JOB TITLE: RECORDS ADMINISTRATOR, CORRECTIONS

JOB CODE: 47637

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 professional and administrative work managing the statewide inmate records services program and the centralized inmate sentence computation and certification functions for the Department of Corrections.

The employee in this job is responsible for coordinating and managing all inmate records activities and sentencing functions for the Department. Work involves developing and maintaining policies, standards, guidelines, and procedures for the inmate records services program and the sentence computation and certification functions. Additionally, the employee in this job is responsible for the proper statewide implementation and maintenance of inmate records. Supervision is exercised over professional staff engaged in managing 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.):

• Develops, implements, and supervises the maintenance of standards, guidelines, and procedures for statewide inmate records services.

• Monitors inmate records services to ensure compliance with departmental policies and procedures.

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

• 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.

• Ensures conformance of court initiated documents with applicable laws, rules, regulations, policies, procedures, or precedent setting decisions.

• Serves as the final authority for auditing and reviewing sentence computations, inmate receptions, interstate corrections compact referrals, inmate releases, and international prisoner treaty transfers.

• Serves as records coordinator for the department in conjunction with the Historical and Museum Commission, which involves approving purchases of file equipment, maintaining and interpreting the department’s records retention and disposition schedule, and coordinating the archival of agency inmate records in the state archives.

• Serves as a liaison with the courts, County Common Pleas Judges, PA Board of Probation and Parole, Governor’s Office, law enforcement agencies, and central office staff by participating in meetings and advisory/planning sessions, preparing correspondence and reports, and responding to inquiries.

• Coordinates the legal exchange of custody with county prisons, other states, and federal agencies.

• Coordinates immigration and deportation hearings.

• Meets with officials and representatives of other agencies on issues related to inmate records, sentence computations, exchange of sentenced inmate requests, extradition, parole, place of confinement, Interstate Corrections Compact, Interstate Parole Compact, DNA Law, Megan’s Law, Justice Network (JNET), and the International Prisoner Treaty Transfer Program.

• Conducts conferences, staff meetings, and advisory/planning sessions.

• Coordinates, prepares, and conducts training.

• Performs the full range of supervisory duties.

• The employee 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 inmate records services program goals and objectives.

• Knowledge of sentence computation procedures and legal requirements.

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

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

• 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 understand and interpret court initiated documents related to warrants, sentencing, and extradition 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 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.

• Ability to make decisions effectively.

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

• 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 interpreting, formulating, and applying departmental policies and procedures.

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

• One year of experience as an Assistant Records Administrator, Corrections;

or

• Four years of experience reviewing and processing inmate/offender sentencing records, one of which must have been in a supervisory capacity.