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State of Washington Classified Job Specification


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Class Code: 112E
Category: Administrative Services


Independently performs correctional records technical tasks and sentencing 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, community supervision time, and/or determines  release dates. Responds to inquiries and requests for information from management, staff, and external entities. 

Typical Work

Audits judgment, sentences, and other court documents to verify the court’s accuracy in sentencing offenders per applicable RCW’s and legislative changes;

Utilizing knowledge of sentencing options and types, determines supervision types and enters sentence structures in accordance with judgment, sentence, or other court documents;

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

Enters and clears "Wanted Person" warrant into WACIC and NIC; notifies Victim/Witness Program unit; prepares extradition and international extradition packets for Governor's Warrant; and monitors escape prosecutions;  

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

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

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

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;

Maintains electronic and physical files;

Serves legal documents on offenders;  

Checks NCIC and WACIC for State and Federal warrants;  

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

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 signature on documents;

Registers eligible sex offenders and kidnapping offenders prior to release;

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

Extracts criminal history information from data compiled in multiple sources; enters into the Criminal Conviction Record database and determines offender risk level classification;

Completes prep sheets, verifying data and determining supervision types and jurisdiction for violators. Determines the number of low level violations;

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)

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.

Persons legally authorized to work in the U.S. under federal law, including Deferred Action for Childhood Arrivals recipients, are eligible for employment unless prohibited by other state or federal law.

Desirable Qualifications

High School diploma or equivalent. 


Two years of experience maintaining or processing offender files such as legal files, property files, grievance files, administrative files, medical files, parole files, counselor files, or custody files, in a governmental law enforcement office, court setting or an adult or juvenile correctional agency.   


College-level course work in criminal justice, business administration, accounting, social science, or a related field will substitute for one year of experience. 

Class Specification History

Revise class. Revises definition and minimum qualification, adds distinguishing characteristics; adopted
May 24, 1974.
Revise class. Revises definition; adopted December 9, 1983.
Revise class. Revises title (formerly Records and Identification Officer 1), definition, minimum qualifications, and deletes distinguishing characteristics; adopted January 13, 1989.
Revise class. Revises minimum qualifications; adopted November 13, 1989.
Revise class. Revise minimum qualifications to desirable qualifications; adopted July 11, 2003.
Revise class. Revises title (formerly Correctional Records Specialist), general revision; adopted
May 10, 2007, effective July 1, 2007.
Revise class.  New title, formerly Corrections Records Technician 1; salary adjustment, range 40 to 44.  Revisions adopted June 30, 2015, effective July 1, 2015.
(8/30/2012) Minor corrections to the Definition.
Salary adjustment adopted 6/30/2015, effective 7/1/2015.
Revised definition and title; Adopted August 13, 2015; effective 8/14/2015. 


Revised Legal Requirements; effective June 6, 2024, due to adopted legislative action.