Correctional Records Officer

Agency: Department of Corrections

About the role

Positions in this job family are assigned responsibilities involving offender records management and auditing operations at a department facility, probation and parole district office, or Sentence Administration unit to ensure that all offenders remanded to the custody of the Department of Corrections are confined in accordance with the order of the sentencing court and Oklahoma State Statutes.

Responsibilities

• Maintains a consolidated record card, legal file, and computer record system for offenders, including time served, sequence of sentences, all credits earned, granted or lost, jail time, warrants outstanding, detainers, misconduct reports, offender movement histories, job assignments, and other related information.
• Calculates time served and credits earned; distributes a monthly report of such to offenders.
• Monitors discharges and rebills of sentences to be consecutively served through projected release dates.
• Audits offender files to ensure proper file contents and accuracy of time calculation records.
• Reviews and handles all legal mail dealing with certified judgment and sentences, jail time statements, detainers, and court sentence modifications.
• Processes all offender transfers, receptions, discharges, paroles, and sentence rebills occurring at the facility or district.
• Monitors and reports the daily inmate count.
• Contacts law enforcement agencies, court officials, private attorneys, state and federal agencies, offenders and their families, department staff, and the general public concerning offender locations, judgment and sentences, jail time, credits, current release dates, misconduct reports, count issues, paroles, and other related information.
• Prepares extradition paperwork; processes and monitors Interstate Agreement of Detainers paperwork.
• Testifies in court regarding records-related matters.
• Provides supervision to clerical support staff in the physical maintenance of offender field files, filing of escape charges, chairing of offender misconduct hearings, monitoring of the parole process, and/or closing and transferring of files to another location or to closed offender records.
• Within the Sentence Administration Unit, performs audits of offender time credits to ensure proper release dates with authority to correct discrepancies.
• Reviews the offender file to ensure documentation is filed in the proper sequence and section, and that the offender photo is up to date and of good quality.
• Provides records management training to various departmental and private prison personnel.

Requirements

• Knowledge of policies, procedures, and laws governing the administration of court-ordered sentences and the records required to document enforcement of those sentences.
• Knowledge of mathematical computations and the general operations of the criminal justice system, including corrections.
• Ability to gather and organize information and data from documented sources.
• Ability to conduct several tasks simultaneously.
• Ability to read and comprehend policies, procedures, manuals, statutes, rules, and regulations.
• Ability to communicate decisions and establish and maintain effective working relationships with others.

Qualifications

Education and experience requirements consist of a bachelor’s degree and one year of professional or technical administrative experience in business or public administration, correctional records management, or social casework involving the classification and assignment or field supervision of offenders. Technical administrative experience includes highly complex clerical work gained under the direct supervision of a professional supervisor or manager. An equivalent combination of education and experience may substitute.

Pay

$46,664.80 per year

Schedule

Full time, regular position