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Salary: $2,817.00 - $4,579.00
Posted: 04/17/2014

Job Description:

To apply for this position, a State Application (STD 678) must be submitted to the contact person listed. In the “Explanations” section of the STD 678, you must indicate your appointment eligibility (list, transfer, permissive reinstatement, training and development, non-testing appointment, etc.). All types of appointments will be considered. All applicants, regardless of the type of eligibility, must meet the Minimum Qualifications of the classification. To view the Minimum Qualifications, please visit CalHR Job Descriptions and type in either the class code or title of the classification you are applying for.

*Free Parking*

If you require confirmation of receipt of your application, please send certified mail.

No faxed or e-mailed applications will be accepted. The duty statement for this position is included below in its entirety.


Work Setting: Under the general supervision and direction of a Strategic Offender Management System (SOMS) Correctional Case Records Supervisor, the Correctional Case Records Analyst (CCRA) is assigned to the SOMS Exception Processing Team. The Exception Processing Team will play a key role in the processing, maintenance, and control of the CDCR Electronic Records Management System (ERMS) that is the central repository for offender records. The team is responsible for ensuring documents and records are displayed in appropriate offender files and sections of files, including control of confidential documents to ensure integrity of the electronic records in accordance with state and federal laws and departmental policies. The CCRA may also provide support to the development and implementation of ERMS and the Electronic Offender Management Information System (eOMIS).

Knowledge: The Correctional Case Records Analyst will be proficient in procedures and policies related to offender record’s functions and management requiring interpretation, research, analysis, and application of State and Federal laws, court decisions, and departmental policies connected with commitments to correctional institutions and parole.

The CCRA brings to the SOMS team expert knowledge of preparation, maintenance, interpretation, and management of comprehensive offender criminal case records including:
• Determinate and indeterminate sentence and parole laws
• The classification process and purposes
• Activities, regulations, and functions of the Department and the Board of Parole Hearings
• Documents, forms, and processes used in the establishment, maintenance, control, and disposition of individual offender criminal case records
• Information disclosure statutes
• Department automated record-keeping systems

Complexity: As part of the Exception Processing Team, the CCRA will be the only CDCR entity with authority to permanently remove documents from the electronic database, move documents from one file to another, move documents from one section to another, including documents to the Confidential Section, or re-index a document type. The CCRA will respond to exceptions submitted via the ERMS Viewer by field staff, as problems with the offender files are discovered. The CCRA will utilize day-to-day working knowledge of case records processes to provide input to business rules, business processes, developing test cases and assisting with data conversion discrepancies to ensure that the SOMS incorporates departmental policies, rules and regulations for managing the offender case records.

Scope and Effect: The CCRA will be responsible for correcting errors found or reported in the electronic offender records of active parolees. The CCRA will also serve as the Exception Processing Team’s Captiva scanning application user. CCRA will be responsible for assisting technical project staff with ERMS/Captiva issues.

Personal Contact: The CCRA consults with or advises management and administrative staff on the planning, development, implementation and coordination of SOMS case records issues. The incumbent is expected to be well organized and communicate effectively, both orally and in written form. The incumbent contributes information for status reports, and reviews deliverables produced by SOMS staff and vendors.

Purpose of Contacts: In the normal course of work, the incumbent is expected to identify and communicate with project staff and CDCR staff in institutions, parole units and other offices to ensure that SOMS meets the requirements for effective management of offender case records.

Specific Duties Include:

50% Using the EPT Inbox in ERMS, the analyst identifies and prioritizes those exceptions reported on records belonging to active parolees. The analyst then executes the technical steps required to correct the placement of the document in the ERMS database. When the reported exception has been resolved, the analyst confirms the completion by sending an email back to the user.

20% Using the EPT Inbox in ERMS, the analyst identifies and prioritizes those exceptions reported on records belonging to discharged offenders. The analyst then executes the technical steps required to correct the placement of the document in the ERMS database. When the reported exception has been resolved, the analyst confirms the completion by sending an email back to the user.

15% As the Departmental Archives Unit reviews the discharged records that have been scanned into ERMS, they may come upon Backfiles that have been scanned in more than once. The CCRA will delete all but the most recent Backfiles in each section, and requested by Archives.

10% Assist with other Exception Processing Team member tasks as needed.

5% Participate in SOMS project meetings and departmental training. Travel to CDCR institutions and other offices to support SOMS implementation activities.

Limited term may become permanent


Additional Information:

Working Title Position Number
Correctional Case Records Analyst 065 - 625 - 1152 - 918
Location County
1920 Birkmont Dr, Rancho Cordova SACRAMENTO
Timebase Tenure
Full Time Limited Term  12 month(s)
Final Filing Date: Department Link:
Until Filled None Specified
Contact Unit/Address Contact Name/Phone
Strategic Offender Management System
1940 Birkmont Dr
Rancho Cordova, CA 95742
Lory Lavattiata

Special Requirements:
5 Positions Available

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Notice: If you are not a current or former State employee, you must first take an examination to obtain list eligibility. This does not apply to Student Assistant vacancies. Learn all about it.

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.