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Correctional Records Specialist

2 months ago

Craig, United States The State of Oklahoma Full time

Job Summary

The Correctional Records Officer is responsible for managing offender records and auditing operations at a department facility, probation and parole district office, or Sentence Administration unit. This role ensures 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.

Key Responsibilities

  • Maintains a consolidated record card, legal file, and computer record system for offenders, including time served, sequence of sentences, credits earned, and other related information.
  • Calculates time served and credits earned and distributes a monthly report 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 that occur 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 regarding information such as offender locations, judgment and sentences, jail time, credits, and other related information.
  • Prepares extradition paperwork and processes and monitors Interstate Agreement of Detainers paperwork.
  • Provides supervision to 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.

Requirements

The ideal candidate will have 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. The candidate should have knowledge of policies, procedures, and laws governing the administration of court-ordered sentences and the records that must be maintained to document the enforcement of those sentences. The ability to gather and organize information and data from other documented sources, conduct several tasks simultaneously, read and comprehend policies and procedures, manuals, statutes, rules, and regulations, communicate decisions, and establish and maintain effective working relationships with others is required.