Correctional Records Supervisor
Employee and Operational Support Division | West 2 Tacoma Records
Full Time | Permanent
Location: Tumwater, WA
Salary Range: $5,259 - $7,066 Monthly
This position is eligible to telework. Travel may be required for trainings and/or meetings.
This position is represented by the Washington Federation of State Employees bargaining unit.
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.
A completed application packet will include:
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A Letter of Interest regarding your interest in this position with our agency
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A detailed resume
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Three professional references
Incomplete application packages may disqualify an applicant from the application process.
We are looking for evidence in your application materials that you have the experience, skills, and abilities indicated in this job posting. Qualified applicants whose responses most closely match the requirements of this position may be invited to interview. Carefully review your application before submitting. All information may be verified, and documentation may be required. The initial screening will be solely based on the contents and completeness of the application materials submitted.
We are looking for teammates who share our vision of public service, committed to an equitable and inclusive culture that fosters and inspires excellence, while promoting innovation, engagement, and safety, leading to better outcomes for our incarcerated population, our agency, and our community.
As the Correctional Records Supervisor, some of your duties will include:
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.
What we need (required qualifications):
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High School diploma or equivalent.
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Five (5) years of experience auditing, maintaining, processing, entering, clarifying and/or calculating sentence structure for individuals’ legal records. *(see below for definition of records)
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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.
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Intermediate Skill Level in Microsoft programs.
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Must respect and maintain confidentiality.
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Experience creating, maintaining and implementing work methods and setting priorities.
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3 or more years of demonstrated entry, auditing and reconciliation of SSTA in the departments individual’s electronic database.
NOTE: Incarcerated or supervised individual records are defined as records containing certified copies of original documents relating to the individual’s crime and sentence. An individual's records are not property files, grievance files, administrative files, treatment files, medical files, slough files, parole files, counselor files or custody files.
What will make your application stand out (preferred qualifications):
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One or more years of lead or supervisory experience of lower-level staff.
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Experience in workgroups for developing computer-based applications.
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Demonstrated knowledge of Washington sentencing laws, DOC supervision types and applicable laws.
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DOC Policy to ensure DOC jurisdiction.
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Knowledge of DOC Tolling and the rules associated with it.
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Knowledge of Revoke and Return sentence calculations and the rules associated with it.
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Knowledge of department policies, violations, hearings, violations, criminal conviction process and warrants.
Special Requirements/Conditions of Employment:Vision: Working together for safer communities.
Mission: Improving public safety by positively changing lives.
Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.
Our Core Values:
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Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.
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Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
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People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
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Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
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Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.
DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, gender expression, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.
IMPORTANT NOTES:
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This recruitment may be utilized to fill more than one position.
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Please include a minimum of three (3) professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.
**Please note: Phone number AND email address are required for all professional references. -
A background check including criminal record history will be conducted prior to a new hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
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Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
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We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration.
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Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
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Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
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Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.
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Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. You may request the required evaluation/documentation from www.wes.org and www.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.
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DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
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DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.
Telework Details
This position may be allocated for telework. If authorized for the role, work may be performed from your home or another offsite location within the state of Washington using a reliable internet or cellular hotspot service at that time. Employees are expected to perform assigned duties in a safe manner, to take proper care all state-issued equipment, and maintain confidentiality of all information in possession while working offsite. Employees will be required to commute to a Department of Corrections facility or field office as business requires, to potentially include components of the onboarding process. Some offices will have a “drop in” area available, however, a dedicated workspace within a DOC facility will not be provided.
What We Offer:
As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:
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Remote/telework/flexible schedules (depending on position)
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Up to 25 paid vacations days a year
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8 hours of paid sick leave per month
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12 paid holidays a year
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Generous retirement plan
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Flex Spending Accounts
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Dependent Care Assistance
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Deferred Compensation and so much more!
PERS: State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
For questions about this recruitment, or to request reasonable accommodation in the application process, please email
[email protected] or call us at 360-515-8622. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.
