Records Management Supervisor | Regional Records

Full Job Description

Records Management Supervisor | Regional Records

Full Time | Permanent

Location: Headquarters | Tumwater, WA

Salary Range: $5,749 - $7,736 Monthly

This is a telework/hybrid position. The candidate of choice may work from anywhere within the state of Washington with a reliable internet connection. Travel may be required.

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

Are you a strategic leader who thrives in complex environments where accuracy and collaboration directly impact public safety?

The Washington State Department of Corrections is seeking a Records Management Supervisor (RMS) to help lead critical records and sentence calculation operations that support the agency’s mission to improve public safety by positively changing lives.

The Records Management Supervisor serves as a key resource to the Senior Director of Records, Hearings and Resentence, the Statewide Records Director, the Senior Records Manager, and the Records leadership team.

This position provides oversight and support to the four Regional Field Records Units and ensures accurate sentence calculations and time accounting for Partial Confinement releases, including Reentry, GRE/CPA/EMP programs, as well as the Revoke and Return Unit.

Through this work, the RMS helps ensure compliance with statutory and policy requirements governing Washington felony and misdemeanor sentencing, including modifications, resentences, and revocations.

In this role, the RMS provides subject matter expertise, project management, and organizational leadership to strengthen records processes and support informed decision-making.

The position analyzes complex issues, develops recommendations for leadership, and mitigates operational and public safety risk through training, coaching, quality assurance, and continuous process improvement.

The RMS directly supervises five Correctional Records Supervisors and leads strategic initiatives to improve Department of Corrections policies, records procedures, job aids, and employee development efforts that support succession planning.

Because Regional Field Records Offices and the Revoke and Return Unit support work across Community Corrections, Partial Confinement and Reentry programs, Prisons, and the Indeterminate Sentence Review Board, the initiatives led in this role have a statewide and cross-divisional impact.

Through critical thinking, research, and collaboration, the RMS contributes to the development of court and legislative implementation plans, supports research and reporting needs, and helps ensure the accuracy of sentence calculations for individuals transitioning from total confinement, partial confinement, and community supervision.

A completed application packet will include:

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 the Records Management Supervisor, some of your duties will include:

• Supervising the statewide key work activities and essential functions of five (5) Correctional Records Supervisor(s) office which could look like:
  • Establishing and managing the process to plan, assign, and instruct work for multi-type, complex sentence structure and time accounting (SSTA) of sentences for individuals under Indeterminate Sentence Review Board (ISRB) jurisdiction and in three divisions under the Department’s jurisdiction
  • Providing direct supervision for the Correctional Records Supervisors of the Statewide Records CJC (Tacoma), East Section 1 (Spokane), East Section 2 (Yakima), West Section 1 (Everett), and Revoke/Return records offices
  • Planning, assigning, instructing work, setting deadlines, setting planned release dates (PRD) from partial confinement, and setting scheduled end dates (SED) for community custody supervision of multi-type sentences
  • Multifaceted SSTA entry and jail credit calculation of sentences for four divisions: ISRB, Prison, CCD, and Reentry Partial Confinement: statewide reentry facilities (RE), graduated reentry (GRE), community parenting alternative (CPA), and emergency medical placement (EMP)
• Managing efficient and effective workflow for the five units and ensuring timeliness, consistency, quality control and compatibility of the Regional Records and Revoke Return units to include:
  • Ensuring SSTA Processes remain in accordance with DOC Policy, Records Process and Records Leaderships actions and expectations
  • Researching, analyzing, recommending, and implementing process improvement solutions involving regional records SSTA, partial confinement releases/audits, and SSTA for the Revoke and Return unit
  • Developing, implementing, and managing of Regional Records and Revoke/Return processes, job aids and worksheets
• Serving as the representative and subject matter expert with DOC staff statewide for Regional Records, Partial Confinement, and Return/Revoke projects and concerns including:
  • Providing assistance to the Records leadership by acting as the liaison and presenting findings and business operation concerns back to Records leadership
  • Assisting in developing training and processes to be implemented due to legislative changes
  • Ensuring consistency and adherence to policy, procedure, and legal status
  • Assisting with testing new database designs to be used and implemented by the agency in records management, sentence structure, time accounting, and sentence calculations
• The RMS oversees the completion and accuracy for supervision compliance credits (SCC) determination and assignment for individuals who remain on supervision
• Other duties as assigned

Qualifications

What we need (required qualifications):

• High school diploma or equivalent.
• Five years of experience maintaining or processing incarcerated individuals records within an adult correctional agency
• Five years of supervisory experience within an adult correctional agency
• Two years of experience with the entry of tolling activities and the calculation of scheduled end dates
• Must maintain confidentiality
• Demonstrated ability to effectively communicate with coworkers, the public, and/or criminal justice agencies
• Demonstrated ability to analyze and solve problems under highly stressful or adverse situations
• Knowledge of agency records system for incarcerated/supervised individuals (OMNI) (STEM)
• Demonstrated experience in the following:
  • Effectively managing multiple complex responsibility and offices at the same time
  • Relationship building skills
  • Demonstrated commitment to building professional partnerships and staff development
  • Experience utilizing Microsoft programs
• Oral and written communications skills
  • Actively listens to others, ability to paraphrase and asks clarifying questions
  • Ability to clearly and concisely emphasize key messages
  • Ability to take direction on communication objectively and produce results

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

• WSP ACCESS certified and knowledge in interpreting criminal history and warrant information
• Demonstrated extensive knowledge of DOC Records, Resentence, Reentry, Hearings, Violators, Revoke/Return
• Commutations, Reentry and Partial Confinement Releases and Escapes, and Tolling policies
• Demonstrated extensive knowledge of SSTA, supervision types and DOC jurisdiction of individuals under the DOC and ISRB jurisdiction for supervision
• Demonstrated extensive knowledge of SSTA for prison sentence structure to include enhancements, mandatories, jail time credits, warrants/detainers and all aspects of sentence structure and time accounting
• Ability to understand and interpret sentencing, vacating, modification and revoke orders from the court and entry into OMNI screens
• Experience in accessing and interpreting Washington Court web site to include JIS, Court Direction and Court Opinions. Experience with quality assurance and training of staff.
• Experience in recruitment of staff to include scheduling and holding interviews.
• Leadership attributes:
  • Ability to lead a diverse group of employees towards a common goal. Interact with staff members at all levels of the agency
  • Workload management including strong organizational skills and ability to effectively prioritize
  • Experience leading, developing, or coordinating work that focuses on continuous improvement & organizational change
• Critical thinking:
  • Ability to identify opportunities for improving and streamlining work processes beyond specific assignments. Ability to pivot in constantly changing environment
  • Comprehend and articulate the purpose(s) of a particular project and how it relates to staffs work and agency goals

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.

Our Core Values:

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.

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:

• 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!

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 mackenzie.conley@doc1.wa.gov or call us at 509-630-9160. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.