CORRECTIONAL RECORDS SUPERVISOR - West 2 Tacoma Records

State of Washington•Pierce County – Tacoma, WA

4d•Hybrid

About The Position

The Department of Corrections (DOC) is seeking a highly motivated and qualified individual for a permanent Correctional Records Supervisor (CRS) within the Tacoma Regional Records Office. This position is a full-time, permanent position located in the Tacoma Community Justice Center (CJC) in Tacoma, WA. The Records Division mission is to accurately apply legal document information for the Department of Corrections (DOC), the public and individuals so they can trust the established jurisdiction for those in our care and custody and for the community. As the Correctional Records Supervisor, (CRS), the incumbent will plan, organize, implement work methods, work schedules, evaluate, assign and direct work activities/priorities of lower-level correctional records staff. The CRS will directly supervise staff as well as act as the technical expert regarding incarcerated and supervised individuals’ records by ensuring compliance with appropriate Washington State RCW’s, WACs, Federal Regulation and/or case law. The position-holder is a subject matter expert in the application of laws, regulations and court decisions when evaluating the accuracy of individuals sentencing requirements and other critical data elements in OMNI to ensure accurate sentence calculations. They must maintain proficiency in current laws, regulations, policies and procedures regarding incarcerated and supervised individuals sentence structure time accounting (SSTA). In addition to current and new laws, they must maintain institutional knowledge for strategic insight, role updates and technical guidance. The incumbent will oversee and liaison multi-division work for Prison, Reentry, Partial Confinement and the Community Custody Divisions. This position plays a vital role in improving public safety by creating processes to ensure that incarcerated individuals are released from confinement and supervision accurately. As a custodian of individuals’ records, the CRS operates and ensures the West 2 Tacoma Records Office follows all laws, agency policy and records processes. The incumbent is responsible for developing and/or revising work procedures and job-aids to train and onboard Correctional Records Technicians (CRTs) and Correctional Records Technician Leads (CRTLs). The CRS will conduct quality assurance audits of incarcerated and supervised individuals’ records to validate accuracy, completeness and integrity of the sentence as ordered by the court by reviewing the work of lower-level staff and use independent judgment to accomplish these assignments. The incumbent will maintain and monitor both the electronic and physical records of the incarcerated and supervised individuals. The incumbent must obtain and maintain ACCESS certification after employment.

Requirements

High School diploma or equivalent.
Five (5) years of experience auditing, maintaining, processing, entering, clarifying and/or calculating sentence structure for individuals’ legal records.
College-level coursework in criminal justice, business administration, accounting, social science or a related field will substitute, year for year, for up to two (2) years of experience.
Intermediate Skill Level in Microsoft programs.
Must respect and maintain confidentiality.
Experience creating, maintaining and implementing work methods and setting priorities.
3 or more years of demonstrated entry, auditing and reconciliation of SSTA in the departments individual’s electronic database.

Nice To Haves

One or more years of lead or supervisory experience of lower-level staff.
Experience in workgroups for developing computer-based applications.
Demonstrated knowledge of Washington sentencing laws, DOC supervision types and applicable laws.
DOC Policy to ensure DOC jurisdiction.
Knowledge of DOC Tolling and the rules associated with it.
Knowledge of Revoke and Return sentence calculations and the rules associated with it.
Knowledge of department policies, violations, hearings, violations, criminal conviction process and warrants.

Responsibilities

Supervise, recruit, coach, oversee, and mentor the Correctional Records Technicians and Correctional Records Technician Lead(s) by operating and managing the West 2 Tacoma Records Office.
Operate and ensure the West 2 Tacoma Records Office follows all laws, agency policy and records processes.
Use senior knowledge and experience to oversee and liaison multi-divisional work for Prison, Reentry, Partial Confinement, and the Community Custody Divisions.
Supervise the CRTLs/CRT(s) in the West 2 Tacoma Records Office.
Coach and mentor staff.
Provide onboarding and continued on-the-job training for staff on the use of Offender Database System (OMNI), SSTA entry/audits, the application of the Revised Code of Washington (RCW’s), DOC Policy, Records Processes, updated case law, public disclosure laws, and criminal history record information laws.
Continue to assess training needs of staff.
Work along with the CRTL(s) to arrange, provide instruction with job-aids and examples to fulfill their training needs.
Conduct quality control audits of the work completed by the CRTs and CRTL(s).
Implement operational adjustments.
Track and report monthly established metrics for statistical data for the West 2 Tacoma Records Office.
Maintain Terminal Access Coordinator (TAC) II certification or delegate for West 2 Tacoma Records Office.
Requisition device IDs for staff within office. And as authorized for other divisions.
Maintain WSP portal for incoming notices and corrections.
Conduct and pass WSP audits for continued use of OMNIXX.
Log on ID (LID) Coordinator or delegate for information security for those requiring system access on the DOC network for West 2 Tacoma Records Office.
Oversight of Incarcerated Reentry and other Partial Confinement Individuals Earned Release Dates (ERDs), Projected Release Dates (PRDs), Law Enforcement/Victim Services Notifications, Releases and the jurisdictional entry of judgement and sentences, resentences, modifications, vacates and other court orders.
Ensure the West 2 Tacoma Records Office follows all laws, agency policy and records processes.
Conduct quality assurance audits for both the partial confinement individual’s confinement SSTA and judgment & sentence entry by the West 2 Tacoma Records Office to validate jurisdiction, accuracy, completeness and integrity of the data as ordered by the court.
Maintain institution knowledge of strategic insight, role updates, and technical guidance.
Ensure the contents of incarcerated individuals records are legal, accurate and secure.
Prioritize incarcerated individuals central file SSTA QA audits by ERD/PRD.
As the technical expert, verify completeness and accuracy relating to the individual’s confinement sentence by conducting quality assurance (QA) audits.
Audit database information and incarcerated individual’s records against source documents.
Validate established PRD and sign order of release for final release from partial confinement.
Apply Supreme, Appellate, and Superior court decisions, RCWs, and Indeterminate Sentence Review Board.
Conduct immediate releases.
Establish and validate agency jurisdiction.
Follow and apply restoration of good conduct time for Incarcerated Partial Confinement individuals.
Monitor Earned Time awarded and denied for Incarcerated Partial Confinement individuals.
Request return to total confinement for incarcerated Partial Confinement individuals.
Enter Judgement and Sentences, modification, vacates and other court orders.
Maintain electronic and physical files.
Enter and quality control new sentences, sentence modifications, vacates, resentences and information into the department’s electronic OMNI database.
Research, interpret and enter into OMNI from out of State (FOS) SSTA for supervision in Washington State.
Resolve problems that relate to sentence computations and time accounting.
Utilize, update, and maintain databases and programs.
Scan and index court and DOC documents into OnBase Imaging System.
Send and receive, maintain, and archive central/medical files.
Maintain confidentiality of information.
Troubleshoot and perform root cause analysis on identified errors in OMNI.
Verify identification of incarcerated individuals.
Provide effective communication and thorough and timely processing of requests.