Corrections Records Supervisor

Full Job Description

Coordinates the processing, organization, and maintenance of inmate records and files in compliance with established policies and regulations. Assists with record analysis to determine appropriate storage and retention of all records under their control. Acts as liaison between the court system and the Travis County Sheriff’s Office Corrections Bureau regarding pertinent documentation, orders, and other records. Serves as a point of contact for records requests and ensures timely and accurate responses. Ensure the timely and accurate processing of all orders regarding the incarceration, release, and transfer of inmates in custody. Serves as on duty supervisor for a team of Corrections Specialist working various assignments within the Travis County Jail Records Department.

Distinguishing Characteristics
This is the second in a series of record-related job classifications within the Travis County Jail Records Department. This classification is distinguished from Corrections Specialist in that it involves supervisory responsibility while focusing on technical coordination with assigned staff and various other Travis County Departments. This classification may require a flexible work schedule to meet the needs of the department during regularly assigned hours and after-hours needs regarding coordination between the court system, bonding, and jail records as needed.

Requirements

Supervises, plans, and directs staff members of the Records unit.

Assigns work, develops performance goals and standards, trains, resolves problems, evaluates performance, monitors workflow and deadlines, and makes personnel action recommendations.

Develops detailed user requirements, system documentation and workflow procedures. Plans and coordinates departmental training. Plans, writes, revises, and recommends policies and procedures.

Completes the development of assigned annual work plan goals for records program. Develops data quality internal controls. Monitors and audits data.

Analyzes changing business needs and how their effect on various systems and associated processes. Make recommendations for improvements. Analyzes and determines cost-effective methods and procedures.

Oversees discrepancies in systems.

Monitors the status of inmates in our custody as they move through Intake, Counsel at First Appearance (CAFA) Magistration, Housing, and eventual release or transfer.

Receive and store all documentation received from the arresting agency, courts, and other parties regarding an inmate’s incarceration and release.

Coordinates the organization, storage, and retrieval of jail records in accordance with Federal, State, and Local regulations.

Ensures coordination between the court system and jail records results in the accurate release, transfer, and confinement of all individuals within the custody of the Travis County Sheriff's Office.

Ensures the efficient and timely processing of all submitted bail and bonds.

Assists in maintaining retention schedules and ensures proper disposal of records as authorized.

Processes incoming records requests, conducts research, and compiles data for reports and responses.

Monitors data quality, identifies discrepancies, and assists in maintaining accurate records databases.

Prepares statistical and operational reports to support program planning and compliance.

Provides guidance to staff on records management policies and procedures.

Coordinates off-site records storage, retrievals, and destruction activities.

Acts as section liaison between the department, court system, pretrial, and other related departments.

Assists in budget development process. Determines the need for equipment, technology, professional services, staffing, and other resources. Manages vendor relationships, prepares requisitions for purchases.

Performs other job-related duties as assigned.

Qualifications

Education and Experience:
Bachelor’s degree in Records Management, Public Administration, Business Administration, Library and Information Sciences or a directly related field AND four (4) years of professional records management experience, including one (1) year of supervisory or management experience.
OR,
Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements:
Must currently hold or be able to obtain a Texas Commission on Law Enforcement Basic Jailer License within one year of employment.
Applicants are required to attach a resume with the online application.

Knowledge of:

• Supervisory principles, practices and techniques.
• Federal, State, Local and County laws, rules, regulations and guidelines applicable to records management.
• Sources of information and records, including public databases, governmental statistical data, and official States, County, and City data.
• Standard practices and techniques of records management, including file management techniques.
• Records retention schedules.
• Records and Information Management technologies.
• Computer equipment to include word processing, spreadsheets, databases and records management software applications.
• Business letter writing, grammar and punctuation, and report preparation.

Skill in:

• Interpreting a variety of instructions furnished in written, verbal, diagram or schedule form.
• Using basic arithmetic including calculating figures such as proportions, percentages, areas and volume.
• Evaluating value and type of documents.
• Problem-solving and decision-making.
• Conducting records inventory.
• Conducting research.
• Project management.
• Interacting with the public and providing customer service.
• Both verbal and written communication.

Ability to:

• Communicate effectively.
• Plan, assign, motivate and coordinate work of support staff.
• Conduct records inventory.
• Train others in records management.
• Maintain databases.
• Use and explain equipment, facilities and files.
• Assist in budget development process.
• Compile and analyze data, and write clear and comprehensive reports, business correspondence and procedure manuals.
• Read, analyze, and interpret general business periodicals, professional journals, technical procedures and governmental regulations.
• Reason and make judgments and decisions.
• Interpret a variety of instructions furnished in written, verbal, diagram, or schedule form.
• Manage time well and perform multiple tasks, and organize diverse activities.
• Perform in a stressful environment, while maintaining a professional manner.
• Research, compile, analyze, interpret and prepare a variety of memorandums or reports.
• Establish and maintain effective working relationships with departmental support staff, other County employees and officials, representatives of outside agencies, clientele, attorneys, judges and the general public.

Additional Information

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to standing, walking, carrying, sitting, repetitive motion, reaching, climbing stairs, bending, stooping, kneeling, crouching, crawling, pushing, pulling, balancing, client/customer contact, squatting, lifting moderately heavy equipment or boxes to perform the essential functions.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.

Work Hours: Shift Work; Hours depending on shift.

Department: Travis County Sheriff's Office

Location: Austin, TX 78701

TCOLE, Physical Exam, Drug Test, Alcohol Test, and Psychological Exam Required.

Criminal, Credit, Driving, Education, and Employment Background Checks Required.

For questions about this position, contact TCSO Recruiting at TCSO.Recruiting@traviscountytx.gov