POSITION DESCRIPTION / Position Revised Date:
3/26/18
This position is:
Agency: Oregon State Police
Facility: Criminal Justice Information Services
New Revised / Classified
Unclassified
Executive Service
Mgmt Svc – Supervisory
Mgmt Svc – Managerial
Mgmt Svc - Confidential
SECTION 1. POSITION INFORMATION
a.Classification Title: / Principal Executive/ Mgr B / b.Classification No: / X7002
c.Effective Date: / July 1, 2001 / d.Position No: / 0013649
e.Working Title: / REG/ABIS Program Mgr / f.Agency No: / 25700
g.Section Title: / Identification Services / h.Budget Auth No: / 000856430
i.Employee Name: / VACANT / j.Repr. Code: / MMS
k.Work Location (City – County): / Salem-Marion
l.Supervisor Name (Optional): / Mathew Oeder
m.Position: / Permanent Seasonal Limited Duration Academic Year
Full-Time Part-Time Intermittent Job Share
n.FLSA: / Exempt
Non-Exempt / If Exempt: / Executive
Professional
Administrative / o.Eligible for Overtime: / Yes
No
SECTION 2. PROGRAM AND POSITION INFORMATION
a.Describe the program in which this position exists. Include program purpose, who's affected, size, and scope. Include relationship to agency mission.
The Criminal Justice Information Services (CJIS) Division within the Department of Oregon State Police (OSP) consists of the LEDS and Identification Services program areas. Organized within the Public Safety Services Bureau, the CJIS Division has 87 employees and a biennial budget of $22.8 million. Additionally CJIS includes 13 Limited Duration grant funded employees with a federal fund budget of $2.3 million and one Limited Duration employee for the LEDS 20/20 Project. All employees are stationed in Salem.
The mission of OSP is to enhance the safety and livability of the state by serving and protecting its citizens and natural resources. The mission of CJIS is to plan, develop, manage and operate statewide information systems to enhance police officer safety and to assist law enforcement and criminal justice agencies in the investigation of crimes; the location, apprehension, adjudication and supervision of criminal offenders; location of missing persons; identification of stolen property; and the measurement of the type, extent and effect of crime in the State; so that these agencies may serve the public effectively. CJIS also provides access to the State’s Computerized Criminal History (CCH) system for regulatory agencies who are authorized the information either via State Statute, or Governor’s Executive Order, for the purpose of performing background investigations on licensees.
b.Describe the primary purpose of this position, and how it functions within this program. Complete this statement. The primary purpose of this position is to:
DAS Form – April 2006 / Page 1 of 7Manage the Automated Biometric Identification System (ABIS),Regulatory Programs, and unit staff.
The ABIS Unit provides positive fingerprint identification services for arrest and in-custody fingerprint submissions by law enforcement statewide. The unit maintains the states finger and palm print database as part of the central repository function for Oregon criminal offender records and provides courtroom testimony when needed.
The Regulatory Unit conducts applicable name or fingerprint-based state and federal background checks forapplicant and non-criminal justiceauthorized requests.The services and functions included in this program area are: Regulatory, Concealed Handgun License, Open Records, Public Fingerprinting, and CJIS Security.
Coordinates functions with all other programs within CJIS. The program manager will maintain current knowledge of Oregon and Federal laws and regulations, technology and issues surrounding ABIS and CCH issues nationwide. Represents the states ABIS users and troubleshoots issues state wide in the ABIS system.Work comes to this position from state statutes, the criminal justice community, the CJIS Programs Manager, the Division Director, the Bureau Operations Director, Bureau Director, Superintendent, other governmental agencies, and the public.
DAS Form – April 2006 / Page 1 of 7SECTION 3. DESCRIPTION OF DUTIES
List the major duties of the position. State the percentage of time for each duty. Mark “N” for new duties, “R” for revised duties or “NC” for no change in duties. Indicate whether the duty is an “Essential” (E) or “Non-Essential” (NE) function.
% of Time / N/R/NC / E/NE / DUTIES
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DAS Form – April 2006 / Page 1 of 735% / R / E / Provide program oversight for the ABIS and Regulatory programs within the Criminal Justice Information Services (CJIS) Division. Responsible to manage and coordinate the technical aspects of programs between the units within this section through subordinate supervisors.
Manages the Automated Biometric Identification System
for Oregon. Responsible for the computer database access,
telephone services and software development needs for the unit.
Plan and prepare for planned expansion and upgrade of the system
to meet workload needs. Responsible for coordinating and representing all Oregon ABIS users to the Western Identification Network (WIN) and the ABIS vendor, including assisting in the troubleshooting of statewide and site-specific issues. Participate as the WIN board member for the State of Oregon or as the secondary representative. Keeps the Director and CJIS Programs Manager informed of potential issues with a remote site, WIN, or the ABIS vendor.
25% / NC / E / Provide direction, program goals and objectives to subordinate supervisors and staff within the assigned program areas. Responsible to ensure unit supervisors manage all aspects of the day to day operations within their assigned units. Management includes: planning, assigning, approving work, setting priorities and work shift schedules in order to meet established standards, goals and objectives as they relate to the programs and operations.Responsible for all aspects of the programs applicable computer databases, and software development needs for units. Review and approve revisions to procedure and training manuals for employees as needed to keep procedures current and in accordance with Oregon law and agreements with the FBI.
Practices leadership skills, responsibilities and participates in the development of leadership skills for this and other positions. Responsible and accountable to properly administer the AFSCME Support Unit contract and ensure all articles within the contract are followed. Perform administrative duties in support of the Units. Responsible to understand the agencies affirmative action goals and objectives and to develop and implement plans to meet them.
20% / NC / E / Assess overall program effectiveness for all criminal justice and non-criminal justice uses and seeks improvement for statewide reporting of criminal offender information in working with contributing agencies to ensure all programs are providing the most effective and timely service.
Ensure appropriate performance measures are utilized on a continual
basis to evaluate employee and program effectiveness. Has authority
to assign overtime to meet the staffing needs of the Units. Responsible
for the organization and analysis of work production problems.
Distinguishes irregularities in workflow and solves problems through
evaluation and implementation of all practical solutions. Directs the
unit quality control to ensure that the completed work is accurate and
meets the standards of the Department by reviewing portions of
employees completed work as needed to correct deficiencies.
Communicates, directs, and approves improvements to operational
procedures. Evaluates the quality of services provided to criminal
justice agencies and the public by reviewing statistical data, by
conferring with unit managers and by reviewing information from
users of the program services in order to determine what
improvements are needed.
10% / NC / E / Strongly recommends budget requests for the ABISand Regulatory programs by projecting resource needs and preparing required documentation for incorporation into the agency’s budget request. Monitors monthly budget spreadsheets for accuracy in cost centers and grant expenditures. Responsible to effectively administer the operating budget of the ABISand Regulatory programs. Ensure that decisions are based on sound business principles.
5% / NC / E / Coordinates the interviewing process and strongly recommends the
hiring of new staff members; directs the training of subordinates; and
strongly recommends personnel actions such as promotions, and
transfers. Administers disciplinary action in conformance with agency
policy and procedures. Has authority to fire subordinates. Performs
objective and effective employee performance reviews with each
subordinate. Maintains each subordinate's position description to
accurately reflect their duties and percentage of time allotted to each
duty.
5% / R / E / Responsible for monitoring legislative issues which would affect the work processes for the ABIS and Regulatory programs, as well as the CJIS Division overall. Includes tracking proposed bills, writing bill analysis reports, preparing statistical and fiscal impacts to the units, testifying on related bills, serving on appropriate committees to represent the department on Regulatory and ABIS identification related issues, reporting critical issues with proposed legislation to chain of command. Keeps the CJIS Programs Manager and Division Director informed of problems or potential problems relating to Division programs and other areas of responsibility.Perform other duties as directed by the CJIS Programs Manager and Division Director.
100% / R
DAS Form – April 2006 / Page 1 of 7
SECTION 4. WORKING CONDITIONS
Describe any on-going working conditions. Include any physical, sensory, and environmental demands. State the frequency of exposure to these conditions.
DAS Form – April 2006 / Page 1 of 7Regular work week of an eight hour shift. The Department of State Police mission is to provide services seven days a week, 24 hours a day to the citizens of Oregon. To fulfill this mission, this position is subject to scheduling variations that may include call-outs, irregular hours, varying shift assignments, and varying days off. Public speaking and appearances before criminal and non-criminal justice agencies and public groups. Occasional overnight travel of extended duration. Holidays may be included in required work time. May be subject to after hour calls pertaining to CJIS operations. Travel for job related purposes may be required. Typical office environment also including: Daily exposure to Video Display Terminals. Occasional contact with the public for fingerprinting. Occasionally exposed to cleaning agents for office equipment (including fingerprint ink clean up). May have contact with angry, hostile people by telephone and in person.
Routine usage and maintenance of office equipment and supplies may require pushing, pulling, sliding and/or lifting of up to 35 pounds.
DAS Form – April 2006 / Page 1 of 7SECTION 5. GUIDELINES
a.List any established guidelines used in this position, such as state or federal laws or regulations, policies, manuals, or desk procedures.
DAS Form – April 2006 / Page 1 of 7State Police Policy, Rules and Procedures Manual
Oregon Administrative Rules
Division Procedure and Safety Manual
State and Federal Laws & Regulations
Division Directives
Code of Federal Regulations
FBI CJIS Security Policy
LEDS/FBI/NCIC Operating Manuals
NICS POC Users Manual
NEC ABIS Operating Manuals
WIN Policy & Procedure Manual
OSP/AFSCME Contract
Hazard Communication
DAS Form – April 2006 / Page 1 of 7b.How are these guidelines used?
DAS Form – April 2006 / Page 1 of 7Knowledge of state and federal laws and regulations is necessary to function properly in this
position. Incumbent must be familiar with Department policies, Division directives
and procedures to assure compliance of the program with established guidelines. These
guidelines are to ensure that the program follows all applicable Federal and State laws, rules,
regulations and policies. Decisions regarding the direction and or procedures to be used in the
program are determined based on these guidelines. Since this position is involved with all facets
of the Criminal Justice System, it is imperative that all rules and laws be followed.
DAS Form – April 2006 / Page 1 of 7DAS Form – April 2006 / Page 1 of 7
SECTION 6. WORK CONTACTS
With whom, outside of co-workers in this work unit, must the employee in this position regularly come in contact?
Who Contacted / How / Purpose / How Often?
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DAS Form – April 2006 / Page 1 of 7CJISProgram Mgrs/ OSP Managers / person, phone, e-mail, writing / discuss issues, inform of issues/decisions, guidance / daily
Fed, State, Co., City Crim Justice Agencies / person, phone, e-mail, writing / exchg info, receive/give info, assistance, investigation / As needed
Fed/Regional Crim Records Grps / person, phone, e-mail, writing / exchg info, receive/give info, assistance / As needed
Public/Stakeholder Groups / person, phone, e-mail, writing / exchg info, receive/give info, assistance / As needed
Vendors / person, phone, e-mail, writing / exchg info, receive/give info, assistance / As needed
Legislators / person, phone, e-mail, writing / exchg info, receive/give info, educational assistance about programs / As needed
DAS Form – April 2006 / Page 1 of 7
SECTION 7. POSITION RELATED DECISION MAKING
Describe the typical decisions of this position. Explain the direct effect of these decisions.
DAS Form – April 2006 / Page 1 of 7This position, in conjunction with other program managers, makes short and long term decisions on the application of Unit and staff resources and outside resources to accomplish the mission of the Unit, CJIS Division, and the Bureau, to maximize services to customers and to enhance the efficiency and effectiveness of criminal justice and non-criminal justice agencies. This includes but is not limited to training needs, recommendations for hiring, firing and other personnel actions, evaluation of quality and quantity of services, user training and assistance and determination of priorities to achieve agency and program goals. Decisions directly affect the public safety and property of the citizens of Oregon. Decisions impact the public in that incorrect decisions can show a person who should have no criminal history to have one, and vice versa. The incorrect decisions made can lead not only to the public, other state and federal officials, and the Legislature losing confidence in Oregon criminal history record information, it can also lead to tort claims being filed.
Incorrect decisions regarding the input or dissemination of information can lead to the loss of personal freedom or the second amendment firearms rights for citizens of this or other states. Incorrect dissemination of information can lead to claims of defamation of character. Again, loss of confidence, breach of confidentiality and the filing of tort claims. Errors in any of these areas could result in any one of the following: Provide erroneous information to criminal justice agencies and/or the public, possibly causing wrongful detention or release; denying persons employment or permits; failure to accurately identify actual subject.
DAS Form – April 2006 / Page 1 of 7SECTION 8. REVIEW OF WORK
Who reviews the work of the position?
Classification Title / Position Number / How / How Often / Purpose of Review
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DAS Form – April 2006 / Page 1 of 7Principal Exec Mgr D / 0260003 / In person and through review of written documents, observing staff meetings, performance reviews / Daily/weekly/As needed / Ensure program needs, concerns or problems are addressed
DAS Form – April 2006 / Page 1 of 7
SECTION 9. OVERSIGHT FUNCTIONS THIS SECTION IS FOR SUPERVISORY POSITIONS ONLY
a. / How many employees are directly supervised by this position? / 2
How many employees are supervised through a subordinate supervisor? / 25
b. / Which of the following activities does this position do?
Plan work Coordinates schedules
Assigns work Hires and discharges
Approves work Recommends hiring
Responds to grievances Gives input for performance evaluations
Disciplines and rewards Prepares & signs performance evaluations
SECTION 10. ADDITIONAL POSITION-RELATED INFORMATION
ADDITIONAL REQUIREMENTS: List any knowledge and skills needed at time of hire that are not already required in the classification specification:
DAS Form – April 2006 / Page 1 of 7Must have the skills to supervise employees and help manage more than one statewide program simultaneously. Must be able to interact with people of various levels from the general public to people on the federal government level. Must be LEDS Certified and pass CJIS Security clearance.Must be able to provided sworn credible testimony in a criminal or civil proceeding arising from the performance of duties.
DAS Form – April 2006 / Page 1 of 7BUDGET AUTHORITY: If this position has authority to commit agency operating money, indicate the following:
Operating Area / Biennial Amount ($00000.00) / Fund Type
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DAS Form – April 2006 / Page 1 of 7PCA 49XXX / $5,000 / GF/OF/FF
DAS Form – April 2006 / Page 1 of 7
SECTION 11. ORGANIZATIONAL CHART
Attach a current organizational chart. Be sure the following information is shown on the chart for each position: classification title, classification number, salary range, employee name and position number.
SECTION 12. SIGNATURES
Employee Signature / Date / Supervisor Signature / Date
Appointing Authority Signature / Date
DAS Form – April 2006 / Page 1 of 7