Correctional Records Supervisor | Criminal Conviction Records

Full Job Description

Correctional Records Supervisor | Criminal Conviction Records

Full Time | Permanent

Salary Range: $4,960 - $6,665 Monthly

This is a telework/hybrid position. The candidate of choice may be required to work in the Tumwater, WA office upon request.

This position is represented by the Washington Federation of State Employees.

The Washington State Department of Corrections has a duty to ensure the security of offender records. As a custodian of these records, the Correctional Records Supervisor (CRS) within the Criminal Conviction Records (CCR) Unit ensures compliance with appropriate laws and agency policy.

The Correctional Records Supervisor contributes to the agency’s mission to improve public safety by entering, auditing, and interpreting the legal documents that hold sentenced individuals within the agency’s facilities and/or under the jurisdiction of the Department of Corrections for supervision within the community.

The CRS oversees the completion of the CCR and Supervision Screening Eligibility/Offender Release Plan (ORP) processes and their accuracy is critical due to the fiscal impact and potential liability to the agency.

The candidate of choice must be able to supervise and lead others as you will oversee correctional records staff and support each in their job performance. If you are experienced in OMNI, OnBase, and the correctional records process, we encourage you to apply!

A completed application packet will include:

• A cover letter regarding your interest for this position with our agency
• A detailed resume
• 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.

Requirements

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 a Correctional Records Supervisor, some of your duties will include:

• Managing and providing supervisory direction relating to operational effectiveness of a correctional records office which could look like:
  1. Directing and supervising lower-level correctional records office staff as well as the work of the records office
  2. Planning, assigning, and reviewing the work of the records staff
  3. Assessing training needs of staff and arrange for or provide instruction
  4. Responding to inquiries regarding records issues from facility staff and outside entities
  5. Evaluating employee performance and prepare performance expectations
  6. Resolving staff issues, recognize employees, and counsel employees in work-related activities and career development
• Reviewing and verifying sentenced individual’s sentence structure and criminal history information while completing CCR and Supervision Screening and ORP determination
• Maintaining electronic and physical files
• Providing effective communication and thorough and timely request processing
• Other duties as assigned, including yearly in-service training as assigned and conduct bi-weekly unit meetings

Qualifications

What we need (required qualifications):

• High School diploma or equivalent

Five (5) years of experience maintaining or processing sentenced individual records in an adult correctional agency.

* Sentenced individual records are defined as records containing certified copies of the original documents relating to the sentenced individual’s crime and sentence.

Sentenced individual records are not property files, grievance files, administrative files, treatment files, slough files, parole files, counselor files, or custody files.

College-level course work in criminal justice, or a related field will substitute, year for year, for up to two (2) years of experienceCollege-level course work in criminal justice, or a related field will substitute, year for year, for up to two (2) years of experience.

• In-Depth knowledge of OMNI and OnBase
• Two (2) years of experience supervising staff and overseeing daily office operations
• Must respect and maintain confidentiality
• Demonstrated ability to effectively communicate with co-workers, the public, and criminal justice agencies.
• Demonstrated ability to analyze and solve problems under highly stressful or adverse situations
• Observation - Observes and strategizes personal action based on environmental conditions and human behavior
• Technology - Learns and utilizes computer-based applications in the performance of job duties
• Stress Tolerance - Remains calm and rational while handling difficult situations including, but not limited to, volatile, threatening, or other crisis/emergency situations
• 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
• Adaptability - Incorporates new information into an existing framework of understanding. Accepts change and supports the Agency through changes in law, policy and procedure

What will make your application stand out (preferred qualifications):

• Ability to identify correct supervision type per sentencing documents
• Knowledge of criminal history document processing
• In-depth experience, knowledge, and understanding of Washington State felony and misdemeanor criminal law and convictions
• In-depth knowledge of Supervision Screening Eligibility and ORP Determination

Additional Information

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.

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:

• This recruitment may be utilized to fill more than one position.

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.
• Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.

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.

• 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.
• 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.

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.

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.

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

• 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.

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:

• Remote/telework/flexible schedules (depending on position)
• Up to 25 paid vacations days a year
• 8 hours of paid sick leave per month
• 12 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!

For questions about this recruitment, or to request reasonable accommodation in the application process, please email dochrebssrhrsupport@doc1.wa.gov . For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.