• Mailing address, drop-off address, and Department contact information has been updated.

All applicants must meet the minimum qualifications for this examination by the cut-off date.

Upcoming Filing Cutoff Dates:

• 10/1/2025
• 11/3/2025
• 12/1/2025
• 1/2/2026
• 2/2/2026
• 3/2/2026
• 4/1/2026
• 5/1/2026
• 6/1/2026
• 7/1/2026

Examination/Employment Application (STD 678) must be received or postmarked by the filing date indicated above. Applications postmarked, personally delivered or received via interoffice mail after the filing date will be processed in the next group.

Note: Check back periodically as cut-off dates may be added in the future. Additionally, cut-off dates are subject to change or be cancelled at any time. Such changes or cancellations will be in accordance with civil service laws and rules.

Results notices will be sent in 6-7 weeks following each cut-off date. Please contact Talent Acquisition at (279) 223-2700 if you have not received your notice after 7 weeks.

The information below will help you determine which classification(s) is(are) appropriate for you. Applicants must meet the Minimum Qualifications as stated on this bulletin to compete in this examination.

Promotional Examination(s):

• CORRECTIONAL CASE RECORDS ADMINISTRATOR - Promotional

In addition to meeting the Minimum Qualifications, competition is limited to individuals who meet at least one of the following filing criteria:

• 1. Have a permanent civil service appointment with a promotional testing department (see Testing Departments), or
• 2. Are current or former employees of the legislature for 2 or more years as defined in Government Code 18990, or
• 3. Are current or former non-elected exempt employees of the executive branch for 2 or more consecutive years as defined in Govt. Code 18992, or
• 4. Are persons retired from the United States military honorably discharged from active duty with a service disability or honorably discharged from active duty as defined in Government Code 18991. Applicants must provide a copy of discharge papers (DD 214) for verification purposes at the time of application.

Under certain circumstances other employees may be allowed to compete under provisions of Rules 234, 235 and 235.2. California Code of Regulations Rules 233, 234, 235.2 and 237 contain provisions regarding civil service status and eligibility for promotional examinations.

For all Classifications, once you have participated in any of the following examinations, you may not recompete for 12 months:

Exam Code(s):

3466

For CORRECTIONAL CASE RECORDS ADMINISTRATOR, once you have participated in any of the following examinations, you may not recompete for 12 months:

Exam Code(s):

• EX-03466

All applicants must complete and submit an Examination Application (STD. 678) and Qualifications Assessment

Submit an Examination/Employment Application (STD 678) to apply for this examination.

Electronic applications can be submitted through your account at www.CalCareers.ca.gov.

You may apply by mail to:

• Department of Corrections and Rehabilitation
  Talent Acquisition - Examination Services Unit
  P.O. Box 942883
  Sacramento, CA 94283-0001
  

Indicate the Examination Code and Classification(s) on your Examination/Employment Application (STD 678).

You may drop off your application and any applicable or required documents at:

• Department of Corrections and Rehabilitation
  Talent Acquisition - Examination Services Unit
  9825 Goethe Road, Suite 200
  Sacramento, CA 95827-3565
  8:00 AM - 5:00 PM
  (Drop off not available on weekends and holidays)

Indicate the Examination Code and Classification(s) on your Examination/Employment Application (STD 678). All applicants must provide proof of identification. Accepted forms of identification are: 1) a photo identification card or 2) two forms of signed identification.

If you require assistance or alternative testing arrangements due to a disability, indicate on your application that you need reasonable accommodation. You will be contacted by a representative of the testing department to make the necessary arrangements. If you have not been contacted by the time you receive notification of testing, please contact the testing department listed in the Contact section of this bulletin.

If you are unable to submit your application or complete the test due to a disability, please contact the testing department listed in the Contact section of this bulletin.

All applicants must meet the education and/or experience requirements as stated on this exam bulletin to be accepted to the examination.

Either 1

One year of experience in the California state service performing the duties of a Correctional Case Records Manager.

Or 2

Two years of experience in the California state service performing the duties of a Correctional Case Records Supervisor.

Or 3

Experience: Five years of experience in a governmental law enforcement or criminal justice setting, including three years' supervisory experience in the maintenance, processing, and control of criminal case records for persons committed to the jurisdiction of a local, State, or Federal correctional agency. (Experience in the California state service applied toward this requirement must have been acquired at a level of responsibility equivalent to a Correctional Case Records Supervisor). and

Education: Equivalent to graduation from college.

NOTE: Equivalent to graduation from college refers to a Bachelor’s degree. Applicants must have the number of semester or quarter credits, as well as the required coursework necessary to be awarded a four year Bachelor’s degree.

IMPORTANT: When using education and/or specific course work to meet the minimum qualifications, you must submit a copy of unofficial transcripts along with your application.

Qualifying experience may be combined on a proportionate basis if the requirements stated above include more than one pattern and are distinguished as "Either" 1, "or" 2, "or" 3, etc.  For example, candidates who possess qualifying experience amounting to 50% of the required time of Pattern 1, and additional experience amounting to 50% of the required time of Pattern 2, may be admitted to an examination as meeting 100% of the overall experience requirement.

OUT-OF-CLASS EXPERIENCE: A “completion of an out-of-class assignment” memorandum, dated within one year of assignment completion, is required to use as out-of-class experience to meet the minimum qualifications for examination purposes. Employees may obtain this documentation from his/her Institutional Personnel Officer/Personnel Liaison. Out-of-class experience without required documentation will not be considered for examination purposes.

This examination consists of the following component(s):

Components that are due with your application will be scored and will count toward your final examination result. Failure to submit these items may result in disqualification or elimination from the examination.

A final score of 70% must be attained to be placed on the eligible list.

Qualifications Assessment for Correctional Case Records Administrator is available from the CDCR website at: Correctional Case Records Administrator.

In addition to evaluating the applicant's relative knowledge, skill and ability as demonstrated by quality and breadth of education/experience, emphasis in each test component will be on measuring competitively, relative to job demands, each applicant's:

Scope:  Emphasis in the examination will be on measuring competitively, relative to job demands, each candidate’s:

Knowledge of:

1. Determinate and indeterminate sentence and parole laws.
2. The classification process and purposes, activities, regulations, and functions of the California Department of Corrections and Rehabilitation, the Board of Parole Hearings, the Narcotic Addict Evaluation Authority, and the Division of Juvenile Justice as its operations relate to the California Department of Corrections and Rehabilitation.
3. Correctional administration.
4. Documents, forms, and processes used in the establishment, maintenance, control, and disposition of individual incarcerated persons and supervised persons criminal case records.
5. Training methods and planning and conducting in-service training programs.
6. Information disclosure statutes.
7. California Department of Corrections and Rehabilitation’s automated record-keeping systems.
8. The Department's Equal Employment Opportunity Program objectives.
9. A manager's role in the Equal Employment Opportunity Program and the processes available to meet equal employment opportunity objectives.
10. Principles of effective supervision.
11. Administrative principles and practices.

Ability to:

1. Define, interpret, and take action on legal documents and court orders.
2. Analyze incarcerated persons records and recognize and correct discrepancies and irregularities.
3. Prepare accurate and concise reports.
4. Make arithmetical computations.
5. Prioritize workload and meet deadlines.
6. Read and write English at a level required for successful job performance.
7. Make sound decisions and recommendations in regard to the record-keeping function.
8. Provide criminal identification services necessary to the administration of the Department of Corrections and Rehabilitation.
9. Disseminate information to administrative, legislative, and judicial agencies, attorneys, and the general public.
10. Learn, understand, retain, and recall a broad range of highly technical data and apply it to individual cases.
11. Follow oral and written instructions.
12. Communicate effectively with other staff, incarcerated persons, and informational sources.
13. Operate a personal computer to access, enter, and retrieve information.
14. Progressively perform more difficult and analytical tasks in the correctional case record-keeping process.
15. Plan, organize, and direct the work of subordinate staff and incarcerated persons.
16. Plan and prepare personnel, equipment, and supply budgets.
17. Effectively contribute to the Department's equal employment opportunity objectives.
18. Plan, organize, and administer a major program of department-wide scope.

A Departmental Promotional eligible list for the CORRECTIONAL CASE RECORDS ADMINISTRATOR Classification will be established for:

• Department of Corrections & Rehabilitation

The names of successful competitors will be merged onto the eligible list(s) in order of final score regardless of test date. Eligibility expires 12 months after it is established. Applicants must then retake the examination to reestablish eligibility.

Veterans' Preference is not granted for promotional examinations.

Career Credits are not granted for examination(s) administered on an Open basis or a Promotional basis.

The California Department of Corrections and Rehabilitation (CDCR) and the California Correctional Health Care Services (CCHCS) are committed to building an inclusive and culturally diverse workplace. We are determined to attract and hire more candidates from diverse communities and empower all employees from a variety of backgrounds, perspectives, and personal experiences. We are proud to foster inclusion and drive collaborative efforts to increase representation at all levels of the Department.

• Department of Corrections & Rehabilitation

Questions regarding this examination should be directed to:

California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice). TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

Examination and/or Employment Application (STD 678) forms are available at the California Department of Human Resources, local offices of the Employment Development Department, and through your CalCareer Account (www.CalCareers.ca.gov).

If you meet the requirements stated on this examination bulletin, you may take this examination, which is competitive. Possession of the entrance requirements does not assure a place on the eligible list. Your performance in the examination described in this bulletin will be rated against a predetermined job-related rating, and all applicants who pass will be ranked according to their scores.

Department of Corrections & Rehabilitation reserves the right to revise the examination plan to better meet the needs of the service, if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules and all applicants will be notified.

General Qualifications: Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgment, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. In open examinations, investigation may be made of employment records and personal history and fingerprinting may be required.

Eligible Lists: Eligible lists established by competitive examination, regardless of date, must be used in the following order: 1) sub-divisional promotional, 2) departmental promotional, 3) multi-departmental promotional, 4) service-wide promotional, 5) departmental open, 6) open. When there are two lists of the same kind, the older must be used first. Eligible lists will expire in one to four years unless otherwise stated on the bulletin.

High School Equivalence: Equivalence to completion of the 12th grade may be demonstrated in any one of the following ways: 1) passing the General Education Development (GED) Test; 2) completion of 12 semester units of college-level work; 3) certification from the State Department of Education, a local school board, or high school authorities that the competitor is considered to have education equivalent to graduation from high school; or 4) for clerical and accounting classes, substitution of business college work in place of high school on a year-for-year basis.

Accepted applicants must provide proof of identification at each in-person test session. Acceptable identification consists of a photo identification card or two forms of signed identification.