Supervising Case Records Technician

Job Description and Duties

Limited Term 12 months; may be extended up to 24 months or become permanent.

This is the supervisory level in the series. Incumbents plan, organize, and direct the work of subordinate staff engaged in processing, maintaining, and controlling incarcerated persons, 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.

Individuals who are eligible for a Training and Development assignment may also be considered for this position(s). Individuals must specify on their application that they are applying for a Training and Development assignment.

This recruitment may be used to fill any additional vacancies in this classification for the life of the recruitment.

CDCR/CCHCS employees are encouraged to use their existing CDCR email address on their job application.  

Main communication for this position will be through email. Please ensure you have a valid email address on your application.

You will find additional information about the job in the .

Special Requirements

Do not include any confidential information on any documents you submit for a job vacancy, such as your State application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes, but is not limited to, your Social Security Number (SSN), birthdate, student identification number, driver’s license number (unless required), basis of eligibility, examination results, LEAP status, marital status, and age. Confidential information on the first page of applications submitted electronically online, such as Easy ID number, SSN, examination related information, and driver’s license number will automatically be redacted upon submission.

Possession of Minimum Qualifications will be verified prior to interview and/or appointment. If you are meeting Minimum Qualifications with education, you must include your unofficial transcripts/diploma for verification. Official transcripts may be required upon appointment. If it is determined an applicant does not meet the Minimum Qualifications, the candidate will be withheld from the eligibility list, rendering them inactive and ineligible to be hired for the position. Candidates who have been withheld may file an appeal with the State Personnel Board.

Applicants who completed their education outside of the US (with foreign degrees/transcripts) must obtain and submit verification of U.S. course/degree equivalency. Foreign education credential evaluation services can be found at 
Candidates new to CDCR/CCHCS are required to submit to a background investigation process utilizing Live Scan Fingerprinting, as well as a Tuberculosis test/evaluation prior to appointment, followed by department annual Tuberculosis testing/evaluation thereafter.

When submitting supporting documents, PDF file format is preferred.

This advertisement may be used for other vacancies that occur during the life of this recruitment.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

Shall create and promote an equitable and inclusive workplace where diversity is celebrated and valued.

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

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.

Benefits

Benefit information can be found on the California Department of Human Resources .

Information on benefits afforded by membership in the California Public Employees’ Retirement System can be found on the .

Information on the benefits and protections provided to public employees by the State Civil Service Act can be found on the .

Additional benefit information can be found on the website.

This webpage is intended to provide general information. Benefit eligibility may be based on job classification, bargaining unit, time base and length of appointment.

Minimum Qualifications

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.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is required and must be included.