Job Analysis Report

Job Analysis Report

for the classification of

Adult Probation/Parole Officer

December 2014

Amanda GreenWest Chester University

Table of Contents

Executive Summary ............................................................................................................3

Introduction to the Job and Context ....................................................................................4

Information Gathering ........................................................................................................4O*NET ................................................................................................................................4Subject Matter Experts........................................................................................................ 4Interviews ............................................................................................................................5

Development of the Job Analysis and Questionnaire .........................................................5Task and KSA Identification & Grouping ..........................................................................5Questionnaire Development ................................................................................................6

Questionnaire Administration .............................................................................................6

Data Analysis ......................................................................................................................6Computation of Mean Rating and Critical Scores ..............................................................6Data and Analysis Tables ....................................................................................................8Task and KSA Linkage Procedure ....................................................................................13Linkage Table ...................................................................................................................14Summary of Results ..........................................................................................................15

Job Description .................................................................................................................21

References .........................................................................................................................24

Appendices-Appendix A: O*NET Summary Report ............................................................................25Appendix B: Interview Questions .....................................................................................28Appendix C: Job Analysis Questionnaire .........................................................................30

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Executive Summary

The purpose of this job analysis report is to document the procedures used to identify and

determine the specific knowledge, abilities, skills, and critical tasks that are required to

effectively perform the job of an Adult Probation/Parole Officer. The O*NET online database

was consulted to gather background information on the job of an Adult Probation/Parole Officer.

Four subject matter experts (SMEs) were first interviewed, and then asked to complete a job

analysis questionnaire. All SMEs included in the job analysis have held the job of an adult

probation/parole officer for at least seven years. The critical tasks, knowledge, skills, and

abilities (KSAs) were determined by analyzing the SME ratings on the job analysis

questionnaire. The resulting tasks were then linked to the vital KSAs needed to perform those

essential tasks. The current report provides a description of the data analysis tools used to

analyze the task and KSA statements as well as the resulting job description for the job of an

Adult Probation/Parole Officer.

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Introduction to the Job and Context

Adult Probation/Parole Officers primarily work with individuals, over the age of

eighteen, who have either been sentenced to serve probation rather than being incarcerated, or

who are subsequently sentenced to probation after serving incarceration for breaking the law.

Some of the tasks of an Adult Probation/Parole Officer include drug screening clients, managing

and closing cases in a timely manner, attending court hearings, making probationary

recommendations and sentencing recommendations to the judge, and meeting and tracking

progress of each client monthly (Bureau of Labor Statistics, 2014).

Information Gathering

O*NET

The O*NET online database was used to gather background information for the job of an

Adult Probation/Parole Officer (See Appendix A). The O*NET summary report for Adult

Probation/Parole Officer listed the essential critical tasks, knowledge, skills, and abilities

necessary to perform the job. The O*NET summary report assisted in identifying the critical

tasks and KSAs required for the job and developing the job analysis questionnaire. The O*NET

summary report can be found in Appendix A.

Subject Matter Experts

Four subject matter experts were also contacted to gather information about the job of an

Adult Probation/Parole Officer. The four subject matter experts were: Maribeth De Paulis,

Jennifer Green, Jean Kearney, and James Page. The County of Delaware in the Upper Darby

branch of Upper Darby, Pennsylvania currently employs all of the SMEs. Mrs. De Paulis, Mrs.

Green, Mrs. Kearney, and Mr. Page each have over seven years of experience working as an

Adult Probation/Parole Officer.

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Interviews

Individual interviews were conducted with each subject matter expert to gain additional

information regarding the job of an Adult Probation/Parole Officer (See Appendix B). The SMEs

were asked to describe, in detail, a typical day on the job, major job responsibilities, some of the

challenges faced while on the job, the worst and best performance they have seen, etc. Interview

questions can be found in Appendix B. Among all interviews, each interviewee stressed that

having an extensive knowledge of legal codes, procedures, and state laws is essential in

performing the job of an Adult Probation/Parole Officer effectively. These responses were useful

in developing a job analysis questionnaire.

Development of the Job Analysis Questionnaire

Using a combination of both the information from the O*NET online database summary

report for Adult Probation/Parole Officers and the information gathered from interviews of the

four SMEs, the job analysis questionnaire was created (See Appendix C).

Task and KSA Grouping

The job analysis questionnaire contained five sections: I.) Tasks, II.) Knowledge, III.)

Skills, IV.) Abilities, V.) Additional Comment Section. After researching the job of an Adult

Probation/Parole Officer on the O*NET online database and conducting interviews with subject

matter experts, task and KSA statements were developed. The finalized questionnaire included

twenty task statements, six knowledge statements, six skills statements, and seven ability

statements. The final questionnaire can be found in Appendix C. The final questionnaire

provided a detailed summary of the major critical tasks and KSAs essential to perform the job of

an Adult Probation/Parole Officer.

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Questionnaire Development

The questionnaire was created so that each critical task and KSA statement was to be

rated by the SMEs on two dimensions: importance and frequency. Importance referred to the

importance of each task or KSA in relation to overall success of job performance. Frequency

referred to the frequency of performing that task or using that KSA on the job. Separate rating

scales were used to measure the two dimensions of importance and frequency. The importance of

use scale was fixed such that: 0 = Unimportant, 1 = Important, 2 = Essential. The frequency of

use scaled was fixed such that: 0 = Never Perform, 1 = Rarely Perform, 2 = Occasionally

Perform, 3 = Frequently Perform.

Questionnaire Administration

The questionnaire was administered to the four SME who were interviewed.

Data Analysis

Computation of Mean Rating and Critical Scores

The mean importance (MI), mean frequency of use (MF), and combined rating (CR) for

each of the task and KSA statements are presented in Tables 1-4 below. The mean importance

(MI) was computed by finding the average, or mean, of the importance ratings given by the four

SMEs for each task statement and KSA statement. The mean frequency (MF) was computed by

finding the average, or mean, of the frequency ratings given by the four SMEs for each task

statement and KSA statement. For each task and KSA statement, a critical score (combined

rating) was computed by adding the mean importance rating with the mean frequency rating. A

cutoff score of 2 was set to identify the most critical tasks and KSAs for the job of an Adult

Probation/Parole Officer. A cut off score of 2 was set because it seemed reasonable given the

data. Statements with a combined rating of less than 2 were rejected and statements with a

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combined rating equal, or greater than, 2 were retained and placed in the job description.

Notably, in the current job analysis, every task and KSA statement was retained. All combined

ratings each task and KSA statement yielded a score of 2.5 or greater. Thus, none were rejected

for the development of the job description.

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Table 1 – Data Analysis of Task Statements

Item DescriptionTask

MI MF CR

1. Interview clients regularly to evaluate progress in reaching goals and meeting terms specified in probation contract and rehabilitation plans.

2.0 3.0 5.0

2. Discuss with clients (offenders) how addictions, such as drug and alcohol abuse, anger management, or mental health issues might have caused or assisted in criminal behavior.

2.0 2.5 4.5

3. Verify compliance with substance abuse treatment programs or probation contracts by administering random and scheduled drug and alcohol screens to clients.

1.75 2.5 4.25

4. Follow proper protocol and procedure when administering drug screens to ensure all Deoxyribonucleic Acid agrees with client.

1.75 2.5 4.25

5. Maintain case folders for each client to keep status up to date.

2.0 3.0 5.0

6. Check messages to address concerns by returning calls to clients, attorneys, treatment facilities, and prisons.

1.5 3.0 4.5

7. Issue bench warrants for clients who have violated probation.

2.0 3.0 5.0

8. Prepare and sustain reports describing progress of clients to track completion of required court orders.

2.0 2.75 4.75

9. Attend violation hearings and testify regarding clients’ background, violation history, and recommended sentencing.

2.0 3.0 5.0

10. Initiate court action in response with noncompliance of probation or parole contract.

2.0 3.0 5.0

11. Prepare recommendations to master or judge determining further action of client; if further legal action needs to be taken.

1.75 2.5 4.25

12. Address issues for clients with specific needs and arrange for medical, mental health, or substance abuse treatment.

1.5 2.75 4.25

13. Inform clients or inmates of requirements of conditional release including regular office meetings, restitution payments, or any educational or employment stipulations that need to be met.

1.75 2.75 4.5

14. Provide field supervision of clients including curfew checks and home visits.

1.5 2.25 3.75

15. Determine and administer community-based sentences, such as electronically monitored home detention.

1.5 1.5 3.0

16. Use discretion to plan or administer spontaneous site 1.75 2.0 3.75

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on scene or home arrests for non-compliant clients.17. Close cases within time constraints making sure all restitution is paid and requirements are met.

1.75 3.0 4.75

18. Disclose information and communicate with supervisor when job specificities are unclear.

1.75 1.75 3.5

19. Attend mandatory three-week intensive educational and physical training upon hire.

1.5 2.25 3.75

20. Satisfy forty additional hours of required training per year.

1.5 2.5 4.0

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Table 2 – Data Analysis of Knowledge Statements

Item DescriptionKnowledge

MI MF CR

1. Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar.

2.0 3.0 5.0

2. Knowledge of state laws, legal codes, court procedures, and government regulations.

1.5 2.25 3.75

3. Knowledge of relevant equipment, policies, procedures, and strategies to effectively promote local, state, and national security operations including arrests and drug screens.

1.75 2.75 4.5

4. Knowledge of basic computer systems including Microsoft word, Case Management System, Offender Management System, Excel, and navigation of internet.

1.75 3.0 4.75

5. Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental disorders.

1.5 2.75 4.25

6. Knowledge of recommendations for career counseling and guidance.

1.25 2.25 3.5

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Table 3 – Data Analysis of Skill Statements

Item DescriptionSkills

MI MF CR

1. Speaking effectively to be able to convey information to others. This includes using appropriate legal terminology when addressing and speaking with clients.

2.0 2.75 4.75

2. Understanding written sentences and paragraphs in work related documents.

2.0 3.0 5.0

3. Being aware at all times of clients’ reactions, understanding why they are reacting in such a manner, and responding and taking action in an appropriate manner for each situation.

2.0 3.0 5.0

4. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal action including warrants and arrests.

2.0 3.0 5.0

5. Identifying complex problems and reviewing related information to develop and evaluate options.

2.0 2.75 4.75

6. Implementing solutions to problems in an appropriate and efficient manner.

2.0 3.0 5.0

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Table 4 – Data Analysis of Ability Statement

Item DescriptionAbilities

MI MF CR

1. Ability to recognize the signs if there will likely be a problem with a client including a violent reaction, positive drug screen, or any violation of probation that could possibly warrant an arrest.

2.25 2.25 4.5

2. Ability to identify and understand the speech of another person including clients who may speak English as a second language.

1.0 1.5 2.5

3. Ability to thoroughly communicate ideas or information to clients who may or may not be under the influence of drugs or alcohol so that they may comprehend any legal procedures to follow.

1.75 2.0 3.75

4. Ability to speak clearly to clients so that they may understand exactly what is said.

2.0 2.75 4.75

5. Ability to arrange orders, actions, or documents in accordance with legal procedure and specifications for each client.

2.0 2.75 4.75

6. Ability to seek advice or ask for clarity from co-workers of supervisor when unsure of a certain task of the job.

2.0 2.5 4.5

7. Ability to be in sufficient physical health in order to complete basic physical tactical training to learn defense and detainment mechanisms.

1.0 1.75 2.75

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Task and KSA Linkage Procedure

The job analyst linked the essential tasks of the adult probation/parole officer

classification with the important KSAs required to perform those essential tasks. For this job

analysis, the job analyst used the following linkage scale: 0 = No Relationship; This KSA is not

needed to perform this task or 1 = Relationship; This KSA is needed to perform this task. The

table below shows the task/KSA linkage results. The linkage table is important because it

contains the KSAs that a prospective Adult Probation/Parole Officer must possess or current

incumbents must display to be a high performer of the job.

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KSA Statements Tasks with a relationship to this KSA

1. Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar.

1, 2, 5, 6, 9, 11, 13, 18

2. Knowledge of state laws, legal codes, court procedures, and government regulations.

2, 7, 9-11, 13, 16

3. Knowledge of relevant equipment, policies, procedures, and strategies to effectively promote local, state, and national security operations including arrests and drug screens.

4, 7, 10, 14-16

4. Knowledge of basic computer systems including Microsoft word, Case Management System, Offender Management System, Excel, and navigation of internet.

5, 8, 11, 17


1-3, 12

6. Knowledge of recommendations for career counseling and guidance. 1, 12

7. Speaking effectively to be able to convey information to others. This includes using appropriate legal terminology when addressing and speaking with clients.

1, 2, 6, 9, 11, 13, 18

8. Understanding written sentences and paragraphs in work related documents.

4, 5, 8, 19, 20

9. Being aware at all times of clients’ reactions, understanding why they are reacting in such a manner, and responding and taking action in an appropriate manner for each situation.

1-4, 13-16

10. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal action including warrants and arrests.

1-4, 7, 10-13, 16

11. Identifying complex problems and reviewing related information to develop and evaluate options.

2, 10-12, 15-16


3, 12, 13


1-4, 13, 14, 16

14. Ability to identify and understand the speech of another person including clients who may speak English as a second language.

1, 2, 6, 9, 13, 18-20

15. Ability to thoroughly communicate ideas or information to clients who may or may not be under the influence of drugs or alcohol so that they may comprehend any legal procedures to follow.

1-3, 13-14, 16

16. Ability to speak clearly to clients so that they may understand exactly what is said.

1-4, 12-16

17. Ability to arrange orders, actions, or documents in accordance with legal procedure and specifications for each client.

5, 7, 8, 10-11, 16-17

18. Ability to seek advice or ask for clarity from co-workers of supervisor when unsure of a certain task of the job.

18


19, 20

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Summary of Results

Based on the results from the linkage process, the critical tasks from the job analysis

questionnaire were linked to the critical KSAs. Listed below are the KSAs related to each

essential task.

Interview clients regularly to evaluate progress in reaching goals and meeting terms specified in probation contract and rehabilitation plans: Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental disorders. Knowledge of recommendations for career counseling and guidance. Speaking effectively to be able to convey information to others. This includes using appropriate legal terminology when addressing and speaking with clients. Being aware at all times of clients’ reactions, understanding why they are reacting in such a manner, and responding and taking action in an appropriate manner for each situation. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal action including warrants and arrests. The ability to recognize the signs if there will likely be a problem with a client including a violent reaction, positive drug screen, or any violation of probation that could possibly warrant an arrest. The ability to identify and understand the speech of another person including clients who may speak English as a second language. The ability to thoroughly communicate ideas or information to clients who may or may not be under the influence of drugs or alcohol so that they may comprehend any legal procedures to follow. The ability to speak clearly to clients so that they may understand exactly what is said.

Discuss with clients (offenders) how addictions, such as drug and alcohol abuse, anger management, or mental health issues might have caused or assisted in criminal behavior: Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of state laws, legal codes, court procedures, and government regulations. Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental disorders. Speaking effectively to be able to convey information to others. This includes using appropriate legal terminology when addressing and speaking with clients. Being aware at all times of clients’ reactions, understanding why they are reacting in such a manner, and responding and taking action in an appropriate manner for each situation. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal action including warrants and arrests. Identifying complex problems and reviewing related information to develop and evaluate options. The ability to recognize the signs if there will likely be a problem with a client including a violent reaction, positive drug screen, or any violation of probation that could possibly warrant an arrest. The ability to identify and understand the speech of another person including clients who may speak English as a second language. The ability to thoroughly communicate ideas or information to clients who may or may

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not be under the influence of drugs or alcohol so that they may comprehend any legal procedures to follow. The ability to speak clearly to clients so that they may understand exactly what is said.

Verify compliance with substance abuse treatment programs or probation contracts by administering random and scheduled drug and alcohol screens to clients: Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental disorders. Being aware at all times of clients’ reactions, understanding why they are reacting in such a manner, and responding and taking action in an appropriate manner for each situation. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal action including warrants and arrests. Implementing solutions to problems in an appropriate and efficient manner. The ability to recognize the signs if there will likely be a problem with a client including a violent reaction, positive drug screen, or any violation of probation that could possibly warrant an arrest. The ability to thoroughly communicate ideas or information to clients who may or may not be under the influence of drugs or alcohol so that they may comprehend any legal procedures to follow. The ability to speak clearly to clients so that they may understand exactly what is said.

Follow proper protocol and procedure when administering drug screens to ensure all Deoxyribonucleic Acid agrees with client: Knowledge of relevant equipment, policies, procedures, and strategies to effectively promote local, state, and national security operations including arrests and drug screens. Understanding written sentences and paragraphs in work related documents. Being aware at all times of clients’ reactions, understanding why they are reacting in such a manner, and responding and taking action in an appropriate manner for each situation. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal action including warrants and arrests. The ability to recognize the signs if there will likely be a problem with a client including a violent reaction, positive drug screen, or any violation of probation that could possibly warrant an arrest. The ability to speak clearly to clients so that they may understand exactly what is said.

Maintain case folders for each client to keep status up to date: Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of basic computer systems including Microsoft word, Case Management System, Offender Management System, Excel, and navigation of internet. Understanding written sentences and paragraphs in work related documents. The ability to arrange orders, actions, or documents in accordance with legal procedure and specifications for each client.

Check messages to address concerns by returning calls to clients, attorneys, treatment facilities, and prisons: Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar. Speaking effectively to be able to convey information to others. This includes using appropriate legal terminology when addressing and speaking with clients. The ability to identify and

16

understand the speech of another person including clients who may speak English as a second language.

Issue bench warrants for clients who have violated probation: Knowledge of state laws, legal codes, court procedures, and government regulations. Knowledge of relevant equipment, policies, procedures, and strategies to effectively promote local, state, and national security operations including arrests and drug screens. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal action including warrants and arrests. The ability to arrange orders, actions, or documents in accordance with legal procedure and specifications for each client.

Prepare and sustain reports describing progress of clients to track completion of required court orders: Knowledge of basic computer systems including Microsoft word, Case Management System, Offender Management System, Excel, and navigation of internet. The ability to arrange orders, actions, or documents in accordance with legal procedure and specifications for each client.

Attend violation hearings and testify regarding clients’ background, violation history, and recommended sentencing: Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of state laws, legal codes, court procedures, and government regulations. Speaking effectively to be able to convey information to others. This includes using appropriate legal terminology when addressing and speaking with clients. The ability to identify and understand the speech of another person including clients who may speak English as a second language.

Initiate court action in response with noncompliance of probation or parole contract: Knowledge of state laws, legal codes, court procedures, and government regulations. Knowledge of relevant equipment, policies, procedures, and strategies to effectively promote local, state, and national security operations including arrests and drug screens. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal action including warrants and arrests. Identifying complex problems and reviewing related information to develop and evaluate options. The ability to arrange orders, actions, or documents in accordance with legal procedure and specifications for each client.

Prepare recommendations to master or judge determining further action of client; if further legal action needs to be taken: Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of state laws, legal codes, court procedures, and government regulations. Knowledge of basic computer systems including Microsoft word, Case Management System, Offender Management System, Excel, and navigation of internet. Speaking effectively to be able to convey information to others. This includes using appropriate legal terminology when addressing and speaking with clients. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal

17

action including warrants and arrests. Identifying complex problems and reviewing related information to develop and evaluate options. The ability to arrange orders, actions, or documents in accordance with legal procedure and specifications for each client.

Address issues for clients with specific needs and arrange for medical, mental health, or substance abuse treatment: Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental disorders. Knowledge of recommendations for career counseling and guidance. Identifying complex problems and reviewing related information to develop and evaluate options. Implementing solutions to problems in an appropriate and efficient manner. The ability to speak clearly to clients so that they may understand exactly what is said. The ability to arrange orders, actions, or documents in accordance with legal procedure and specifications for each client.

Inform clients or inmates of requirements of conditional release including regular office meetings, restitution payments, or any educational or employment stipulations that need to be met: Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of state laws, legal codes, court procedures, and government regulations. Speaking effectively to be able to convey information to others. This includes using appropriate legal terminology when addressing and speaking with clients. Being aware at all times of clients’ reactions, understanding why they are reacting in such a manner, and responding and taking action in an appropriate manner for each situation. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal action including warrants and arrests. Implementing solutions to problems in an appropriate and efficient manner. The ability to recognize the signs if there will likely be a problem with a client including a violent reaction, positive drug screen, or any violation of probation that could possibly warrant an arrest. The ability to identify and understand the speech of another person including clients who may speak English as a second language. The ability to thoroughly communicate ideas or information to clients who may or may not be under the influence of drugs or alcohol so that they may comprehend any legal procedures to follow. The ability to speak clearly to clients so that they may understand exactly what is said.

Provide field supervision of clients including curfew checks and home visits: Knowledge of relevant equipment, policies, procedures, and strategies to effectively promote local, state, and national security operations including arrests and drug screens. Being aware at all times of clients’ reactions, understanding why they are reacting in such a manner, and responding and taking action in an appropriate manner for each situation. The ability to recognize the signs if there will likely be a problem with a client including a violent reaction, positive drug screen, or any violation of probation that could possibly warrant an arrest. The ability to thoroughly communicate ideas or information to clients who may or may not be under the influence of drugs or alcohol so that they may comprehend any legal procedures to follow. The ability to speak clearly to clients so that they may understand exactly what is said.

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Determine and administer community-based sentences, such as electronically monitored home detention: Knowledge of relevant equipment, policies, procedures, and strategies to effectively promote local, state, and national security operations including arrests and drug screens. Being aware at all times of clients’ reactions, understanding why they are reacting in such a manner, and responding and taking action in an appropriate manner for each situation. Identifying complex problems and reviewing related information to develop and evaluate options. The ability to speak clearly to clients so that they may understand exactly what is said.

Use discretion to plan or administer spontaneous site on scene or home arrests for non-compliant clients: Knowledge of state laws, legal codes, court procedures, and government regulations. Knowledge of relevant equipment, policies, procedures, and strategies to effectively promote local, state, and national security operations including arrests and drug screens. Being aware at all times of clients’ reactions, understanding why they are reacting in such a manner, and responding and taking action in an appropriate manner for each situation. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal action including warrants and arrests. Identifying complex problems and reviewing related information to develop and evaluate options. The ability to recognize the signs if there will likely be a problem with a client including a violent reaction, positive drug screen, or any violation of probation that could possibly warrant an arrest. The ability to thoroughly communicate ideas or information to clients who may or may not be under the influence of drugs or alcohol so that they may comprehend any legal procedures to follow. The ability to speak clearly to clients so that they may understand exactly what is said. The ability to arrange orders, actions, or documents in accordance with legal procedure and specifications for each client.

Close cases within time constraints making sure all restitution is paid and requirements are met: Knowledge of basic computer systems including Microsoft word, Case Management System, Offender Management System, Excel, and navigation of internet. The ability to arrange orders, actions, or documents in accordance with legal procedure and specifications for each client.

Disclose information and communicate with supervisor when job specificities are unclear: Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar. Speaking effectively to be able to convey information to others. This includes using appropriate legal terminology when addressing and speaking with clients. The ability to identify and understand the speech of another person including clients who may speak English as a second language. The ability to seek advice or ask for clarity from co-workers of supervisor when unsure of a certain task of the job.

Attend mandatory three-week intensive educational and physical training upon hire: Understanding written sentences and paragraphs in work related documents. The ability to identify and understand the speech of another person including clients who may

19

speak English as a second language. The ability to be in sufficient physical health in order to complete basic physical tactical training to learn defense and detainment mechanisms.

Satisfy forty additional hours of required training per year: Understanding written sentences and paragraphs in work related documents. The ability to identify and understand the speech of another person including clients who may speak English as a second language. The ability to be in sufficient physical health in order to complete basic physical tactical training to learn defense and detainment mechanisms.

The job description included essential tasks and KSAs used in this linkage exercise.

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Job Description

Job Title: Adult Probation/Parole Officer

General summary of responsibilities: Work with individuals, over the age of eighteen, who have either been sentenced to serve probation rather than being incarcerated, or who are subsequently sentenced to probation after serving incarceration for breaking the law. Some tasks of an Adult Probation/Parole Officer include drug screening clients, managing and closing cases in a timely manner, attending court hearings, making probationary recommendations and sentencing recommendations to the judge, and meeting and tracking progress of each client monthly.

Tasks

Interview clients regularly to evaluate progress in reaching goals and meeting terms specified in probation contract and rehabilitation plans.

Discuss with clients (offenders) how addictions, such as drug and alcohol abuse, anger management, or mental health issues might have caused or assisted in criminal behavior.

Verify compliance with substance abuse treatment programs or probation contracts by administering random and scheduled drug and alcohol screens to clients.

Follow proper protocol and procedure when administering drug screens to ensure all Deoxyribonucleic Acid agrees with client.

Maintain case folders for each client to keep status up to date. Check messages to address concerns by returning calls to clients, attorneys, treatment

facilities, and prisons. Issue bench warrants for clients who have violated probation. Prepare and sustain reports describing progress of clients to track completion of required

court orders. Attend violation hearings and testify regarding clients’ background, violation history, and

recommended sentencing. Initiate court action in response with noncompliance of probation or parole contract. Prepare recommendations to master or judge determining further action of client; if

further legal action needs to be taken. Address issues for clients with specific needs and arrange for medical, mental health, or

substance abuse treatment. Inform clients or inmates of requirements of conditional release including regular office

meetings, restitution payments, or any educational or employment stipulations that need to be met.

Provide field supervision of clients including curfew checks and home visits. Determine and administer community-based sentences, such as electronically monitored

home detention. Use discretion to plan or administer spontaneous site on scene or home arrests for non-

compliant clients. Close cases within time constraints making sure all restitution is paid and requirements

are met.

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Disclose information and communicate with supervisor when job specificities are unclear.

Attend mandatory three-week intensive educational and physical training upon hire. Satisfy forty additional hours of required training per year.

Knowledge

Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar.

Knowledge of state laws, legal codes, court procedures, and government regulations. Knowledge of relevant equipment, policies, procedures, and strategies to effectively

promote local, state, and national security operations including arrests and drug screens. Knowledge of basic computer systems including Microsoft word, Case Management

System, Offender Management System, Excel, and navigation of internet. Knowledge of principles, methods, and procedures for diagnosis, treatment, and

rehabilitation of physical and mental disorders. Knowledge of recommendations for career counseling and guidance.

Skills

Speaking effectively to be able to convey information to others. This includes using appropriate legal terminology when addressing and speaking with clients.

Understanding written sentences and paragraphs in work related documents. Being aware at all times of clients’ reactions, understanding why they are reacting in such

a manner, and responding and taking action in an appropriate manner for each situation. Using logic and discretion to determine solutions in accordance with each client

regarding court recommendations, treatment, or further legal action including warrants and arrests.

Identifying complex problems and reviewing related information to develop and evaluate options.

Implementing solutions to problems in an appropriate and efficient manner.

Abilities

Ability to recognize the signs if there will likely be a problem with a client including a violent reaction, positive drug screen, or any violation of probation that could possibly warrant an arrest.

Ability to identify and understand the speech of another person including clients who may speak English as a second language.

Ability to thoroughly communicate ideas or information to clients who may or may not be under the influence of drugs or alcohol so that they may comprehend any legal procedures to follow.

Ability to speak clearly to clients so that they may understand exactly what is said. Ability to arrange orders, actions, or documents in accordance with legal procedure and

specifications for each client.

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Ability to seek advice or ask for clarity from co-workers of supervisor when unsure of a certain task of the job.

Ability to be in sufficient physical health in order to complete basic physical tactical training to learn defense and detainment mechanisms.

Qualifications

Must have at least a Bachelor’s Degree.

Experience

Previous work-related skill, knowledge, or experience is not required, but recommended, for this occupation.

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References

Bureau of Labor Statistics Online. (2014). Probation Officer. Retrieved from

http://www.bls.gov/ooh/community-and-social-service/probation-officers-and-

correctional-treatment-specialists.htm#tab-2 on 12 Nov. 2014.

O*NET Online. (2014). Probation Officer. Retrieved from

http://www.onetonline.org/link/summary/21-1092.00 on 30 Sept. 2014.

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Appendix AO*NET Adult Probation/Parole Officer Summary Report

Summary Report for: 21-1092.00 - Probation Officers and Correctional Treatment SpecialistsProvide social services to assist in rehabilitation of law offenders in custody or on probation or parole. Make recommendations for actions involving formulation of rehabilitation plan and treatment of offender, including conditional release and education and employment stipulations.

Sample of reported job titles: Probation Officer, Juvenile Probation Officer, Probation and Parole Officer, Correctional Counselor, Deputy Probation Officer (DPO), Parole Agent, Parole Officer, Probation Counselor, Adult Probation Officer, Deputy Juvenile Officer

Tasks Interview probationers and parolees regularly to evaluate their progress in accomplishing

goals and maintaining the terms specified in their probation contracts and rehabilitation plans.

Recommend remedial action or initiate court action in response to noncompliance with terms of probation or parole.

Administer drug and alcohol tests, including random drug screens of offenders, to verify compliance with substance abuse treatment programs.

Prepare and maintain case folder for each assigned inmate or offender. Discuss with offenders how such issues as drug and alcohol abuse and anger management

problems might have played roles in their criminal behavior. Conduct prehearing and presentencing investigations and testify in court regarding

offenders' backgrounds and recommended sentences and sentencing conditions. Inform offenders or inmates of requirements of conditional release, such as office visits,

restitution payments, or educational and employment stipulations. Write reports describing offenders' progress. Arrange for medical, mental health, or substance abuse treatment services according to

individual needs or court orders. Supervise people on community-based sentences, such as electronically monitored home

detention, and provide field supervision of probationers by conducting curfew checks or visits to home, work, or school.

Knowledge Law and Government - Knowledge of laws, legal codes, court procedures, precedents,

government regulations, executive orders, agency rules, and the democratic political process.

Psychology - Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.

Public Safety and Security - Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.

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English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Therapy and Counseling - Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance.

Sociology and Anthropology - Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures and their history and origins.

Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Education and Training - Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.

Skills Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses

of alternative solutions, conclusions or approaches to problems. Social Perceptiveness - Being aware of others' reactions and understanding why they

react as they do. Speaking - Talking to others to convey information effectively. Active Listening - Giving full attention to what other people are saying, taking time to

understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Writing - Communicating effectively in writing as appropriate for the needs of the audience.

Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Coordination - Adjusting actions in relation to others' actions.

Abilities Problem Sensitivity - The ability to tell when something is wrong or is likely to go

wrong. It does not involve solving the problem, only recognizing there is a problem. Oral Comprehension - The ability to listen to and understand information and ideas

presented through spoken words and sentences.

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Oral Expression - The ability to communicate information and ideas in speaking so others will understand.

Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

Speech Recognition - The ability to identify and understand the speech of another person.

Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.

Speech Clarity - The ability to speak clearly so others can understand you. Written Comprehension - The ability to read and understand information and ideas

presented in writing. Written Expression - The ability to communicate information and ideas in writing so

others will understand. Near Vision - The ability to see details at close range (within a few feet of the observer).

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Appendix BJob Analysis Interview Questions

INTERVIEW QUESTIONNAIREJOB ANALYSIS

Name: _______________________________________________

Job Title: _____________________________________________

How Long In This Role: ____________________________________

1.) If you divided your job into major functions, what would they be?

2.) What are the major job responsibilities?

3.) Describe a typical day on the job from the beginning of the shift to the end. How much

time do you spend doing each thing?

4.) Are there any activities that do not necessarily happen every day that you consider an

important part of your job?

5.) Who are the other people that you work with on the job? In what ways do you interact?

(Peers, Subordinates, Supervisors)

Peers:

Subordinates:

Supervisors:

6.) What are the biggest challenges or problems faced on the job for both new and

experienced employees? Why are they challenges or problems?

For new employees:

For experienced employees:

7.) Think of the best performing person you have seen in this job. What makes this person a

better than average performer?

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8.) Think of the worst performing person you have seen in this job. What makes this person

a worse than average performer?

9.) What kinds of errors or mistakes can someone in this job make? What are the

consequences?

10.) If you were asked to hire a new person for the job, what would you look for?

What kind of knowledge, skills, abilities, or other characteristics would be required?

11.) What types of formal/classroom training and on-the-job training do employees in

this job receive?

When first hired:

On going (e.g. annual):

12.) Can you give critical incidents (example situations) of exceptionally good or poor

performance? (Situation, Action, Result)

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Appendix CJob Analysis Questionnaire

Adult Probation/Parole Officer Job Analysis Questionnaire

Statement of Informed Consent:

Your participation in this questionnaire is voluntary. No personal information of any kind will be

asked for or recorded. The information will be collected for educational purposes only and your

responses will not have any direct or indirect administrative impact. There are no known or

foreseeable risks associated with participating.

Purpose:

The purpose of this questionnaire is to gather information about the job of an adult

probation/parole officer. This information will be used in developing a job specification and

description for the job of an adult probation/parole officer. The results will be presented as part

of a class project for Advanced Industrial Psychology (PSY560-80). If you have any questions

please contact Amanda Green at: [email protected].

There are five parts to this questionnaire. The first four parts include a series of statements

related to tasks, knowledge, skills, and abilities required to effectively perform the job of an adult

probation/parole officer. You will be required to provide ratings of these statements on two

dimensions, importance and frequency. The fifth part provides open space for written comments

on areas that you may think of as important, but may not be covered in the questionnaire. This

questionnaire was constructed such that 20 minutes should be adequate to complete it, but there

is no time limit.

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Part I: Instructions

Please read each of the following statements carefully and indicate your response in the appropriate cells for:

Importance of each task statement in performing you job Frequency of doing each task on the job

Description (Tasks)Importance

0-Unimportant1-Important2-Essential

Frequency

0-Never Perform1-Rarely Perform2-Occasionally Perform3-Frequently Perform

1. Interview clients regularly to evaluate progress in reaching goals and meeting terms specified in probation contract and rehabilitation plans.

2. Discuss with clients (offenders) how addictions, such as drug and alcohol abuse, anger management, or mental health issues might have caused or assisted in criminal behavior.

3. Verify compliance with substance abuse treatment programs or probation contracts by administering random and scheduled drug and alcohol screens to clients.

4. Follow proper protocol and procedure when administering drug screens to ensure all Deoxyribonucleic Acid agrees with client.5. Maintain case folders for each client to keep status up to date.6. Check messages to address concerns by returning calls to clients, attorneys, treatment facilities, and prisons.7. Issue bench warrants for clients who have violated probation.8. Prepare and sustain reports describing progress of clients to track completion of required court orders.9. Attend violation hearings and testify regarding clients’ background, violation history, and recommended sentencing.10. Initiate court action in response with noncompliance of probation or parole contract.11. Prepare recommendations to master or judge determining further action of client if further legal action needs to be taken.12. Address issues for clients with specific needs and arrange for medical, mental health, or substance abuse treatment.

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13. Inform clients or inmates of requirements of conditional release including regular office meetings, restitution payments, or any educational or employment stipulations that need to be met.

14. Provide field supervision of clients including curfew checks and home visits.

15. Determine and administer community-based sentences, such as electronically monitored home detention.

16. Use discretion to plan or administer spontaneous site on scene or home arrests for non-compliant clients.

17. Close cases within time constraints making sure all restitution is paid and requirements are met.

18. Disclose information and communicate with supervisor when job specificities are unclear.19. Attend mandatory three-week intensive educational and physical training upon hire.

20. Satisfy forty additional hours of required training per year.

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Part II: InstructionsPlease read each of the following knowledge statements carefully and indicate your response in the appropriate cells for:

Importance of each knowledge statement in performing your job Frequency of using these content areas on the job

Description (Knowledge)Importance


Frequency

0-Never Use1-Rarely Use2-Occasionally Use3- Frequently Use

1. Knowledge of the English Language including the meaning and spelling of words, rules of composition, and grammar.2. Knowledge of state laws, legal codes, court procedures, and government regulations.3. Knowledge of relevant equipment, policies, procedures, and strategies to effectively promote local, state, and national security operations including arrests and drug screens.4. Knowledge of basic computer systems including Microsoft word, Case Management System, Offender Management System, Excel, and navigation of internet.


6. Knowledge of recommendations for career counseling and guidance.

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Part III: InstructionsPlease read each of the following skill statements carefully and indicate your responses in the appropriate cells for:

Importance of each skill in performing your job Frequency of using each skill on the job

Description (Skills)Importance


Frequency

0-Never Use1-Rarely Use2-Occasionally Use3-Frequently Use

1. Speaking effectively to be able to convey information to others. This includes using appropriate legal terminology when addressing and speaking with clients.2. Understanding written sentences and paragraphs in work related documents.3. Being aware at all times of clients’ reactions, understanding why they are reacting in such a manner, and responding and taking action in an appropriate manner for each situation.4. Using logic and discretion to determine solutions in accordance with each client regarding court recommendations, treatment, or further legal action including warrants and arrests.5. Identifying complex problems and reviewing related information to develop and evaluate options.


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Part IV: InstructionsPlease read each of the following ability statements carefully and indicate your responses in the appropriate cells for:

Importance of each ability when performing your job Frequency of using each ability on the job

Description (Abilities)Importance


Frequency

0-Never Use1-Rarely Use2-Occasionally Use3-Frequently Use


2. Ability to identify and understand the speech of another person including clients who may speak English as a second language.3. Ability to thoroughly communicate ideas or information to clients who may or may not be under the influence of drugs or alcohol so that they may comprehend any legal procedures to follow.

4. Ability to speak clearly to clients so that they may understand exactly what is said.5. Ability to arrange orders, actions, or documents in accordance with legal procedure and specifications for each client.6. Ability to seek advice or ask for clarity from co-workers of supervisor when unsure of a certain task of the job.


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Part V: InstructionsIn the space provided below please indicate in detail any job relevant information that was not covered in the questionnaire.

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________

Thank you for your participation!

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Job Analysis Report

Documents

Transcript of Job Analysis Report