Correctional Records Officer I

Basic Purpose

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.

Typical Functions

• Maintains a consolidated record card, legal file and computer record system for offenders which includes 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 and distributes a monthly report of such to offenders;
• Makes sure that discharges and rebills of sentences to be consecutively served, through projected release dates, are monitored and reported;
• 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 which occur at the facility or district;
• Contacts law enforcement agencies, court officials, private attorneys, state and federal agencies, offenders and their families, all levels of department staff, and the inquiring general public concerning information such as 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; and testifies in court regarding records related matters;
• Supervises clerical support staff in the physical maintenance of offender field files, the filing of escape charges, the chairing of offender misconduct hearings, the monitoring of the parole process and/or the 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 that 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.

Knowledge, Skills and Abilities

• Knowledge of policies, procedures and laws which govern the administration of court-ordered sentences and the records which must be maintained to document the enforcement of those sentences;
• Knowledge of mathematical computations;
• Knowledge of the general operations of the criminal justice system including corrections.

Ability

• To gather and organize information and data from other documented sources;
• To conduct several tasks simultaneously;
• To read and comprehend policies and procedures, manuals, statutes, rules and regulations;
• To communicate decisions;
• To establish and maintain effective working relationships with others.

Education and Experience

• A bachelor’s degree and one year of professional or technical administrative* experience in business or public administration or in correctional records management or social casework which involved the classification and assignment or field supervision of offenders;
• An equivalent combination of education and experience.

Technical Administrative Experience

• Highly complex clerical work, which was gained under the direct supervision of a professional supervisor or manager.