Correctional Records Technician Lead (WCCW Records)

Under the direction of the Correctional Records Supervisor (CRS), the Correctional Records Technician Lead (CRT Lead) as a custodian of legal records performs senior correctional records tasks for the Department.  CRT Leads are authorized to complete initial sentence entry audits, release audits, perform technical records tasks and ensure incarcerated individuals sentence structure information is in compliance with appropriate laws and agency policies.  The CRT Lead is responsible to ensure incarcerated individuals sentence and criminal history are correct and complete and calculates accurate lengths of incarceration and community supervision.  The CRT Lead provides information and support to the Administration, Records Manager, CRS, facility staff and external stakeholders in a collaborative effort to improve public safety.

Key responsibilities of a CRT Lead include, but are not limited to:

Mentor and provide leadership to Office Assistant 3s (OA3) and Correctional Records Technicians (CRT) in a correctional records office.

• Supervise OA3s and lead CRTs in work-related activities for career development and growth.
• Train CRTs on all aspects of maintaining incarcerated individuals records to included but not limited to sentence structure and time accounting, tolling, earned release dates, public disclosure, and releases.
• Utilize Microsoft Teams to meet and train virtually in the absence of in-person availability.
• Assess training needs of staff and work with Correctional Records Supervisor (CRS) to arrange for or provide instruction.
• Assist CRS in recognizing staffing coverage issues and help problem solve solutions.
• Assist CRS in recognition for employees in a job well done.
• Plan, delegate and review the work of CRTs. 
• Set performance expectations, evaluate employee performance, and prepare performance evaluations for OA3. 
• Meet regularly with staff member(s) you supervise to provide feedback.
• Resolve staff issues, recognize employees, and counsel employees in work-related activities and career development.
• Recruit, interview, select and recommend a candidate for hire.

Calculate length of incarceration, determine community custody, and/or determine release dates. 

• Use advanced knowledge of sentencing options and types to determine supervision types and sentencing options. Enter complex sentence structures in accordance with judgment and sentence, or other court documents.
• Audit judgment and sentence and other court documents to verify the court’s accuracy in sentencing offender per applicable RCWs, legislative changes and court decisions.
• Verify jail credits as ordered by the court or as certified by the county jail. Calculate good time jail credits as applicable per RCW. 
• Review Supreme, Appellant, and Superior court decisions. RCWs, and indeterminate Sentencing Review Board redeterminations to properly compute/re-compute release date for incarcerated individuals.
• Establish and validate agency jurisdiction of incarcerated individuals.
• Verify Electronic database information against source documents and resolve problems that relate to incarcerated individual's sentencing.
• Train lower level technicians on sentence structure and time accounting, warrants and detainers, tolling, earned release dates, scheduled end dates, public disclosure, and all aspects of maintaining incarcerated individuals records.
• Complete second or final audits by reviewing incarcerated individuals database information against source documents and resolving any problems that relate to sentence computations. Verify the court’s accuracy in sentencing individuals per applicable RCWs, legislative changes or court decisions.
• Interpret and explain applicable RCWs, WACs, agency policies and records processes. 

Audit sentence structure for accuracy and verify earned early release date to prepare incarcerated individuals releases. 

• Ensure the contents of incarcerated individuals records are legal, accurate and maintained in a secure setting.
• Complete final sentence structure and central file audits for release purposes.
• Review and verify all pertinent documents relative to the individuals sentence prior to creating release documents.
• Review and verify accuracy of legal documents relating to convictions and sentencing.
• Use, update and maintain databases and programs containing information relative to incarcerated individuals conviction, sentence, and violation history.
• Enter information into the Department’s electronic incarcerated individual database.
• Notify wanting agency of hits with incarcerated individual's current location, conviction information and tentative ERD and request documentation from other agencies.
• Prepare extradition and international extradition packets for Governor’s Warrants and monitor escape prosecutions.

 Provide effective communication and thorough and timely processing of requests.

• Respond to inquiries regarding records issues from facility staff and outside entities.
• Testify in court as an expert witness regarding the validity of incarcerated individual records and identity.
• Correspond with appropriate court or other legal staff to resolve sentence discrepancies or other issues related to the sentence of individuals under DOC jurisdiction.
• Responds to telephone calls from incarcerated individual families, attorneys, and incarcerated individuals, answering a variety of questions and troubleshooting issues.

Perform other duties and assignments as required. REQUIRED:

• High school diploma or equivalent. 
• Four (4) year’s experience maintaining or processing files such as DOC Central File, legal files, property files, administrative files, medical files, treatment files, slough files, parole files, or counselor or custody files in a governmental law enforcement office, court setting, or an adult or juvenile correctional agency.  Two (2) years of this experience must include maintaining or processing incarcerated individual files and/or supervised individual files.
• One (1) or more years of demonstrated entry or audit of sentence structure and time accounting for Washington State sentences for a prison confinement term.    
• Must respect and maintain confidentiality.  
• Demonstrate ability to effectively communicate with co-workers, the public, and/or criminal justice agencies.  
• Demonstrate ability to analyze and solve problems under highly stressful or adverse situations. 
• Demonstrate ability to learn and utilize computer-based applications in the performance of job duties.         

All staff entering into employment with the Department of Corrections must possess the following values at the time of hire: 

• Cultivate an environment of integrity and trust:  Corrections values partnership and trust. We foster openness and support courageous conversations.   We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.
• Respectful and inclusive interactions:  Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety.  We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
• People's safety:  Corrections believes in creating an environment that values physical, mental, and emotional security and well-being.  We honor those who advance safety for all.
• Positivity in words and actions:  At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome.  We consistently demonstrate positive behavior and always put forth our best effort.
• Supporting people's success:  Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.

DESIRED:

• One (1) year of supervisory experience.
• College level coursework in criminal justice, business administration, accounting social science, or a related field. 
• Knowledge of criminal history document processing.  

Application Process
 To begin the online application process:

• Click the green 'Apply' button on the job posting and sign in or create an account.
• Complete your application.
• Please be sure to attach all requested documents in the supplemental information section of this job posting to your application:

 

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.

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:

• 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.
• This position may be represented by a bargaining unit.

 

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 or call us at (360) 522-6563.  For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.