Correctional Records Officer

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.

• Maintains a consolidated record card, legal file, and computer record system for offenders, including time served, sequence of sentences, 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 monthly reports of such to offenders.
• Monitors discharges and rebills of sentences to be consecutively served, projecting release dates.
• Audits offender files to ensure proper contents and accuracy of time calculation records.
• Reviews and handles all legal mail related to certified judgments, 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, and monitors and reports the daily inmate count.
• Contacts law enforcement agencies, court officials, private attorneys, state and federal agencies, offenders and their families, all levels of department staff, and the general public concerning information such as offender locations, judgments, sentences, jail time, credits, release dates, misconduct reports, and parole status.
• Prepares extradition paperwork; processes and monitors Interstate Agreement of Detainers paperwork; and 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 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 and correct discrepancies.
• Reviews offender files to ensure proper sequence, sectioning, and up‑to‑date, high‑quality offender photos.
• Provides records‑management training to various departmental and private prison personnel.

Requires knowledge of policies, procedures, and laws governing court‑ordered sentences and the records required to document enforcement of those sentences; of mathematical computations; and of the general operations of the criminal‑justice system, including corrections. Ability to gather and organize information from other documented sources; to conduct several tasks simultaneously; to read and comprehend policies, procedures, manuals, statutes, rules, and regulations; to communicate decisions;

and to establish and maintain effective working relationships with others.

Bachelor’s degree and one year of professional or technical administrative experience in business or public administration, correctional records management, or social casework involving classification, assignment, or supervision of offenders; or an equivalent combination of education and experience. Technical administrative experience includes highly complex clerical work gained under direct supervision of a professional supervisor or manager.

Equal Opportunity Employment The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.