General Records Officer

State of Oklahoma; Oklahoma; On-site; USD 42,000 - 51,000; Full time

Job summary

State of Oklahoma, Department of Corrections, is seeking a Correctional Records Officer in OKC to manage offender records, conduct audits, and maintain legal files to ensure accurate sentencing documentation.

The role requires a bachelor’s degree and one year of professional administrative experience; on-site only. You will interact with law enforcement, courts, and staff to handle mail, transfers, and time credits, and supervise clerical staff.

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 or in correctional records management or social casework which involved the classification and assignment or field supervision of offenders.
• Technical administrative experience would include highly complex clerical work, which was gained under the direct supervision of a professional supervisor or manager.

Responsibilities

• 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; 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 which 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, 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.
• 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. 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.

Skills

Policy knowledge

Mathematical computations

Criminal justice system

Information gathering

Multitasking

Communication skills

Relationship management

Education

Bachelor's degree

Job description

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Job Posting Title

Correctional Records Officer

Agency

131 DEPARTMENT OF CORRECTIONS

Supervisory Organization

DOC P&P Region II

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

$46,664.80

• This salary is non-negotiable.

Job Description

Location

Probation and Parole/OKC

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; 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 which 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, 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.
• 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. 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.

Level Descriptor

The Correctional Records Officer job family consists of only one level and incumbents are responsible for performing all functions related to the position.

Knowledge, Skills, Abilities, And Competencies

Knowledge, Skills and Abilities required include 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; of mathematical computations; and of the general operations of the criminal justice system including corrections.

Ability is required 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; and to establish and maintain effective working relationships with others.

Education And Experience

Education and Experience requirements consist of 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;

or an equivalent combination of education and experience.

• Technical administrative experience would include highly complex clerical work, which was gained under the direct supervision of a professional supervisor or manager.

This is an on-site position and is not eligible for remote work.

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.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.