Job Description

Job Description and Duties

Access incarcerated person , parolee and discharged offender Central Files (C-File) and maintain integrity, accuracy and uniformity of Central Files (C-Files) through the Electronic Records Management System (ERMS) and the Strategic Offender Management System (SOMS) database system.  Follow C-File security and confidential procedures and policies.  Ensure accurate data entry, prepare and review offender or parolee files.  Recognize, sort and scan a multitude of documents according to Departmental policy and timeframes.  Identify documents that need immediate action prior to scanning in the C-File.  Ensure proper placement of scanned documents in the C-File.  Identify, evaluate, interpret, type, copy, track, distribute, and or prepare a multitude of documents, actions, and/or dispositions including but not limited to departmental forms, reports; legal documents from courts or law enforcement; other state, federal or local agency documents and forms.  Maintain Board of Parole Hearings actions and reports in database for incarcerated person or parolee file.

Access, evaluate, enter, update, retrieve, and maintain accurate data and create or print reports for various Case Records processes utilizing ERMS, SOMS, Parole Violation Disposition Tracking System, Automated Transfer System, Live Scan, Lifer Scheduling and Tracking System, Business Information System, California Law Enforcement Telecommunications System, and other applicable systems.  Type a variety of forms, documents, reports, letters, correspondence and discharge documentation.  

Coordinate and interact in person, and/or via telephone, facsimile, or written communication with a multitude of people, including but not limited to staff at all levels of the institution including contracted staff, as well as state and local law enforcement agencies, incarcerated person family members, victims and or next of kin, courts, attorneys, Attorney General’s Office, U.S. Immigration and Customs Enforcement, Department of Justice, Federal Bureau of Prisons, CDCR Headquarters and field staff including Division of Adult Parole Operations, Board of Parole Hearings and Juvenile Justice.  Responsible to perform tasks associated with one or more functional areas of average to complex; lifer hearing calendars and schedules; parole revocation process, and incarcerated person transfers; disciplinary actions; Intake; Pre-Release; Parole and/or discharge; Pre-registration, Registrations and Release Date Notifications; Holds, Warrants, and Detainers including Extradition; Out to court processing and follow-up.

The California Department of Corrections Rehabilitations (CDCR) Headquarters has implemented a new automated system to streamline the hiring process.  The Human Resources Technology System (HRTS) is an intuitive, user-friendly system that provides the applicant access to real- time updates throughout the hiring process.  HRTS will require new candidates to set up an account, which allows them to track their application’s progress.  Through their account portal, candidates will also be able to provide any additional information needed in the hiring process, including setting up interviews as needed. After the final filing date, applicants will receive an email from DoNotReply@cdcr.ns2cloud.com or DoNotReply@CDCR (depending on the email provider), with direction on creating an/or accessing their account.

Note : 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 .

Working Conditions

San Quentin Rehab Center is California’s oldest and best-known correctional institution, which was established on the site currently known as Point San Quentin, in July of 1852, as an answer to the rampant lawlessness in California at the time. The prison rests overlooking the bay on 432 acres and is located just 12 miles north of the Golden Gate Bridge in the county of Marin. The walled prison is made up of four (4) large cell blocks (West, South, North, and East Block), one (1) maximum security cell block (the Adjustment Center), Central Health Care Service Building, a medium security dorm setting and a minimum-security firehouse.

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 should 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.

CDCR/CCHCS utilizes E-Verify to confirm candidate’s identity and employment authorization.

For more information about E-Verify, you may go to  .

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:

• Willingness to create and promote an equitable and inclusive workplace where diversity is celebrated and valued.

Benefits

Benefit information can be found on the California Department of Human Resources (CalHR) website, and the CalPERS website, .

Information on benefits afforded by membership in the California Public Employees’ Retirement System can be found on the CalHR Salary and Benefits website at .

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

Additional benefit information can be found on the CalHR California State Civil Service Employee Benefits Summary website at

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

EXAMINATION INFORMATION

Please note: The Office Technician (Typing) Certification List is used as an appropriate list to fill the Case Records Technician vacancies. 

To obtain list eligibility for Case Records Technical, before applying for this position, you must first take and pass the Office Technician (Typing) examination found here:  Office Technician (Typing) . 

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 optional. It may be included, but is not required.

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