Records Manager | WCC & WCCW

Full Job Description

Records Manager

Full Time | Permanent

Salary Range: $104,028 - $109,728 Annually

This is a telework/hybrid position.

The candidate of choice may work from anywhere within a reasonable driving distance to Washington Corrections Center (Shelton, WA) and Washington Corrections Center for Women (Gig Harbor, WA), as the candidate of choice will be required to work a minimum of two days per month at each facility.

The Department of Corrections is seeking a highly skilled and detail-driven leader to serve the pivotal Records Division management role, WCC/WCCW Records Manager, where precision, accountability, and public safety intersect.

The goal of this position is to assume the role of expert for the Washington Corrections Center (WCC) and Washington Corrections Center for Women (WCCW) regarding sentence structure and time calculations for new admissions and releases.

This position plays a critical part in ensuring that court-ordered sentences are carried out accurately and lawfully, directly impacting the integrity of the justice system and the safety of the communities we serve.

As a member of the Records Division management team, this position serves as the technical authority regarding sentence structure and time accounting for admissions and releases.

The candidate of choice will oversee records processes, OMNI applications, and potential future systems, to ensure incarcerated individuals serve the sentences ordered by the courts.

Working closely with facility leadership, this position resolves operational challenges that affect records operations while partnering with the Senior Records Manager and Management Analyst to maintain statewide consistency.

This role is critical to public safety, ensuring releases from confinement and supervision are accurate, lawful, and timely, while leading continuous improvement and change management across records operations.

The position also exercises independent judgement in interpreting and implementing complex RCWs and court decisions that directly impact sentence calculations and release outcomes.

This is an opportunity to bring your expertise to a role that truly makes a difference. If you thrive in high-impact work where accuracy and strong leadership matters, we encourage you to review the job posting and apply!

A completed application packet will include:

• A cover letter regarding your interest in this position with our agency
• A detailed resume
• Three professional references

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 WCC/WCCW Records Manager, some of your duties will include:

• Providing direction to WCC and WCCW records staff to ensure consistency and adherence to agency policy/processes, Washington State statutes, and court decisions which could include:
  • Developing, implementing and maintaining receiving, sentence structure and time calculation processes, out to court processes, and release processes
  • Providing subject matter expertise to appointing authorities, and direction to WCC and WCCW records staff regarding complex sentence structure issues and agency policy
  • Communicating with records staff at WCC and WCCW regarding records issues/concerns. Notifies appropriate staff of issues and recommends solutions and/or course(s) of action to achieve resolution
  • Reviewing, approving and submitting Post Sentence Review petitions to the Assistant Attorney General (AAG)
• Participating in OMNI (or future systems) development activities including:
  • Providing directions to records staff at WCC and WCCW to ensure they understand the use, entry, and interpretation of OMNI screens, specifically the SSTA screen
  • Reporting OMNI defects to the OMNI Business Unit, Records Director, and appropriate senior leadership
• Managing and leading staff which could look like:
  • Planning, assigning and reviewing the work of staff, developing strategies to adjust assignments and schedules to maintain adequate staffing levels and respond to fluctuating workloads
  • Determining employee work expectations and evaluating employee performance to prepare Performance Development Plans
  • Assessing training needs of staff and arrange for or provide instruction
• Serve as a WCC/WCCW representative of the Records Division.

Qualifications

What we need (required qualifications):

• High School Diploma or equivalent

AND

• Five (5) or more years of Washington State experience in the management of sentence structure and time calculations and associated systems, including:
  • Determination of release dates and end dates of supervision
  • Application of stoppage time
  • Application of tolling
  • Knowledge of RCWs, WACs, Court of Appeals Decisions
  • Knowledge of agency policies and processes

AND

• Three (3) or more years of experience supervising staff performing a broad range of records duties

In addition to the above education and experience, the below knowledge, skills and/or abilities are required:

• Ability to use data and information to inform decisions. This includes:
• Identifying key facts
• Understanding the nature and relationship between data elements
• Recognizing underlying principles or patterns in an array of data
• Determining if additional data should be collected
• Using judgement and critical thinking in the absence of clear guidelines in order to draw conclusions about further action
• Ability to make timely decisions without sacrificing quality, even under ambiguous circumstances or when data is limited. This includes
• Recognizing when a decision must be made and moving forward
• Delegating decision-making authority
• Appropriately advocating for important records objectives
• Finding common ground and solutions among diverse interests
• Ability to coach and mentor others, and develop training, as needed
• Ability to communicate so that the message is delivered and understood
• Ability to work in a fast-paced and changing environment and successfully manage a busy workload with multiple shifting priorities

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

• Certifications for Project Management
• Certification in Change Management

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 a reasonable driving distance of the above listed facilities 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.