Title:  OFFICE SERVICES MANAGER I
Salary: $3,975.00 - $4,831.00
Posted: 01/25/2010

ALL HIRES ARE SUBJECT TO HIRING FREEZE/BUDGET APPROVAL.

Will consider Training & Developments (T&D).

Under the general direction of the ACDC, the incumbent performs a variety of critical managerial and supervisory functions, data analysis, and administrative duties to ensure that the staff services performed by employees under their supervision comply with the due process mandates of the court and the regulatory policies and procedures of the Board of Parole Hearings (PBH). The incumbents manage and supervise the complex work and technical work performed by subordinate staff, whose services support the quasi-judicial parole revocation process. The parole revocation process involves critical and time sensitive functions that have an impact on public safety, as failures to meet the court imposed time frames and other mandates of the court may result in significant liability to the State and the release of dangerous felons. Incumbents should possess strong organizational and supervisory skills. The majority of the staff work occurs at Decentralized Revocation Units (DRUs) but the scope of the services extends to all locations where BPH conducts revocation proceedings such as county jails, other California Department of Corrections’ (CDC) institutions, parole unit offices, and the Department of Mental Health State Hospitals. Incumbents must have knowledge of all aspects of the operation. The incumbents will supervise DRU staff in a specific geographical area and may supervise staff at more than one DRU. Incumbents must be willing to work independently and to travel overnight.

DUTIES:

35% Supervises and monitors the staff who perform critical, technical and analytical functions in support of the quasi-judicial revocation process. Ensures that staff practices and resources allow for appointment of attorneys and calendaring of probable cause hearings within two or three business days from receipt of a violation packet from Parole and Community Service Division. Ensures staff practices and resources allow for calendaring of final revocation hearings with witness, within 35 business days of the hold. The condensed time limits coupled with limited resources, require the incumbent to implement efficient program strategies and track any deficiencies in staffing or other resources, which lead to non-compliance. Ensures staff appoints attorneys and facilitate attorney consultations for all parolees involved in the proceedings. Ensures staff hires interpreters as needed and provides other auxiliary aids or accommodations for hearings as required per the Americans with Disabilities Act. Ensures staff process Deputy Commissioners’ actions following probable cause hearings, revocation hearings, absentia hearings or other miscellaneous decisions in accordance with policy. Ensure staff coordinate transportation of parolees to and from hearing locations.

20% Reviews, and interprets laws, court decisions, legislation and administrative policies impacting the BPH revocation proceedings. Plans, directs and trains subordinate staff to ensure statutory, regulatory and BPH policy and procedural guidelines which govern the process are followed. Assures training manuals and policy memorandums are available to staff at work locations. Remains apprised of the bargaining unit agreements for all staff classifications under supervision. Assists staff in prioritizing work against the logistical challenges, facility use limitations, staffing levels of Deputy Commissioners and other resource limitations. Assists in recruitment and hiring of new staff, establishes performance objectives, completes employee probationary and annual performance appraisals, and conducts corrective actions and progressive discipline as necessary.

15% Consults with CDC institution staff, Parole and Community Service Division staff, county jail staff and state hospital staff regarding on going parole revocation issues. Identifies any problem areas and provides conflict resolutions to ensure efficiency in the process. Liaisons with Associate Wardens, Parole Administrators, county jail commanders, attorneys and interpreters to rectify problems in identified areas. Identifies problematic cases and performs analysis of the influencing factors and submits reports to OSMII with recommendations.

10% Interprets, statistical data to monitor compliance with court mandates. Prepares reports on hearing time frames. Maintains a tracking system to identify workload affecting staffing levels or requiring redirection of staff. Responsible for preparing reports for the courts, Youth and Adult Correctional Agency and the Governor’s Office when certain court orders are violated. Directs/conducts surveys and analytical studies; prepares and analyzes statistical reports. Develops, recommends and implements BPH policies and procedures to improve hearing or related functions. Responds, both orally and in writing, to inquiries from judges, attorneys, prisoners and the public concerning scheduling hearings for prisoners/parolees.

5% Assists in development and modification of automated systems for calendaring of hearings, processing warrants, issuing of subpoenas and tracking hearing information or other functions requiring tracking.

5% Monitors hearing rooms at Decentralized Revocation Units to ensure telephonic equipment is available for interpreter services. Ensures effective monitoring system is implemented to monitor interpreter use. Responsible for procurement and maintenance of appropriate levels of equipment and supplies, such as assistive devices or accommodations for use during hearings and during attorney consultations. Ensures supplies distributed for use at Decentralized Revocation Units and for use at remote location sites are in proper working order.

5% Responsible for local operating contracts business equipment and for monitoring bills, invoices and other local expenses.

5% Attends meetings and training as required by BPH and performs special project assignments as required.
LIMITED TERM MAY BECOME PERMANENT

Additional Information: