Case Records Technician Series

California State Personnel Board Specification

Series established July 8, 2008

Scope

This series specification describes two classifications used by the California Department of Corrections and Rehabilitation to perform a variety of complex and technical work related to the processing, maintenance, and control of inmate, youthful offender, and parolee records on all persons committed to the Department.

Typical Tasks

Incumbents in this series are responsible for processing, maintaining, and controlling inmate, youthful offender, and parolee records. In accordance with State laws, rules, regulations, and departmental policies, incumbents respond to inquiries from departmental staff, Attorney Generals Office, Board of Parole Hearings, Youth Authority Administrative Committee, law enforcement agencies, Federal and other state correctional departments, inmates, youthful offenders, and parolees families, and public members requesting confidential information; enter inmate, youthful offender, or parolee data in an automated system and ensure accurate data entry; assemble, prepare, and review inmate, youthful offender, or parolee files; query a database for specific information on the location of an inmate, youthful offender, or parolee; file a variety of documents in the inmate, youthful offender, or parolee file including medical, psychiatric, dental, and related records, appeals, legal documents, Board of Parole Hearings, and Youth Authority Administrative Committee actions and reports; type a variety of forms and documents, reports, letters, correspondence, and discharge documentation; process packages for paroling inmates or youthful offenders; prepare paperwork and schedules hearings; maintain inmate, youthful offender, and parolee files; generate reports of data from an automated system or database; research, reconcile, and resolve information or database discrepancies; and process incoming mail for appropriate distribution to staff.

Factors Affecting Position Allocation

Variety, complexity, and difficulty of work; supervision received; supervisory responsibilities; type and frequency of contacts with other staff within the Department, as well as with other state or Federal agencies, public agencies, members, and the public; the degree of independence and judgment required in making determinations; and the consequence of errors serve as the major differentiating factors between classes. Additional considerations which enter into determinations of borderline allocations include the experience and knowledge necessary to perform the work.

Definition of Levels

Case Records Technician

This is the entry, training, and full journey level for the series. Under close supervision, incumbents receive training in the technical work of processing, maintaining, and controlling inmate, youthful offender, and parolee records; prepare routine documents and records information relating to an inmates or youthful offenders classification, transfer, releases from, and return to a facility and other actions affecting legal status; assemble case records files; enter inmate, youthful offender, and parolee data in an automated system; file various documents in inmate, youthful offender, and parolee files; and answer inquiries from State, city, county, Federal, and private sector, law enforcement agencies, and departmental employees regarding inmate, youthful offender, and parolee records.

Supervising Case Records Technician

This is the supervisory level in the series. Incumbents plan, organize, and direct the work of subordinate staff engaged in processing, maintaining, and controlling inmate, youthful offender, and parolee records; perform the full range of supervisory duties including interviewing and selecting staff; evaluating training needs and performance; assigning work; representing the unit supervised in management staff meetings; collecting, compiling, and summarizing data in report form regarding activities in the unit supervised; assisting in the development of workload projections and budgetary resources; reviewing, evaluating, and recommending operating procedures to reflect changes resulting from legislation or other factors; participating as a member of a task force or work group evaluating business operations or procedures; and personally perform the more difficult work.

Minimum Qualifications

All Levels:

Experience applicable to one of the following patterns may be combined on a proportional basis with experience applicable to other patterns to meet the total experience requirements.

Case Records Technician

Either I

One year of experience performing clerical duties in the processing and maintaining of office records. (Experience in the California state service applied toward this requirement must have been acquired at a level of responsibility equivalent to an Assistant Clerk.)

Or II

Two years of experience performing general clerical duties. and

Education: Either equivalent to completion of the 12th grade or completion of a business school curriculum.

Supervising Case Records Technician

Either I

In the California state service, one year of experience performing the duties of a Case Records Technician, Range B.

Or II

Three years of clerical experience performing duties in the processing and maintaining of office records. (Experience in the California state service applied toward this requirement must include one year in a class with a level of responsibility not less than a Case Records Technician, Range B.). and

Education: Either equivalent to completion of the 12th grade or completion of a business school curriculum.

Knowledge and Abilities

All Levels:

Knowledge of: Modern office supplies, equipment, and procedures; grammar, spelling, punctuation, and modern English usage; and arithmetic.

Ability to: Interpret written and numerical data; use personal computer/microcomputer systems and software applications in the performance of technical work; accurately enter data into a computerized database; learn and understand a broad range of technical data and apply it to individual cases; perform technical tasks in the correctional case record keeping process; file case records files and maintain a filing system; communicate effectively; perform mathematical computations; apply laws, rules, and regulations; interpret and use reference material; follow instructions; use tact and good judgment in dealing with fellow employees, the public, and other governmental entities; and operate office machines.

Supervising Case Records Technician

Knowledge of: All of the above, and the Departments purpose, organization, activities, and automated systems; rules, regulations, general organization, and procedures of the California Department of Corrections and Rehabilitation; the Equal Employment Opportunity Program; a supervisors role in planning, organizing, and directing the work of subordinate staff; and the principles and practices of budgeting and personnel management.

Ability to: All of the above, and independently apply appropriate sections of the laws, rules, regulations, departmental policies, and procedures to specific situations; write clear and comprehensive reports, and communicate effectively and tactfully with internal and external contacts at all levels; analyze situations accurately and adopt an effective course of action; train new employees and effectively supervise subordinate staff; and contribute effectively to the Department​s Equal Employment Opportunity Program.

Special Personal Characteristics

All Levels:

Willingness to work in a variety of correctional or parole settings; capacity for assuming progressively greater responsibility; tact; read or view potentially graphic or discomforting information; and work long and unusual hours based on operational needs.

Class History