Job Code Pay Scale Group Pay Scale Type Bargaining Unit Civil Service or Non-Civil Service Last Executive Board Change Executive Board Change History
47612 05 ST A1 C 818-07 12/01/2023
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JOB CODE: 47612

SERIES NATURE OF WORK: The Records Specialist series describes work in the operation of an inmate records control program within the Department of Corrections.

DEFINITION: This is technical work in the creation, maintenance, and retention of inmates’ criminal history and identification records in a central office environment or a state correctional facility without diagnostic and classification authority.

An employee in this job is responsible for compiling, reviewing, evaluating, and/or validating inmate records. Work involves gathering documentation from a variety of sources in response to requests for information; compiling information and preparing correspondence, reports, and other documents; and maintaining up-to-date inmate records. At a state correctional facility, work also involves processing incoming and outgoing inmate transfer records and may include photographing and fingerprinting inmates and performing sentence computations. In a central office environment, work also includes reviewing, interpreting, and applying relevant court orders for the purpose of performing certified sentence computations. Work is performed under the general direction of a Records Supervisor and is reviewed for adherence to established policies, procedures, and processes through conferences, reports, and inspection of results.


     • Work at this level is distinguished from the lower-level job based on independently completing assignments requiring the selection and application of technical procedures and guidelines, and assuming responsibility for end results.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Compiles inmates’ criminal history and identification records by interviewing inmates, making inquiries to local and out-of-state law enforcement agencies, and contacting committing courts.

• Evaluates records to determine inmate eligibility for the Justice Reinvestment Initiative 2 (JRI2) program.

• Processes inmate population movements to and from a facility to include assembling all pertinent records from various departments within the facility and arranging for proper disposition of personal effects.

• Compiles statistical data utilized to develop reports.

• Photographs and fingerprints inmates during reception and release.

• Performs sentence computations to ensure timely presentation for parole consideration or discharge at the expiration of maximum sentence.

• Updates, revises, and certifies entries made to the official inmate records system.

• Identifies inmates meeting criteria for Megan’s Law and completes their registration.

• Identifies and schedules inmates for DNA testing and collects samples.

• Interviews inmates who request hearings and advises them on technical problems pertaining to sentence status, detainers, and writs of habeas corpus.

• Researches and responds to inmate inquiries for information regarding sentence status, detainers, and other non-confidential information.

• Attends and participates in court hearings including those held via videoconference.

• Provides on-the-job training and guidance to lower-level records staff in the completion of work assignments.

• Performs related work as required.


• Knowledge of correctional recordkeeping practices and standard terminology.

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Knowledge of standard vocabulary and usage, spelling, grammar, and punctuation.

• Ability to perform basic mathematical computations.

• Ability to sort and file information.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to establish and maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• One year of experience as a Records Specialist 1 (Commonwealth job title);


• One year of experience as a Corrections Records Specialist (Commonwealth job title);


• Three years of clerical or correctional custodial experience that includes one year of specialized records work experience in a correctional facility;


• An equivalent combination of experience and training that includes one year of specialized records work experience in a correctional facility.