Correctional Records Supervisor

State of Washington•Thurston County – Tumwater, WA

2d•$4,866 - $6,542•Hybrid

About The Position

The Washington State Department of Corrections, Office of the Deputy Secretary – Comprehensive Case Management Unit is searching for a dynamic and professional Correctional Records Supervisor to join the Law Enforcement Notification / End of Sentence Review (LEN-ESR) Program. This position is responsible for providing essential support, maintaining specialized knowledge regarding requests for dissemination of records/information, and serving as the Public Disclosure coordinator for the unit. The role requires strong organizational and collaborating skills to communicate with diverse stakeholders, build and maintain professional relationships with DOC staff, criminal justice partners, victims, and citizens.

Requirements

High school diploma or equivalent.
Five (5) years of experience maintaining and processing adult offender records; treatment files; medical files; state hospital files; parole and field supervision files; confinement facility files; counselor/slough files; juvenile offender records and files; federal records and documents; confidential investigative records; CPS files; full prosecutor and clerk files; and law enforcement agency records/files.
Working knowledge of the End of Sentence Review process as well RCW 71.09, 72.09.345 4.24.550, and 9A.44.130 and other applicable laws and ordinances.
Within 6 months of hire: Certification (Level 1) Washington State Patrol ACCESS.
Demonstrated competency in Community Relationships - Participates in the formation and maintenance of successful relationships with criminal justice partners and community resources.
Demonstrated competency in Observation - Observes and strategizes personal action based on environmental conditions and human behavior.
Demonstrated competency in Technology - Proficient use of personal computers and work-related programs and equipment, including but not limited to Microsoft Office programs, OMNI, OBTS, Gatekeeper, OnBase (and other Imaging systems, Adobe, SharePoint, and scanners.
Demonstrated competency in Stress Tolerance - Remains calm and rational while handling difficult situations to include, but not limited to, volatile, threatening, or other crisis/emergency situations. Expertly intervenes in response to threats.
Demonstrated competency in Professional Standards - Knows and applies relevant law, policy, procedure, and practice. Adheres to productivity standards and timelines established by law and policy. Identifies own training needs and proactively seeks training opportunities.
Demonstrated competency in Adaptability - Incorporates new information into an existing framework of understanding. Accepts change and supports the Agency through changes in law, policy, and procedure.
Demonstrated ability to read, discuss, and process very detailed and graphic information (violent/sexually motivated offenses and/or homicide) daily.

Nice To Haves

College-level course work in criminal justice, business administration, accounting, social science or a related field will substitute, year for year, for up to two (2) years of the required five (5) years of experience.
1-year previous supervisory experience.
Demonstrate ability to review and verify sentence structure and criminal history information to ensure that those contents of an offender’s records are legal, accurate, and maintained in secure setting.
Demonstrate ability to review and verify criminal history information to ensure that the offender has registration requirements and is required to be reviewed by the End of Sentence Review Committee.

Responsibilities

Manages the Records Unit within the Law Enforcement Notification / End of Sentence Review Program, supervising three Correctional Records Technicians, including hiring, training, assigning, and auditing tasks.
Trains staff on offender database systems, Public Disclosure laws (RCW 42.17), Criminal History Record Information laws (RCW 10.97), and implementation of operational responsibilities due to changes in law, court decisions, administrative regulations, and departmental policy.
Monitors ESRC referral status, ESR file set-up, assignment, organization, updating, and archiving; scanning and conversion of hard copy data to PDF and the OnBase Imaging System; and redaction/dissemination of ESR materials.
Evaluates employee performance and prepares performance appraisals; resolves staff issues, recognizes employees, and counsels employees in work-related activities and career development.
Supports the ESRC by investigating, requesting, and compiling necessary documentation for committee review and DOC law enforcement notification per RCW 72.09.345 and RCW 4.24.550.
Serves as the liaison between the Law Enforcement Notification programs and DOC field, institution, public disclosure, and records staff, as well as law enforcement agencies and the Washington State Records Center.
Utilizes technical expertise to interpret and explain applicable laws, rules, regulations, policies, and procedures; monitors program activities for compliance and maintains knowledge of current directives, policies, field instructions, WACs, and RCWs.
Communicates and collaborates with staff and outside agencies on interpretation of and/or compliance with departmental policies and procedures, division directives, and state/federal statutes pertaining to sex/violent offenders and the statewide End of Sentence Review and Law Enforcement Notification programs.
Independently determines eligibility and requests referrals for ESRC assessment and serves as primary contact for OMNI registration screen updates.
Consults with programmers and provides assistance in developing, testing, and implementing agency-wide offender tracking systems.
Testifies in court as an expert witness regarding the validity of offender records and identity.
Responds to public disclosure, discovery, and law enforcement dissemination requests for End of Sentence Review Committee and Law Enforcement Notification program file material while maintaining confidentiality.
Coordinates redaction of End of Sentence Review program records per the Sinka Decision for Community Custody Board cases.
Assists the Communications Department with incoming requests pertaining to the Law Enforcement Notification and End of Sentence Review programs and/or sex/violent offender information.
Collaborates with the Agency Records Officer and establishes/maintains End of Sentence Review file retention schedule.
Manages hardcopy file retention per established schedule, utilizing GateKeeper system to transfer file material to the State Records Center.
Reviews destruction notices from the State Records Center and responds appropriately regarding all End of Sentence Review files.
Administers Offender Watch for the department, including creating accounts, resetting passwords, training staff, and supporting other state agencies.
Participates in Offender Watch quarterly meetings with other users.
Provides essential support to the Law Enforcement Notification / End of Sentence Review to other members of the management team.
Maintains specialized knowledge and provides technical advice and information to internal and external agency staff regarding the Law Enforcement Notification / End of Sentence Review programs and the multi-agency End of Sentence Review Committee’s operations, processes, policies, and statutes.
Assists with routine program matters, utilizing independent judgment and problem-solving skills to address Offender Release Plan investigation concerns.
Assists with ESRC and other program-related meetings.
Assists with the development and presentation of statewide informational trainings relative to the Law Enforcement Notification and End of Sentence Review programs and ESRC.
Analyzes and provides input regarding program-related policies, statutes, and WAC.
Performs other duties as assigned and directed by the Law Enforcement/End of Sentence Review Program Administrator.