​Procurement and Services Officer (Correctional Facility) Series

California State Personnel Board Specification

Series established November 6, 1990

Scope

This series specification describes two classes responsible for planning, organizing and directing the service operations in correctional institutions; and supervising and coordinating the purchase of all materials, supplies and equipment used in a correctional institution.

Definition of Series

The Procurement and Services Officer (Correctional Facility) series describes work to be performed in a correctional institution including planning, organizing and directing the service operations, and supervising the purchase of materials, supplies and equipment. Incumbents in these classes develop policy and procedures for, and direct the operations of, stores, warehouses, canteens, laundry and housekeeping; determine the quality and kinds of materials to be purchased and write specifications for goods or services; assist departmental officials in obtaining the types of supplies or equipment best suited to their needs; keep or supervise the keeping of purchase records, stock received reports and inventory records; confer with departments, with the State Office of Procurement and with sales representatives on procurement matters; interview vendors and their agents regarding products and arrange for adjustments on wrong, damaged or substandard items; supervise the receiving, storing and caring for commodities purchased or produced for the use of the institution; supervise the preparation of purchase estimates and subpurchase orders and expedite delivery of items; exercise general supervision over janitorial and housekeeping functions; secure bids and prepare contracts and service agreements for maintenance and repairs to equipment and other contracted services; train staff, evaluate their performance and take or recommend appropriate action; dictate correspondence and prepare reports.

Both classes in this series are responsible for maintaining order and supervising the conduct of inmates or youthful offenders and maintaining the safety of persons and property; for preventing escapes of and injury by persons committed to the Department of Corrections or the Department of the Youth Authority to themselves or others or to property; for maintaining security of working areas and materials; to inspect premises and search inmates/youthful offenders for contraband such as weapons or illegal drugs.

Entry Level

Entry into this series is typically at the Procurement and Services Officer I (Correctional Facility) level. Provision is made for upward mobility through promotion from Warehouse Manager I (Correctional Facility), Warehouse Manager I, Materials and Stores Supervisor II (Correctional Facility), Materials and Stores Supervisor, Property Controller II (Correctional Facility), Property Controller II, Prison Canteen Manager I/II, Business Service Officer ​​I (Supervisor), Business Service Officer I (Specialist), Business Service Officer II (Supervisor), and Business Service Officer II (Specialist).

Factors Affecting Position Allocation

Levels are differentiated by the size of the correctional facility, scope and complexity of the operation and the degree of supervision exercised/received.

Definition of Levels

Procurement and Services Officer I (Correctional Facility)

This is the first full supervisory level in the series. Under general supervision, incumbents are responsible for directing the procurement and services operation in small correctional facilities. Typically, incumbents supervise a minimum of three civil service staff and three inmate/youthful offender workers.

Procurement and Services Officer II (Correctional Facility)

This is the second supervisory level in the series. Under general direction, incumbents are responsible for directing the procurement and services operation in a large correctional facility. Typically, incumbents supervise a minimum of 10 civil service staff and 20 inmate/youthful offender workers.

Minimum Qualifications

Procurement and Services Officer I (Correctional Facility)

Either I

One year of experience in the California state service performing the duties of a Warehouse Manager I (Correctional Facility), Warehouse Manager I, Business Service Officer I (Supervisor), Business Service Officer I (Specialist), or Prison Canteen Manager II.

Or II

Two years of experience in the California state service performing the duties of a Materials and Stores Supervisor II (Correctional Facility), Materials and Stores Supervisor, Property Controller II (Correctional Facility), Property Controller II, or Prison Canteen Manager I.

Or III

Three years of full-time experience in one or a combination of the following:

1. Business management experience involving the procurement, storage and distribution of a variety of supplies and equipment; or

2. Supervisory experience involving the estimation of need for purchasing, or requisition and storage of a variety of supplies and equipment; or

3. Supervisory experience in a storeroom or warehouse involving the receipt and issuance of a large volume of varied commodities and equipment.

(At least one year of the required experience under Pattern III must be comparable to the duties of a Warehouse Manager I having charge of the receipt, storage and issuance of varied supplies requiring complex storage practices in a large complete warehousing function including supervision over a group of assistants.)

Procurement and Services Officer II (Correctional Facility)

Either I

One year of experience in the California state service performing the duties of a Procurement and Services Officer I (Correctional Facility), Procurement and Services Officer I, Business Service Officer II (Supervisor), or Business Service Officer II (Specialist).

Or II

Two years of experience in the California state service performing the duties of a Prison Canteen Manager II, Warehouse Manager I (Correctional Facility), Warehouse Manager I, Business Service Officer I (Supervisor), or Business Service Officer I (Specialist).

Or III

Four years of experience in a responsible capacity in one or a combination of the following:

1. Business management experience involving the procurement, storage and distribution of a variety of supplies and equipment; or

2. Supervisory experience involving the estimation of need for purchasing, or the requisition and storage of a variety of supplies and equipment; or

3. Supervisory experience in a storeroom or warehouse involving the receipt and issuance of a large volume of varied commodities and equipment.

(At least two years of the required experience under Pattern III must be comparable to the duties of a Warehouse Manager I having charge of the receipt, storage and issuance of varied supplies requiring complex storage practices in a large complete warehousing function including supervision over a group of assistants.)

Knowledge and Abilities

All Levels:

Knowledge of: Principles, practices and techniques of personnel supervision; procurement and services functions of a correctional facility; purchasing methods, regulations and procedures as prescribed by the State Department of General Services; contract management; warehousing operations including the methods and equipment used in keeping records for receipt of stock, inventory and distribution, storing, caring for, and distributing materials, supplies and equipment; garage operations; clothing issue replacement and linen exchange operations; inmate or youthful offender hobby and canteen operations; principles of organization and management, principles of personnel management and supervision; Department's Affirmative Action Program objectives; a supervisor's role in the Affirmative Action Program and the processes available to meet affirmative action objectives.

Ability to: Effectively apply the principles of purchasing, contract management, personnel management and supervision; plan, direct and organize the procurement and services functions of a correctional facility including general stores, laundry, inmate canteen, distribution of clothing, personal care and household items, and maintenance and operation of automotive equipment; write commodity specifications; determine whether incoming materials, supplies and equipment meet the standards in specifications; estimate future demands for materials, supplies and equipment; plan, organize and direct the work of others; secure and maintain the respect and cooperation of institutional staff, officials and inmates/youthful offenders; analyze situations accurately and adopt an effective course of action; effectively contribute to the Department's affirmative action objectives; and effectively respond to situations involving control of inmates/youthful offenders and/or the protection of persons and personal and real property.

Procurement and Services Officer II (Correctional Facility)

Knowledge of: All of the above and principles, practices and techniques involved in the supervision of procurement and services functions of a large correctional facility; and minor capital outlay.

Ability to: All of the above and effectively plan, direct and organize the procurement and services functions of a large correctional facility.

Special Personal Characteristics

All Levels:

Persons appointed to positions in this class series must be reasonably expected to have the leadership ability; tact; emotional maturity and stability; and objective understanding of the problems of correctional institution inmates/youthful offenders.

Special Physical Characteristics

All Levels:

Persons appointed to positions in this class series 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 that of inmates/youthful offenders. Assignments include sole responsibility for the supervision of inmates or youthful offenders and/or the protection of personal and real property.

Additional Desirable Qualification

All Levels:

Education equivalent to completion of the twelfth grade.

Class History