Records Management Supervisor | Tolling

Full Job Description

Records Management Supervisor | Tolling Units

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 detail-driven leader who enjoys improving systems and ensuring accuracy in work that directly impacts public safety?

The Washington State Department of Corrections is seeking a Records Management Supervisor (RMS) to lead critical tolling and records management functions that help ensure accurate supervision timelines for individuals under DOC jurisdiction.

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.

In this role, the RMS contributes to the mission of the Records Division by analyzing and developing strategies to maintain agency records and files for individuals under DOC jurisdiction in an electronic format.

The position works closely with the Tolling Unit to ensure supervision end dates (SED) are accurate and that records are maintained in accordance with statutory and agency requirements.

This position provides leadership, support, and direct oversight of the Tolling Unit, which serves as the agency’s custodian for tolling records for individuals under DOC jurisdiction.

The unit is responsible for entering, auditing, and interpreting statewide tolling activities that determine Scheduled End Dates (SED), which ultimately mark the end of the Department’s jurisdiction for individuals supervised in the community.

Under the direction of the Senior Records Manager, the RMS is responsible for developing, implementing, and administering tolling-related records management processes.

The position ensures staff apply relevant RCWs, court decisions, DOC policies, and records procedures consistently, while maintaining accountability for accurate supervision end date calculations.

Through leadership, guidance, and oversight, the RMS helps ensure the integrity and reliability of tolling records that support DOC operations and public safety.

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 key work activities and essential functions of the Correctional Records Supervisor(s) (CRSs) for four (4) Tolling Units which could include:
  • Verifying tolling activities statewide and determining the SED for individuals under DOC jurisdiction.
  • Establishing and managing a process to collect, organize, maintain, and update the records of individuals under the Department’s jurisdiction
  • Establishing efficient and effective workflow for the units, and ensuring consistency and compatibility for the record management activities
  • Ensuring directives provided by Records Division Management are interpreted consistently and followed by staff
  • Providing training to Records Staff and Community Corrections Division (CCD) staff regarding tolling activities
  • Providing guidance to DOC staff, individuals under DOC jurisdiction, and external customers in regard to tolling and the calculation of scheduled end dates
  • Troubleshooting records issues and bringing issues forward to the senior records manager
• Managing and providing oversight for accuracy of legal documents relating to convictions, tolling activities, and sentence end dates
• Auditing complex sentencing issues
• Providing assistance to the Senior Records Manager with special projects
  • Other duties as assigned

Qualifications

What we need (required qualifications):

• High school diploma or equivalent.
• Five (5) years of experience maintaining or processing records of incarcerated or supervised individuals within an adult correctional agency as a CRT or higher
• Five (5) years of supervisory experience; experience may be gained concurrently
• Two (2) 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 responsibilities 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):

• One (1) or more years of demonstrated entry and reconciliation of tolling ability in the department’s electronic database OMNI/STEM
• Demonstrated extensive knowledge of SSTA, supervision types and DOC jurisdiction of individuals under the DOC and ISRB jurisdiction for supervision
• Ability to understand and interpret sentencing, vacating, modification and revoke orders from the court and entry into OMNI screens
• College-level course work in criminal justice, business administration, accountant, social science, or related field
• Knowledge of criminal history document processing
• Expert in tolling statutes and agency processes for tolling activities
• Expert in determining scheduled end dates from supervision
• 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.