Correctional Records Technician | Everett Records Unit
State of Washington, Everett, WA, United States
Correctional Records Technician
Full Time | Permanent
Location: West 1 Everett Regional Records | Everett, WA
Salary Range: $4,184 - $5,610 Monthly
This position is represented by the Washington Federation of State Employees.
This position may partially telework after the 6‑month training period; however, you will be required to be at a DOC location for access to the central file, in‑person training for CRTs, mandatory in‑person trainings, meetings, or testimony in a court of law due to subpoena.
Are you a problem‑solving, organization guru with a strong ability to multi‑task? If so, the Corrections Records Technician position within the Washington State Department of Corrections West 1 Everett Regional Records team may be the perfect fit for you!
The Records Division mission is to accurately apply legal court document information for the Department of Corrections (DOC), the public and individuals so they can trust the established jurisdiction for those in our care and custody and for the community.
As a custodian of incarcerated and supervised individual records, the Correctional Records Technician (CRT) will perform duties for the Correctional Records Office to ensure compliance with appropriate laws and agency policy. The CRT contributes to the agency’s mission to improve public safety by reviewing, entering, and auditing, and, on behalf of the agency, the legal documents that hold incarcerated individuals within the agency’s facilities and/or individuals under the jurisdiction of the Department of Corrections for appropriate confinement and supervision within the community.
In this role, you will work with the Correctional Records Technician Lead (CRT‑L) and Correctional Records Supervisor (CRS) to use independent judgment to accomplish assignments, assist in developing or suggesting work methods, procedures and resolve problems. You will play a vital role in improving public safety by assisting with creating processes to ensure that incarcerated individuals are released from reentry confinement while being the subject matter expert.
The candidate of choice will maintain and monitor both electronic and physical records of incarcerated and supervised individuals’ records and maintain confidentiality and integrity of information protected by agency policy or federal or state laws. Additionally, you will create DOC ID cards, fingerprint supervised individuals and staff, complete the PD process, pen packs, run criminal history background checks.
Duties
Maintaining Centralization of Reentry Facility intakes and releases:
Complete initial, second or release audits as necessary for sentence structure and release from re‑entry confinement.
Resolve any problems related to sentence structure and time accounting.
Prioritize Incoming Incarcerated Individuals by ERD and PRD.
Complete appropriate Incarcerated Individual records paperwork.
Update prison movements by verifying, entering or updating transfer and admission codes to Re‑Entry Facility along with assignment of appropriate Community Corrections Officer.
Complete Law Enforcement Notification and Victim Witness notification for transfers and release of Incarcerated Individuals from the Re‑Entry Facility.
Apply Supreme, Appellate, and Superior court decisions, RCWs, and Indeterminate Sentence Review Board redeterminations.
Ensure the contents of Incarcerated Individual records are legal and accurate, and maintained in a secure setting following records procedures for central/medical files.
Review and verify accuracy of legal documents.
Establish and validate agency jurisdiction of Incarcerated Individuals.
Verify electronic database information against source documents and resolve problems.
Troubleshoot and problem‑solve the use of Incarcerated Individual database systems.
Audit database information and Incarcerated Individual records.
Verify identification of Incarcerated Individuals to law enforcement.
Implement operational adjustments within the correctional records office.
Utilize Microsoft Teams to meet and train virtually in the absence of in‑person availability.
Maintaining electronic and physical files:
Utilizing, updating and maintaining databases and programs containing information relative to individuals’ conviction, sentence, violation, and release history.
Enter information, sentences, and modifications into the Department's electronic Incarcerated or Supervised Individuals’ database.
Correspond with appropriate court or other legal staff.
Scanning, indexing, verifying, and ensuring accuracy of Court and DOC Documents OnBase Imaging System; scan and toss hard copies of documents per policy.
Archive Incarcerated Individual records.
Process incoming and outgoing mail according to established procedures for Central /Medical files.
Maintain confidentiality of information protected by agency policy and federal or state laws.
Providing effective communication and thorough and timely processing of requests.
Participate in Onboard training and continued learning.
Other duties as required.
Required Qualifications
High School diploma or equivalent.
Must respect and maintain confidentiality.
Ability to use independent judgment to accomplish tasks and solve problems.
Demonstrate ability to effectively communicate with co‑workers, the public and criminal justice agencies.
Demonstrate ability to analyze and solve problems under highly stressful or adverse situations.
Demonstrate ability to learn and utilize computer‑based applications in the performance of job duties.
Demonstrate mathematical skills to compute complex sentence structure calculations.
Ability to work with speed and efficiency, shifting attention between tasks.
Observation – observes and strategizes personal action based on environmental conditions and human behavior.
Technology – learns and utilizes computer‑based applications in the performance of job duties.
Stress Tolerance – remains calm and rational while handling difficult situations including, but not limited to, volatile, threatening, or other crisis/emergency situations.
Professional Standards – knows and applies relevant law, policy, procedure, and practice. Adheres to productivity standards and timelines established by law and policy. Identifies own training needs and proactively seeks training opportunities.
Adaptability – incorporates new information into an existing framework of understanding. Accepts change and supports the Agency through changes in law, policy and procedure.
Preferred Qualifications
Experience maintaining, processing, entering, and/or calculating sentence structure for incarcerated or supervised individuals’ records.
Demonstrated entry and calculations of Washington State judgment and sentences.
Knowledge of criminal history and/or judgment and sentence document processing.
Knowledge of the criminal justice system and its related documents.
Knowledge of Outlook and database entry.
*NOTE: Incarcerated or supervised individuals records are defined as records containing certified copies of the original documents relating to the individuals’ crime and sentence. Individual records are not property files, grievance files, administrative files, treatment files, medical files, slough files, parole files, counselor files, or custody files.
Special Requirements / Conditions of Employment
Must be certified and maintain certification in ACCESS.
Skills test: must be able to satisfactorily complete Everett Records Unit competency test.
Vision
Working together for safer communities.
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.
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. 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 all 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. Work may be performed from your home or another off‑site 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 of all state‑issued equipment, and maintain confidentiality of all information in possession while working off‑site. Employees will be required to commute to a Department of Corrections facility or field office as business requires. Some offices will have a “drop‑in” area available; however, a dedicated workspace within a DOC facility will not be provided.
What We Offer
Remote or telework schedules (depending on position).
Up to 25 paid vacation 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 website.
Contact / Application
For application or reasonable accommodation, please email sarah.alfkaiki@doc1.wa.gov 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.
#J-18808-Ljbffr
Full Time | Permanent
Location: West 1 Everett Regional Records | Everett, WA
Salary Range: $4,184 - $5,610 Monthly
This position is represented by the Washington Federation of State Employees.
This position may partially telework after the 6‑month training period; however, you will be required to be at a DOC location for access to the central file, in‑person training for CRTs, mandatory in‑person trainings, meetings, or testimony in a court of law due to subpoena.
Are you a problem‑solving, organization guru with a strong ability to multi‑task? If so, the Corrections Records Technician position within the Washington State Department of Corrections West 1 Everett Regional Records team may be the perfect fit for you!
The Records Division mission is to accurately apply legal court document information for the Department of Corrections (DOC), the public and individuals so they can trust the established jurisdiction for those in our care and custody and for the community.
As a custodian of incarcerated and supervised individual records, the Correctional Records Technician (CRT) will perform duties for the Correctional Records Office to ensure compliance with appropriate laws and agency policy. The CRT contributes to the agency’s mission to improve public safety by reviewing, entering, and auditing, and, on behalf of the agency, the legal documents that hold incarcerated individuals within the agency’s facilities and/or individuals under the jurisdiction of the Department of Corrections for appropriate confinement and supervision within the community.
In this role, you will work with the Correctional Records Technician Lead (CRT‑L) and Correctional Records Supervisor (CRS) to use independent judgment to accomplish assignments, assist in developing or suggesting work methods, procedures and resolve problems. You will play a vital role in improving public safety by assisting with creating processes to ensure that incarcerated individuals are released from reentry confinement while being the subject matter expert.
The candidate of choice will maintain and monitor both electronic and physical records of incarcerated and supervised individuals’ records and maintain confidentiality and integrity of information protected by agency policy or federal or state laws. Additionally, you will create DOC ID cards, fingerprint supervised individuals and staff, complete the PD process, pen packs, run criminal history background checks.
Duties
Maintaining Centralization of Reentry Facility intakes and releases:
Complete initial, second or release audits as necessary for sentence structure and release from re‑entry confinement.
Resolve any problems related to sentence structure and time accounting.
Prioritize Incoming Incarcerated Individuals by ERD and PRD.
Complete appropriate Incarcerated Individual records paperwork.
Update prison movements by verifying, entering or updating transfer and admission codes to Re‑Entry Facility along with assignment of appropriate Community Corrections Officer.
Complete Law Enforcement Notification and Victim Witness notification for transfers and release of Incarcerated Individuals from the Re‑Entry Facility.
Apply Supreme, Appellate, and Superior court decisions, RCWs, and Indeterminate Sentence Review Board redeterminations.
Ensure the contents of Incarcerated Individual records are legal and accurate, and maintained in a secure setting following records procedures for central/medical files.
Review and verify accuracy of legal documents.
Establish and validate agency jurisdiction of Incarcerated Individuals.
Verify electronic database information against source documents and resolve problems.
Troubleshoot and problem‑solve the use of Incarcerated Individual database systems.
Audit database information and Incarcerated Individual records.
Verify identification of Incarcerated Individuals to law enforcement.
Implement operational adjustments within the correctional records office.
Utilize Microsoft Teams to meet and train virtually in the absence of in‑person availability.
Maintaining electronic and physical files:
Utilizing, updating and maintaining databases and programs containing information relative to individuals’ conviction, sentence, violation, and release history.
Enter information, sentences, and modifications into the Department's electronic Incarcerated or Supervised Individuals’ database.
Correspond with appropriate court or other legal staff.
Scanning, indexing, verifying, and ensuring accuracy of Court and DOC Documents OnBase Imaging System; scan and toss hard copies of documents per policy.
Archive Incarcerated Individual records.
Process incoming and outgoing mail according to established procedures for Central /Medical files.
Maintain confidentiality of information protected by agency policy and federal or state laws.
Providing effective communication and thorough and timely processing of requests.
Participate in Onboard training and continued learning.
Other duties as required.
Required Qualifications
High School diploma or equivalent.
Must respect and maintain confidentiality.
Ability to use independent judgment to accomplish tasks and solve problems.
Demonstrate ability to effectively communicate with co‑workers, the public and criminal justice agencies.
Demonstrate ability to analyze and solve problems under highly stressful or adverse situations.
Demonstrate ability to learn and utilize computer‑based applications in the performance of job duties.
Demonstrate mathematical skills to compute complex sentence structure calculations.
Ability to work with speed and efficiency, shifting attention between tasks.
Observation – observes and strategizes personal action based on environmental conditions and human behavior.
Technology – learns and utilizes computer‑based applications in the performance of job duties.
Stress Tolerance – remains calm and rational while handling difficult situations including, but not limited to, volatile, threatening, or other crisis/emergency situations.
Professional Standards – knows and applies relevant law, policy, procedure, and practice. Adheres to productivity standards and timelines established by law and policy. Identifies own training needs and proactively seeks training opportunities.
Adaptability – incorporates new information into an existing framework of understanding. Accepts change and supports the Agency through changes in law, policy and procedure.
Preferred Qualifications
Experience maintaining, processing, entering, and/or calculating sentence structure for incarcerated or supervised individuals’ records.
Demonstrated entry and calculations of Washington State judgment and sentences.
Knowledge of criminal history and/or judgment and sentence document processing.
Knowledge of the criminal justice system and its related documents.
Knowledge of Outlook and database entry.
*NOTE: Incarcerated or supervised individuals records are defined as records containing certified copies of the original documents relating to the individuals’ crime and sentence. Individual records are not property files, grievance files, administrative files, treatment files, medical files, slough files, parole files, counselor files, or custody files.
Special Requirements / Conditions of Employment
Must be certified and maintain certification in ACCESS.
Skills test: must be able to satisfactorily complete Everett Records Unit competency test.
Vision
Working together for safer communities.
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.
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. 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 all 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. Work may be performed from your home or another off‑site 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 of all state‑issued equipment, and maintain confidentiality of all information in possession while working off‑site. Employees will be required to commute to a Department of Corrections facility or field office as business requires. Some offices will have a “drop‑in” area available; however, a dedicated workspace within a DOC facility will not be provided.
What We Offer
Remote or telework schedules (depending on position).
Up to 25 paid vacation 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 website.
Contact / Application
For application or reasonable accommodation, please email sarah.alfkaiki@doc1.wa.gov 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.
#J-18808-Ljbffr