JOB TITLE: CORRECTIONS RECORDS SPECIALIST

JOB CODE: 47613

SERIES NATURE OF WORK: The Corrections Records series describes work in the operation of an inmate records control program in a correctional facility with diagnostic and classification authority within the Department of Corrections.

DEFINITION: This is inmate records work that involves the creation, maintenance, and retention of inmates’ criminal history and identification records in a state correctional facility with diagnostic and classification authority, and includes care, custody, and control of inmates.

An employee in this job is responsible for compiling, reviewing, evaluating, and 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; processing incoming and outgoing inmate transfer records; and maintaining up-to-date inmate records. Work may also include photographing and fingerprinting inmates and computing informal sentence computations. Supervision including care, custody, and control is exercised over inmates. Work is performed under the general direction of a Corrections Records Supervisor and is reviewed for adherence to established policies, procedures, and processes through conferences, reports, and inspection of 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.

• 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.

• Directs the movement of inmates around the receiving/discharge areas, to include into and out of holding cells, for the purpose of conducting records work. This work may involve the use of keys to unlock and lock the cells in a specific area of the facility.

• Searches inmates and cells for contraband to ensure a safe and secure work environment.

• Compiles statistical data utilized to develop reports.

• Photographs and fingerprints inmates during reception and release.

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

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

• Identifies, schedules, and directs inmates to provide DNA 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 routine information regarding sentence status, detainers, and other non-confidential information.

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

• 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 custodial principles and practices involved in correctional work.

• 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 as a Records Specialist 1 (commonwealth job title);

or

• Three years of clerical or correctional custodial experience including one year in a correctional facility;

or

• An equivalent combination of experience and training, which includes one year of clerical or correctional custodial experience in a correctional facility.