Corrections Records Supervisor

Travis County•Austin, TX

2d•Onsite

About The Position

The Corrections Records Supervisor coordinates the processing, organization, storage, retrieval, and maintenance of inmate records and files in accordance with applicable policies and regulations. The position serves as a liaison between the court system and the Travis County Sheriff’s Office Corrections Bureau, handles records requests, and ensures timely and accurate processing of orders related to inmate incarceration, release, and transfer. The supervisor is the on-duty lead for Corrections Specialists working in the Travis County Jail Records Department. This role supervises and coordinates Records unit staff, including assigning work, setting performance goals, training, resolving problems, monitoring workflow and deadlines, evaluating performance, and recommending personnel actions. It develops records-related requirements, system documentation, workflows, policies, procedures, training, data-quality controls, and annual work-plan goals. The supervisor monitors records and systems for accuracy, audits data, analyzes operational needs, resolves discrepancies, and recommends process and cost improvements. The position oversees inmate status records throughout intake, Counsel at First Appearance (CAFA) magistration, housing, release, and transfer. It receives and stores documentation from arresting agencies, courts, and other parties; coordinates records retention and authorized disposal; processes requests and prepares reports; and coordinates off-site storage and destruction. The supervisor also acts as a liaison with courts, pretrial, and related departments, assists with budget development, determines resource needs, and manages vendor relationships and purchasing requisitions. The position is based in Austin, Texas, with the Travis County Sheriff’s Office. Shift work is required, with hours depending on the assigned shift. A flexible schedule may be needed to meet departmental needs during assigned hours and after-hours coordination. Employees may be assigned to business continuity efforts outside their normal job functions. Required background and screening checks include criminal, credit, driving, education, and employment checks, as well as TCOLE, physical, drug, alcohol, and psychological exams.

Requirements

Bachelor’s degree in Records Management, Public Administration, Business Administration, Library and Information Sciences, or a directly related field, plus four years of professional records management experience, including one year of supervisory or management experience; or an equivalent combination of education and experience.
Must be a U.S. citizen.
Must currently hold or be able to obtain a Texas Commission on Law Enforcement Basic Jailer License within one year of employment.
Attach a resume to the online application.
Knowledge of supervisory principles, practices, and techniques; applicable federal, state, local, and county records-management laws and guidelines; information and records sources; records-management practices and technologies; retention schedules; computer equipment and office applications; and business writing and report preparation.
Skill in interpreting written, verbal, diagram, and schedule instructions; basic arithmetic; evaluating documents; problem-solving and decision-making; records inventory and research; project management; customer service; and verbal and written communication.
Ability to communicate effectively; plan, assign, motivate, and coordinate support staff work; conduct records inventories; train others; maintain databases; use and explain equipment, facilities, and files; assist with budget development; compile and analyze data; prepare clear reports, correspondence, and procedure manuals; interpret written materials and governmental regulations; make reasoned judgments; manage multiple tasks and activities; perform professionally in stressful environments; and maintain effective working relationships with staff, county employees and officials, outside agencies, clients, attorneys, judges, and the public.
Ability to lift or carry 20–50 pounds occasionally and perform the listed physical activities necessary for essential job functions.

Responsibilities

Supervise, plan, and direct Records unit staff; assign work, develop performance goals and standards, train employees, resolve problems, evaluate performance, monitor workflow and deadlines, and recommend personnel actions.
Develop user requirements, system documentation, workflow procedures, policies, and procedures; coordinate departmental training and complete assigned annual work-plan goals.
Develop data-quality internal controls, monitor and audit data, oversee system discrepancies, and recommend improvements based on changing business needs and cost-effective methods.
Monitor inmate status as individuals move through intake, CAFA magistration, housing, release, or transfer.
Receive and store documentation from arresting agencies, courts, and other parties regarding inmate incarceration and release.
Coordinate the organization, storage, and retrieval of jail records in accordance with federal, state, and local regulations.
Ensure coordination between the court system and jail records supports accurate release, transfer, and confinement of individuals in custody.
Ensure efficient and timely processing of submitted bail and bonds.
Assist with retention schedules and ensure records are disposed of as authorized.
Process incoming records requests, conduct research, and compile data for reports and responses.
Monitor data quality, identify discrepancies, and help maintain accurate records databases.
Prepare statistical and operational reports to support program planning and compliance.
Guide staff on records management policies and procedures.
Coordinate off-site records storage, retrieval, and destruction activities.
Serve as section liaison with the department, court system, pretrial, and related departments.
Assist with budget development; determine needs for equipment, technology, professional services, staffing, and other resources.
Manage vendor relationships and prepare purchase requisitions.
Perform other job-related duties as assigned.