JOB TITLE: RECORDS SPECIALIST SUPERVISOR

JOB CODE: 47635

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 specialized supervisory work overseeing 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 supervising and participating in the compilation, review, evaluation, and/or validation of inmate records. Work involves overseeing records staff responsible for gathering documentation in response to requests for information; researching and preparing correspondence, reports, and other documents; and ensuring inmate records are maintained so that the most up-to-date information is readily available. At a state correctional facility, work also involves processing incoming and outgoing inmate transfer records, 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 an administrative supervisor and is reviewed for adherence to established policies, procedures, and processes through conferences, reports, and inspection of results.

   DISTINGUISHING CHARACTERISTICS:

     • Work at this level is distinguished from lower-level jobs by the responsibility for supervising Records Specialist 1 and Records Specialist 2 employees and may include supervising other employees at comparable levels.

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.)

• Supervises Records Specialists in the performance of inmate recordkeeping activities.

• Plans, coordinates, and reviews work of subordinate staff for completeness, accuracy, and timeliness.

• Provides training and direction to staff on inmate recordkeeping policies, procedures, and work processes.

• Identifies Inmate Records System malfunctions and works with information technology staff to resolve issues.

• Serves as a liaison with facility and central office staff, local and out-of-state law enforcement agencies, and committing courts to resolve pertinent issues.

• Oversees the maintenance and retention of inmate criminal history and identification records to include the preparation and transfer to the State Archives.

• Interprets and ensures compliance with departmental and facility records management policies and procedures.

• Performs the full range of supervisory duties.

• Employees in this job may participate in the performance of subordinates’ work consistent with operational or organizational requirements.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• 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.

• Knowledge of the principles, techniques, and equipment used in fingerprinting and photographing.

• Ability to perform basic mathematical computations.

• Ability to establish and maintain effective working relationships.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

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

• Two years of experience as a Corrections Records Specialist (Commonwealth job title);

or

• One year of experience as a Records Specialist 2 (Commonwealth job title);

or

• Four years of clerical or correctional custodial experience that includes two years of specialized records work in a correctional facility;

or

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