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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 00268214 |
Description Activated On: 4/13/2026 10:13:59 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position oversees the development and maintenance of inmate records for the Department of Corrections (DOC) State Correctional Institution (SCI) Albion. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. This position oversees and participates in the performance of the following duties in accordance with established DOC and SCI policies, procedures, and guidelines: Collects information from various sources to maintain inmate records. Cross-references information with DOC, Pennsylvania Parole Board (PPB), Pennsylvania State Police (PSP), Local and County Court, and County Prison data to validate the accuracy of content. Reviews court orders and related documentation to determine the appropriate course of action as it relates to release, change in place of confinement, or commitment credit to ensure timely and appropriate presentation for parole consideration or discharge at expiration of maximum sentence. Ensures accurate information is in the Inmate Records System and that changes are entered because of sentence recalculation via the DC-16E, Sentence Status Summary. Ensures that required information is relayed to the inmate, institutional staff, the PPB, PSP, and Central Office. Provides explanations to inmates, as needed, to explain complex and/or multiple sentence status changes. Interviews, photographs, and fingerprints inmates upon reception, release, or as needed throughout the duration of confinement. Ensures that all necessary information is collected through the interview process and explains all applicable policies and procedures. Instructs inmates on proper positioning for photographs and fingerprints. Processes photographs and fingerprints to ensure proper identification. Ensures that photographs and fingerprints are processed appropriately for the registration of violent offenders and sex offenders. Performs the full range of supervisory duties over subordinate staff. Manages and reviews work assignments to ensure timely and accurate completion. Establishes work plans and goals for the work unit. Provides training and support. Coordinates arrangements for the transport of inmates to demanding authorities for court appearances or at the time of release from current sentence. Ensures appropriate authorization is obtained for all releases, including authorized temporary absence, and verification of identity of transporting officials prior to relinquishing custody of an inmate. Represents the Department at extradition hearings or other judicial proceedings when required by the court, testifying on matters relating to identification of an inmate and/or current sentence status. Performs other related duties as assigned. ESSENTIAL FUNCTIONS: 1. Supervise and evaluate the work of subordinate staff 2. Effectively communicate verbally and in writing 3. Perform basic mathematical computations 4. Review, analyze, and interpret information 5. Establish and maintain effective working relationships 6. Operate basic office equipment 7. Maintain regular and reliable attendance 8. Attend and participate in all mandatory training and/or testing 9. Maintain JNET/CLEAN certification 10. Work overtime in compliance with provisions of the Collective Bargaining Agreement 11. Travel as required 12. Be mobile over all types of physical surfaces and levels 13. Be visually observant of environment 14. Hear and identify sounds (voices, whistle, buzzer, lock release, scuffling, sudden quiet) |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Independently plans, assigns, and oversees the work unit. Conducts final reviews of release documentation. Consults with supervisor in resolving any urgent, sensitive, or unique issues. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: • 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. Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. 5. 6. |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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