Branch Policies & Procedures Manual for Duty Statement Instructions. 1. Institution/Division/Office CALIFORNIA STATE PRISON LOS ANGELES COUNTY2. Division/Department BUSINESS SERVICES-RECORDS3. Class Title CORRECTIONAL CASE RECORDS SUPEPVISOR4. Proposed Incumbent (if known) 5. Current Position Number (Agency-Unit-Class-Serial) 027-223-1149-VAR6. Effective Date  7. BRIEFLY (1 or 2 sentences) describe the positions organization setting and major functions: Under the direct supervision of the Correctional Case Records Manager, this position requires the incumbent to establish good working relationships with coworkers, program staff, and Departmental management, maintain regular, consistent, predictable attendance; exercise good judgement; maintain high ethical standards; and provide quality customer service. The incumbent must work cooperatively with California Department of Corrections and Rehabilitation (CDCR) administrative staff, managers, supervisors, and staff; as well as all control agency representatives. Incumbent must be able to work productively in a demanding environment and deal with challenging customer requirements while maintaining a calm, professional demeanor. Directly supervises 6-8 Correctional Case Records Analysts, and/or indirectly Supervising Case Records Technicians. Work Schedule: 8. Percentage of time performing duties: 35% 35% 10% 10% 5% 5% 9. Indicate 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 an additional page if necessary.) ESSENTIAL FUNCTIONS Supervise and train the Correctional Case Records Analysts, in auditing the Electronic Records Management System (ERMS) and Strategic Offender Management System (SOMS) file(s) (Intake, Transfers, and 60-day and 10-day reviews/audits) to ensure accurately, completeness, and compliance with processing procedures. Ensure Additional Commitments are processed in a timely manner, Reviews inmate ERMS/SOMS and other related documents and resources to ensure computation of inmates term of confinement or period of parole is accurate. Review Board Information Technology System (BITS) daily; review legal documents, verify MEPD, verify Non Violent Second Strikers (NVSS) and SPED dates, verify Youth Offender Eligibility and YPED dates, if applicable verify EPED, verify next hearing type, NLT date and hearing number, complete all Pre Board Audits 180 days prior to next hearing No Later Than (NLT) date(s). Define interpret, analyze, and take action on legal documents. Theses legal documents include Abstracts of Judgments, Minute Orders, Sentencing Transcripts, and Court Decisions on commitments to CDCR, Appellate Court Opinion/Remittitur(s). Analyze these documents to determine compliance with statutes, and assure discrepancies do not exist in the sentence. Review documents for sentencing errors and clerical errors. If there are sentencing or clerical errors, refer case to the Legal Processing Unit (LPU) for resolution. Monitor the workflow and attendance of subordinates under your direct supervision. Calculate release dates according to work group change. Review credit restorations and credit losses. Responsible for the preparation of written correspondence sent to Courts, District Attorneys, and other law enforcement agencies. Respond to inquiries from Correctional Counselors, law enforcement agencies, and inmates on the specific case processing of inmates ERMS/SOMS files. Review 10 day audits for parole process, and sign off on the Wardens Checkout Order (WCO) as the supervisor. Review holds, warrants and detainers to the inmate ERMS/SOMS files for proper procedural action(s), and ensure compliance with Department policy in that area. Review RAP sheet(s) and process accordingly. Review and provide direction on Temporary Removal Order(s) (TRO) in line with Out to Court (OTC) processes, and ensure the same on requests for 969B Packets. Responds to inmate/parolee Requests for Interview or Hay good Computation Hearings on matters concerning inmates time, release date, or legal status. Prepares decisions at the first and second level on inmate/parolee appeals including in person or telephone interviews with inmate as required. Other duties as required. Process/run all Case Records Actions Due Reports and ensure processing, posting and overall completion of all reflected assignments. Rewrite and update assignment procedures for direct subordinates. Interview of prospective candidates and follow through with hire process. Responsible for maintaining supervisory files and the completion of annual or probationary reports. Provide complete training to all staff and perform or recommend progressive disciplinary action if deemed necessary. Ensure assigned areas of responsibility are in safe working conditions, and ensure proper work orders are submitted when necessary. Ensure staff is aware of emergency evacuation routes and energy conservation procedures. Maintain a work environment free of harassment and violence. Other job duties and expectations within the job classification as required under the direction of the Case Records Manager and/or the Classification and Parole Representative. Attend in/out service training as required. MARGINAL FUNCTIONS As needed attend departmental meetings on behalf of the Correctional Case Records Manager. Also, attend departmental conference calls when new and general changes to departmental practice(s) are about to take effect in the efforts to be better fit and/or inclined to train and inform subordinate staff.  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 - within 50 feet to attend various management meetings, direct subordinate staff or conduct site inspections to ensure overall operation of the personnel office. 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 employee files, hiring packages, etc. or a couple of reams of paper or group of files are lifted. 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 - takes flights of stairs into and out to the office each day. 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: Determinate and indeterminate sentence and parole laws; the classification process and purposes, activities, regulations, and functions of the California Department of Corrections, the Board of Prison Terms, the Narcotic Addict Evaluation Authority, and the Youth Authority as its operations relate to the California Department of Corrections; correctional administration; documents, forms, and processes used in the establishment, maintenance, control, and disposition of individual inmate and parolee criminal case records; training methods and planning and conducting in-service training programs; information disclosure statutes; California Department of Corrections' automated record-keeping systems. Basic knowledge of training methods, planning and conducting on the job training in order to train and develop staff. Personnel laws, rules and regulations (e.g., employee attendance records, Memorandums of Understanding, Family Medical Leave Act, Equal Employment Opportunity, Employee Assistance Program, Fair Labor Standards Act, Family School Partnership Act, Sexual Harassment Prevention, grievances) for compliance and to maintain a harassment-free work environment. Principles of effective supervision in order to direct and develop Case Records staff and strengthen their ability to accomplish the day to day operations. Interview techniques in order to interview inmates, staff hiring and disciplinary process. Ability to: Define, interpret, and take action on legal documents and court orders; analyze inmate records and recognize and correct discrepancies and irregularities; prepare accurate and concise reports; make arithmetical computations; prioritize workload and meet deadlines; read and write English at a level required for successful job performance; make sound decisions and recommendations in regard to the record-keeping function; provide criminal identification services necessary to the administration of the Department of Corrections; disseminate information to administrative, legislative, and judicial agencies, attorneys, and the general public; learn, understand, retain, and recall a broad range of highly technical data and apply it to individual cases; follow oral and written instructions; communicate effectively with other staff, inmates, and informational sources; operate a personal computer to access, enter, and retrieve information; progressively perform more difficult and analytical tasks in the correctional case record-keeping process. Direct the work of Case Records staff in order to accomplish the daily case records function and to comply with laws, rules and regulations. Contribute to the Departments EEO objectives (e.g. treatment of people, sexual harassment prevention, discrimination prevention) in order to ensure a harassment-free work environment and create/maintain an equitable work environment. Provide training to staff in order to create a knowledgeable work force, to enable staff to produce quality work and to enhance and/or provide upward mobility opportunities. Follow/give verbal and written instructions in order to accomplish the completion of daily case records functions. DESIRABLE QUALIFICATIONS Capacity for assuming progressively greater responsibility in order to accomplish the completion of daily case records function. Tact in order to effectively communicate and interact with others without causing conflict. Patience in order to deal with problematic issues. Leadership qualities in order to provide guidance to others, setting an example for others while being held to a higher standard. WORKING CONDITIONS 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 linoleum in certain areas industrial grade carpet. Include machines, tools equipment required to operate, special hazards or dangers. CONDUCT, ATTENDANCE AND PERFORMANCE EXPECTATIONS Employees are required to be alert, cooperative, courteous, effective and professional in their dealings with inmates, parolees, fellow employees, potential 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 follow procedures for reporting absences. Regular and consistent attendance is critical to the successful performance of this position due to the heavy workload and time-sensitive nature of the work. Employee is expected to complete work assignments by the due date. Maintain a professional appearance. In service training as required. Infrequent travel may be required to attend training. Comply with CDCR policies and procedures. The employee is required to work any shift and schedule in a variety of settings throughout the institution; may be required to work overtime and may be asked to work in other locations as determined by the operational needs of the institution. All employees are required to have an annual health review and repeat health reviews whenever necessary to ascertain that they are free from symptoms indicating the presence of infection and are able to safely perform the essential job functions.Monitor to ensure that your staff arrives to work on time, excellent attendance, your staff (CCRAs) are expected to complete work assignments by the due date, monitor their caseload(s) for close release dates to ensure audits are completed within mandated timeframes. Monitor caseload using lists available through SOMS. Every area of a caseload should be worked on a daily basis utilizing all resources, etc. In service training, etc. ADDITIONAL EXPECTATIONS Your staff should be conducting a Complete and Comprehensive Audit. 10. SUPERVISORS STATEMENT: I HAVE DISCUSSED THE DUTIES OF THE POSITION WITH THE EMPLOYEE.11. EMPLOYEES STATEMENT: I HAVE DISCUSSED WITH MY SUPERVISOR THE DUTIES OF THE POSITION AND HAVE RECEIVED A COPY OF THE DUTY STATEMENT. 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