Correctional Business Manager, Department of Corrections Series

California State Personnel Board Specification

Series established September 25, 1990

Scope

This specification describes two levels of Business Manager classes used to assist in formulating business management policies and direct business management activities of correctional facilities within the Department of Corrections.

Entry Level

Entry into this series may be at either level.

Definition of Series*

The Correctional Business Manager, Department of Corrections, series may be used to plan, organize, and direct the work of Department of Corrections' institutional staff engaged in the following activities: budgeting and accounting; data processing; personnel, health and safety, and labor relations; food preparation and service; procurement, supply, and warehousing operations; maintenance, operation, repair, and construction of the physical plant; fire protection and security services; equipment repair and replacement, including garage operations; clothing issue, replacement, and laundry operations; inmate hobby; and canteen operations.

Directs the preparation of the budget and quarterly estimates of materials, supplies, and equipment required for maintaining and operating the institution, and maintains an effective budgetary

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* Additional information regarding functions performed, complexity factors, and scope of responsibility is contained in a separate document titled "Allocation Guidelines."

control system; supervises the preparation/administration of contracts, purchase and control of supplies and equipment, and approves work orders. Directs the maintenance of the accounting records and exercises control over Inmate Trust Funds, Inmate Welfare Fund, and expenditures. Directs the institution's programs for recruitment, selection, and labor relations, including maintenance of personnel appointment, payroll and benefit records, and resolution of health, safety, and labor contract dispute issues.

Directs the data processing and automation of administrative and other records utilized within the institution.

Directs the building program for the institution, including the operation, maintenance, repair, or renovation of existing structures, sanitation systems, heating and cooling systems, etc., as well as design of proposed construction projects. Directs development of proposals for equipment requests, major and minor capitol outlay, and special repair/maintenance projects. Directs the coordination with headquarters' departmental staff and representatives of other agencies on matters relating to these projects. Directs the development and maintenance of adequate safety programs affecting the work of institution employees and housing inmates, such as fire protection, hazardous materials reporting, abatement and removal, as well as sanitation.

Serves as Administrative Officer of the Day in the absence of the Warden on a rotating basis; makes decisions impacting both custody and business services functions. As a member of the institutional management team, responds to any emergencies or other forms of disruptions initiated by or involving inmates. Responsible for overseeing selection, training, and supervision of inmate workers assigned to business services functions and for related security practices intended to protect persons and property.

Directs the food services program of the institution, including nutritional planning, food ordering, food preparation and service, hygiene, and related security operations. Directs the clothing issue, repair, replacement, and laundry operations providing service to the entire institution. Directs the institutional garage operations, including maintenance and repair of vehicles and major equipment items. Directs the canteen operations of the institution, reviews and approves items requested by inmates, and removes items posing potential safety threats.

Confers with personnel in charge of the various business services activities and advises them of problems relating to these activities; recruits, selects, trains, and evaluates the performance of staff and takes or recommends appropriate action; insures that working relationships of the business services staff and inmates are consistent with recommendations of treatment staff. Meets and confers with inmate advisory committees regarding services provided. Investigates and responds to inmate appeals regarding business services functions. May also participate in initial inmate classification committee reviews.

Serves as a member of the institution's top management team, participates in decisions affecting custodial as well as administrative operations, and confers with institutional and headquarters' executive management on policies and procedures affecting both the general and the business management phases of the institution's program. Directs staff and ad hoc task groups in reviewing the effectiveness of institutional policies and procedures, resolves operational problems, and recommends program/policy changes consistent with review results. Represents the institution at meetings on budget and fiscal affairs; may direct the compilation and preparation of statistical reports and other data. Represents the institution in meetings with other State agencies, contractors, and other parties; and dictates correspondence and prepares reports.

Factors Affecting Position Allocation

Scope of responsibility assigned; size of the overall institution's budget, the number of State and inmate staff reporting to the Business Manager; the overall size of the inmate population; the overall percentage of inmate overcrowding within the facility and the number, size, variety, and nature of support services reporting to the Business Manager.

Definition of Levels

Correctional Business Manager I, Department of Corrections

This is the first full supervisory level in the series. Under direction, incumbents typically supervise a minimum of 50 civil service staff and 50 inmate staff. As the second level manager in the Business Services Program in facilities of average complexity, incumbents may supervise a combination of traditional staff services and operational institutional business services functions.

In these capacities, incumbents will have full management responsibility for the assigned areas; plan, organize, direct, and evaluate subordinate staff; represent the institution on assigned issues; meet with inmates on business services matters; confer with other institutional and headquarters' management staff on business management policies, procedures, and associated issues; and prepare related correspondence and reports.

Correctional Business Manager II, Department of Corrections

This is the second full supervisory level in the series.

Typically, incumbents have supervisory responsibility for a minimum of 100 civil service staff and a minimum of 300 inmate staff. Under direction, incumbents perform as one of two second level managers in the Business Services Program in the most complex facilities.

Incumbents typically plan, organize, direct, and evaluate staff engaged in Fire/Safety Services, sanitation, hazardous materials management, maintenance, operation, repair and construction of the physical plant, and Inmate Hobby and Food Preparation and Service. Staff in these areas represent approximately 2/3 of the total business services staff, and the great majority of inmate staff assigned to the business services functions. Responsibilities are primarily related to the operation of the facility itself, therefore issues are more sensitive and complex as these services are provided within the prison security area and are subject to inmate control/disciplinary actions taken in response to disturbances and other inmate custody issues.

The traditional staff services functions in these facilities (Personnel, Fiscal, Procurement, Accounting, and Data Processing) typically report to a Business Manager II. In this capacity, incumbents will have full management responsibility for the assigned areas; plan, organize, direct, and evaluate subordinate staff; represent the institution on assigned issues; meet with inmates on business services matters; confer with other institutional and headquarters management staff on business management policies, procedures, and associated issues; and prepare related correspondence and reports.

Minimum Qualifications

Correctional Business Manager I, Department of Corrections

Either I

One year of experience in the California Department of Corrections in an institutional business services setting performing supervisory duties in a class comparable to Senior Accounting Officer (Supervisor). or

One year of experience in the California state service performing the duties of a Business Manager I in an institutional setting. or

Two years of experience in the California state service performing duties in a class at a level of responsibility equivalent to Senior Accounting Officer (Supervisor) involving responsibility in major business or administrative services functions.

Or II

Experience: Three years of experience in managing the business services of a 24-hour facility, such as a correctional institution, hospital or resident school, or assisting in managing such activities in a large facility. [Experience in the California state service applied toward this requirement must involve performance of duties equivalent in level of responsibility to Senior Accounting Officer (Supervisor).] or

Three years of experience in managing the business services of a school or special district or a local governmental jurisdiction such as a city or county. [Experience in the California state service applied toward this requirement must involve performance of duties equivalent in level of responsibility to Senior Accounting Officer (Supervisor).] and Education: Equivalent to graduation from college. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

Correctional Business Manager II, Department of Corrections

Either I

One year of experience in the California Department of Corrections in an institutional business services setting performing the duties of a Business Manager II; Correctional Business Manager I, Department of Corrections; Correctional Plant Manager II, Department of Corrections; or Correctional Food Manager II, Department of Corrections. or

Two years of experience in the California Department of Corrections in an institutional business services setting performing the duties of a Correctional Plant Manager I, Department of Corrections; Correctional Food Manager I, Department of Corrections; or Fire Chief (Correctional Facility). or

Two years of experience in the California state service in a class at a level of responsibility comparable to Staff Services Manager II, performing duties involving responsibility in a major business or administrative services function. or

Three years of experience in the California state service in a class at a level of responsibility equivalent to Staff Services Manager I, performing duties involving responsibility in a major business or administrative services function.

Or II

Experience: Four years of increasingly responsible administrative or management experience which has included substantial participation in policy development or program direction in business management in a 24-hour facility, such as a large correctional institution, hospital, or resident school. (Experience in the California state service applied toward this requirement must be in a class at least equivalent in level to Staff Services Manager I.) or

Four years of increasingly responsible administrative or management experience managing the business services of a school or special district or a local governmental jurisdiction, such as a city or county. (Experience in the California state service applied toward this requirement must be in a class at least equivalent in level to Staff Services Manager I.) and Education: Equivalent to graduation from college. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

Knowledge and Abilities

Correctional Business Manager I, Department of Corrections

Knowledge of: Principles of public and business administration; principles, practices, and problems involved in managing the business services of a correctional facility of average complexity, including budgeting and accounting, data processing, contract management, personnel, health and safety and labor relations, food preparation and service, procurement, and supply and warehousing operations; fire protection and security services, equipment repair and replacement, including garage operations; clothing issue, replacement, and linen exchange operations; inmate hobby and canteen operations; principles, practices, and techniques of personnel management, employee supervision, and training; principles of budget preparation and control; principles of accounting; manager's/supervisor's responsibility for promoting equal opportunity in hiring, employee development, and promotion and for maintaining a work environment which is free of discrimination and harassment.

Ability to: Effectively apply the principles of public and business administration and budgeting; accounting contract management, personnel management, and supervision; plan, direct, organize, manage, and integrate maintenance and operation of the business services functions with other institutional programs in a correctional facility of average complexity; anticipate needs and estimate requirements for materials, supplies, and equipment necessary to effectively maintain the physical facility, maintain adequate support for institutional staff, and serve the inmate population; secure and maintain the respect and cooperation of institution staff, officials, and inmates; effectively respond to situations involving control of inmates and/or the protection of personal and real property; reason logically and creatively and use a variety of analytical and managerial techniques to resolve complex problems; analyze situations accurately; develop and evaluate alternatives and adopt an effective course of action; analyze data and present ideas and information effectively both orally and in writing; effectively promote equal opportunity in employment and maintain a work environment that is free of discrimination and harassment.

Correctional Business Manager II, Department of Corrections

Knowledge of: All of the above, and principles, practices, and techniques involved in the business management of a large, complex correctional institution; maintenance, operation, repair, sanitation, hazardous materials management, and renovation of existing correctional facilities; design of proposed construction projects; preparation of proposals for equipment requests, major and minor capitol outlay, and special repair/maintenance projects.

Ability to: All of the above, and effectively plan, direct, organize, manage, and integrate maintenance and operation of the business services function with other institutional programs in a large, complex correctional facility.

Special Personal Characteristics

Leadership ability; tact; emotional maturity and stability; and objective understanding of the problems of correctional institution inmates.

Special Physical Characteristics

Persons appointed to positions in these classes must be reasonably expected to have and maintain sufficient strength, agility, and endurance to perform during stressful (physical, mental, and emotional) situations encountered on the job without compromising their health and well-being or that of their fellow employees or inmates.

Assignments include sole responsibility for the supervision of inmates and/or the protection of personal and real property.

Class History