JOB TITLE: ASSISTANT RECORDS ADMINISTRATOR, CORRECTIONS

JOB CODE: 47636

SERIES NATURE OF WORK: The Records Administrator, Corrections job series describes work in overseeing the maintenance of inmate records and verifying and certifying inmate sentence computation determinations.

DEFINITION: This is responsible administrative and supervisory work assisting in the management of centralized inmate sentence computation and certification functions for the Department of Corrections.

An employee in this job is responsible for assisting the Records Administrator, Corrections in the overall management of the centralized inmate sentence computation and certification functions. Work includes statewide monitoring of the Inmate Records Offices through on-site auditing, interviewing inmates, reviewing reports, and scheduling and conducting meetings. Work involves reviewing, analyzing, interpreting, and proposing revisions to related policies, which may include ensuring compliance with policies through recommendations for agency programs or projects. Supervision is exercised over employees engaged in specialized records work. Work is performed with considerable independence and is reviewed by an administrative supervisor for program effectiveness and conformance with established regulations, policies, and objectives.

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.):

• Assists in developing, implementing, and maintaining standards, guidelines, and procedures for statewide inmate records services.

• Maintains, coordinates changes to, and trains staff on the use of the Sentence Audit Tool program.

• Responds to legal opinion requests submitted by the records offices’ regarding complicated sentence structures, technical questions, and interpretations of statutes and case law.

• Reviews and interprets court initiated documents relating to commitments, sentence modifications, computation of release dates and parole eligibility, appeals, production orders, and other actions, and obtains additional information or data to reconcile discrepancies.

• Prepares and distributes daily and weekly status reports regarding the centralized sentence computation and certification functions.

• Assists in monitoring and coordinating the functions of the records offices through on-site auditing, interviewing inmates, and conducting meetings to share information and discuss pertinent issues.

• Supervises activities of subordinate staff in the Centralized Sentence Computation and Certification Unit.

• Interprets rules, regulations, policies, standards, and objectives of the corrections system for subordinates.

• Conducts reviews of and interprets court orders relating to commitments and computation of release dates and parole eligibility.

• Assists in reviews of extradition requests for compliance with the Interstate Agreement on Detainees to ensure legal extradition is completed.

• Assists in coordinating immigration and deportation hearings.

• Assists in coordinating legal exchange of custody with county prisons, other states, and federal agencies.

• Assists in serving as records coordinator for the department in conjunction with the Historical and Museum Commission, which involves the approval of purchases of file equipment and maintaining and interpreting the department’s records retention and disposition schedule.

• Serves as a liaison to field personnel, Parole Board, judiciary, law enforcement officials, and Central Office staff.

• Assists with coordinating, preparing, arranging, and conducting training.

• Prepares reports, correspondence, and other documents through the research and review of material.

• Serves as a backup contact for the Commonwealth Law Enforcement Assistance Network (CLEAN), Justice Network (JNET), Megan’s Law, and DNA programs.

• 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 record keeping practices.

• Knowledge of the Freedom of Information and Privacy Act and related policies and procedures.

• Knowledge of sentence computation procedures and legal requirements.

• Ability to interpret and recommend guidelines, procedures, and standards for the inmate records services program.

• Ability to understand and interpret court initiated documents pertinent to the incarceration and release of inmates.

• Ability to establish and maintain effective working relationships.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

FULL PERFORMANCE KNOWLEDGES, SKILLS, AND ABILITIES: (NOTE: These are expected of an employee performing the work of this job at the full performance level. These may not be evaluated by the State Civil Service Commission or used for Civil Service examination purposes and are not position-specific performance standards.):

• Knowledge of departmental policies and procedures related to records maintenance, retention, and disposition.

• Knowledge of appropriate procedures, methods, and practices of records certification.

• Knowledge of the application of Pennsylvania sentencing statutes and related case law and guidelines, the application of pre-commitment credit, state and federal extradition laws, and the inmate records services program adjustment procedures.

• Knowledge of auditing principles and methods and their application to corrections records.

• Knowledge of effective supervisory principles.

• Knowledge of laws and regulations governing interstate and international inmate transfers.

• Ability to make decisions effectively.

• Ability to monitor and coordinate inmate record services between institutions and facilities.

• Ability to plan, direct, and assign the work of subordinates to obtain maximum efficiency and achieve desired results.

• Ability to exercise initiative and judgment in evaluating, formulating, and applying policies and procedures.

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

• One year of experience as a Records Supervisor or Corrections Records Supervisor;

or

• Three years of experience reviewing and processing inmate/offender sentencing records.