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State of Washington Classified Job Specification


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Category: Administrative Services


Oversees a correctional records office and supervises Correctional Records Technicians. Performs high level correctional records technical tasks and sentence structure duties.

Typical Work

Interprets Supreme, Appellate, and Superior court decisions, RCWs, and Indeterminate Sentencing Review Board redeterminations to properly compute/re-compute release date for offenders;  

Trains staff on sentence structure and time accounting, warrants and detainers, tolling, earned release dates, scheduled end dates, public disclosure, and all aspects of maintaining offender records;

Uses expert knowledge of sentencing options and types to determine supervision types and sentencing options. Enters most complex sentence structures in accordance with judgment, sentence, or other court documents;

Determines the legal service/financial obligations prior to release from institution or a work/training release facility;  

Initiates requests for a post sentence petition through the Attorney General’s office when the court refuses to modify an erroneous sentence or when no response is received from the Court.

Researches and responds to appeals filed by offenders being sanctioned or revoked.  Reviews, evaluates, and responds to offender Level II grievances.

Reviews and verifies all pertinent documents relative to the offender's sentence in order to prepare release documents (e.g., Notification of Release);  

Resolves problems that relate to sentence computations; 

Testifies in court as expert witness regarding the validity of offender records and identity;  

Certifies, for the department, sentence reduction credits to the sentencing court and/or the Indeterminate Sentencing Review Board;  

Performs other duties as required. 

Knowledge and Abilities

Ability to work within an offender management information systems such as: OMNI.

Ability to communicate effectively both orally and in writing.

Knowledge of RCW’s, WAC’s and Policies.

Legal Requirement(s)

Ability to work within an offender management information systems such as: OMNI.

Ability to communicate effectively both orally and in writing.

Knowledge of RCW’s, WAC’s and Policies.

Desirable Qualifications

High School diploma or equivalent.


Five years of experience maintaining or processing offender records in an adult correctional agency.   

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:  Offender records are defined as records containing certified copies of the original documents relating to the offenders' crime and sentence. 

Offender records are not property files, grievance files, administrative files, treatment files, slough files, parole files, counselor files, or custody files.

Class Specification History

New class adopted August 1, 1963.
Revise class; March 8, 1971.
Revise class. Revises minimum qualifications; adopted May 24, 1974.
Revise class. Revises title (formerly Records and Identification Officer 2) definition, minimum qualifications, adds distinguishing characteristics; adopted December 9, 1983.
Revise class. Revises definition; adopted January 13, 1989.
Revise class. Revises title (formerly Records and Identification Officer 3) definition and minimum qualifications, deletes distinguishing characteristics: adopted November 13, 1989.
Revises class. Revises class code, title (formerly 31320 Correctional Records Manager 2), general revision, definition, minimum qualifications; adopted May 10, 2007, effective July 1, 2007.
Salary adjustment adopted 6/30/2015, effective 7/1/2015.
Revised definition; adopted August 13, 2015; effective August 14, 2015.

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