Corrections Specialist 3 - Quality Assurance Records Unit

Washington State Health Care Authority; Tumwater (WA); Remote; USD 60,000 - 80,000; Full time

Benefits offered by this job

Remote/telework/flexible schedules

Up to 25 paid vacations days a year

8 hours of paid sick leave per month

12 paid holidays a year

Generous retirement plan

Flex Spending Accounts

Dependent Care Assistance

Deferred Compensation

Job summary

Washington State Department of Corrections seeks a Corrections Specialist 3 in Tumwater, WA, within the Quality Assurance Records Unit. The role involves QA reviews of court documents, records processes, and data systems to ensure sentences are served as ordered.

Telework is available with occasional meetings at headquarters or facilities. The position emphasizes accuracy in sentence structure, jurisdiction establishment, and compliance with laws, as well as root-cause analysis to prevent

Qualifications

• Requires HS diploma and 5 years handling legal records and sentencing calculations.
• Experience interpreting court decisions, RCWs, agency policy and records processes.
• Ability to perform QA audits and root-cause analysis for quality assurance.

Responsibilities

• Perform quality assurance reviews of court documents and agency records to ensure accuracy and integrity.
• Audit sentence structure records and verify release dates and jurisdiction.
• Draft correspondence and recommendations based on sentence calculations.
• Coordinate with Records Management Analyst and maintain records in OMNI and related systems.

Skills

QA audits

Legal records

Data analysis

Communication

Education

High School Diploma or equivalent

Bachelor's degree preferred

Job description

Corrections Specialist 3

Employee and Organizational Support Division – Quality Assurance Records

Headquarters – Tumwater, WA

*This recruitment is opened to permanent Washington State Department of Corrections Employees only.*

Work will be performed in a telework setting with meetings in a headquarters office setting or possibly within prison facilities and community corrections offices located throughout the state. Telework Available.

The Washington State Department of Corrections is seeking a highly motivated and qualified individual to fill a permanent Corrections Specialist 3 position within the Quality Assurance Records Unit located in Tumwater, WA.

Whether the work is inside a prison, in community corrections, or in an administrative office, the Washington State DOC professional staff experience a high degree of personal satisfaction knowing they are creating environments in which all individuals under DOC jurisdiction can learn to make choices that contribute to a safer society. Our mission at the Department of Corrections (DOC) is to 'improve public safety by positively changing lives'. With a vast number of innovative sustainability programs, and evidence-based practices used to reduce recidivism, Washington State is highly regarded as a strong leader in the field of Corrections. For additional information about the agency, please visit doc.wa.gov.

The position is responsible for performing quality assurance reviews of court documents, agency records processes, and agency data systems to ensure individuals are serving their sentence as ordered by the court.

Key responsibilities include, but are not limited to:

• Calculations Email Box:
  • Conduct quality assurance audits of sentence structure records to validate accuracy, completeness and integrity of data as ordered by the court.
  • Subject matter expert using senior knowledge and experience to interpret Supreme, Appellate, and Superior Court decisions, RCWs, agency policy, records processes, and Indeterminate Sentence Review Board redeterminations to properly compute/re-compute earliest release dates.
  • Audit incarcerated individual records upon receipt of correspondence from prison, field records to determine accurate release dates.
  • Verify completeness and accuracy relating to incarcerated individual sentence structure and criminal history information.
  • Validate establishment of agency jurisdiction of sentence.
  • Ensure the records are compliant with applicable laws, court decision, agency policies, records process, retention schedule etc.
  • Perform root cause analysis on errors identified in quality assurance reviews to help determine why the errors were made and prepare recommendations for prevention efforts and for future project criteria.
  • Verify electronic database entry against sentencing documents and make recommendations to resolve problems that relate to the calculation.
  • Review, calculate and draft correspondence responses based on sentence calculations.
• Quality assurance audits:
  • Audit selected sentence structure records to:
  • Verify completeness and accuracy relating to incarcerated individual sentence structure and criminal history information.
  • Validate establishment of agency jurisdiction of sentence.
  • Ensure the records are compliant with applicable laws, court decisions, agency policies, records process, retention schedule etc.
  • Ensure the contents of incarcerated individual records are maintained by records staff in a secure manner according to policy.
  • Determine whether central file audits are conducted within timelines established by policy.
• Identifying critical data elements within OMNI affecting incarcerated individual release dates or liberty interests.
• Perform root cause analysis on errors identified in quality assurance reviews to help determine why the errors were made and prepare recommendations for prevention efforts and for future project criteria.
• Draft and make recommendation to Records Management Analyst to develop review criteria for selected samples of incarcerated individual records and how to document outcomes for report sharing.
• Meet regularly with the Records Management Analyst to discuss results of reviews, trends or other issues and obtaining feedback on areas of concern.
• Critical projects such as:
  • Audit selected offender records based on criteria identified through quality assurance audits:
    • Verify completeness and accuracy relating to incarcerated individual sentence structure and criminal history information.
    • Validate establishment of agency jurisdiction of sentence.
    • Ensure the records are compliant with applicable laws, court decisions, agency policies, records process, retention schedule etc.
  • Assist with research and calculating sentence structure to draft and complete responses to both general and agency correspondence.
• Other Duties as Assigned
  • Research changes to laws, regulations, and policies as well as applicable court decisions and administrative regulations, to ensure individual proficiency and subject matter expertise.
  • Maintain confidentiality of information protected by federal or state laws and agency policy.
  • Assist with the development and maintaining quality assurance desk manuals and assessment tools to support the records quality assurance program.

Required Qualifications:

• High School Diploma or equivalent. AND
• Five (5) years of experience processing, maintaining, and reviewing legal records used to determine agency jurisdiction and sentencing calculations in a correctional facility, community corrections, or other legal agency OR experience supervising staff performing these functions. College level course work in criminal justice, business administration, accounting, social science, or a related field will substitute year for year, for up to two years of experience. *Note: Jurisdiction is defined as authority to confine/release, supervision/close based on the judgment and sentence. *Sentencing calculations is defined as the mathematical process used by the Washington State Department of Corrections to determine an incarcerated or supervised individual’s calculated end dates.

Preferred Qualifications:

• Bachelor’s degree AND four (4) years of professional experience in adult or juvenile corrections, social services, or closely related field providing experience with the sentence reform act, sentencing guidelines, writing presentence sentence investigations, previous records project experience with agency, establishing agency jurisdiction and time calculation.
• Experience working in a criminal court setting processing sentencing documents to establish agency jurisdiction. *Note: Jurisdiction is defined as authority to confine/release, supervision/close based on the judgement and sentence. *Sentencing calculations is defined as the mathematical process used by the Washington State Department of Corrections to determine an incarcerated or supervised individual’s calculated end dates.
• Additional qualifying experience will substitute, year for year, for up to two years of the desired education. A Master’s degree will substitute for one year of experience.

Special Requirements/Conditions of Employment:

• Obtain ACCESS certification within 6 months of hire and maintain certification while serving in this position.
• Obtain VINE access while serving in this position.
• Skills Test: Must be able to satisfactorily complete a unit competency test.

Vision:

Vision: Working together for safer communities.

Mission:

Mission:Improving public safety by positively changing lives.

Our Commitment:

To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.

Our Core Values

1. Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.
2. Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
3. People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
4. Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
5. Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.

DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, gender expression, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.

IMPORTANT NOTES:

• This recruitment may be utilized to fill more than one position.
• Please include a minimum of three (3) professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates. **Please note: Phone number AND email address are required for all professional references.**
• A background check including criminal record history will be conducted prior to a new hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
• Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
• We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration.
• Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.
• Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. You may request the required evaluation/documentation from www.wes.org and www.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.
• DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
• DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.

Telework Details

This position may be allocated for telework. If authorized for the role, work may be performed from your home or another offsite location within the state of Washington using a reliable internet or cellular hotspot service at that time. Employees are expected to perform assigned duties in a safe manner, to take proper care all state-issued equipment, and maintain confidentiality of all information in possession while working offsite. Employees will be required to commute to a Department of Corrections facility or field office as business requires, to potentially include components of the onboarding process. Some offices will have a “drop in” area available, however, a dedicated workspace within a DOC facility will not be provided.

What We Offer

As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:

• Remote/telework/flexible schedules (depending on position)
• Up to 25 paid vacations days a year
• 8 hours of paid sick leave per month
• 12 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!

PERS

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems web site.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email [e-mail] or call us at 360-515-8622. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.