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State of Washington Classified Job Specification


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Class Code: 112F
Category: Administrative Services


Positions at this level lead, train, and mentors Correctional Records Technicians and perform senior level correctional records tasks, and are authorized to complete final sentence/release audits.  Performs correctional records technical tasks and sentence structure duties within a correctional records office.  Interprets Supreme, Appellant, and Superior court decisions, RCWs, and/or Indeterminate Sentencing Review Board redeterminations.  Calculates length of incarceration and community supervision.  Provides guidance to management, staff, and external entities.

Typical Work

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

Trains lower level technicians 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;

Completes second or final audits by reviewing offender data base information against source documents and resolving any problems that relate to sentence computations. Verify the court’s accuracy in sentencing offenders per applicable RCW’s, legislative changes or court decisions;

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

Interprets and explains applicable RCW’s, WAC’s, agency policies and records processes;

Verifies jail credits as ordered by the court or as certified by the county jail. Calculates good time jail credits as applicable per RCW;

Reviews and verifies all pertinent documents relative to the offender’s sentence prior to creating release documents. Prepares all release documents, explains the Order of Release and any reporting instructions to the offender.  Witnesses offender signatures on documents;

Identifies sentenced offender through fingerprint comparison and physical characteristics;  

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;  

Prepares offender central files for review by the offender, attorney, or third party in accordance with applicable RCW’s. Determines disclosable and non-disclosable materials based on RCW and who is viewing the file. Conducts file review with the requestor;

Reviews, evaluates, and responds to offender grievances as assigned;

Creates and maintains electronic and physical files;

Serves legal documents on offenders;

Takes fingerprint and photographs and creates ID badges for offenders and employees; assigns offenders identification numbers;  

Registers eligible sex offenders and kidnapping offenders prior to release;

Coordinates transportation of offenders for court appearances, transfers, and releases;

Serves as a public disclosure officer and determines, per RCW, items that are disclosable, non-disclosable, or partially disclosable; 

Responds to telephone calls from offender families, attorneys, and offenders, answering a variety of questions and troubleshooting issues;

May supervise office support staff; 

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 RCWs, WACs and Policies.

Legal Requirement(s)

There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position. 

Desirable Qualifications

High School diploma or equivalent.


Four years of experience maintaining or processing offender records in a governmental law enforcement office, court setting or 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 offender's 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 May 24, 1974.
Revise class. Revises title (formerly Records and Identification Officer 2), definition, deletes distinguishing characteristics, revises minimum qualifications; adopted January 13, 1989.
Revise class. Revises definition; adopted February 10, 1989.
Revise class. Revises minimum qualifications; adopted November 13, 1989.
Revise class. Revises class code and title (formerly 39310 Correctional Records Manager 1), general revision; adopted May 10, 2007 effective July 10, 2007.
Revised title adopted 6/30/2015, effective 7/1/2015; formerly "Correctional Records Technician 2."
Salary adjustment adopted 6/30/2015, effective 7/1/2015.
Revised definition and title; adopted August 13, 2015; effective August 14, 2015.