Correctional Records Technician (#MAAC01)

Correctional Records Specialist (#MAAC02)

Correctional Records Supervisor (#MAAC03)

Correctional Records Senior Technician (#MAAC04)

This class series uses four levels in the Administrative Services occupational group, Administrative Support occupational series and describes work supporting state and federal judicial systems by processing court sentencing orders and calculating offender sentences, offender parole eligibility, transfer, and release dates. 

Note:  This career ladder series incorporates Correctional Records Technician and Correctional Records Senior Technician. The Correctional Records Technician level is to provide entry for hiring new employees into the class series but does not preclude hiring new employees at the higher level.  Employees may be promoted through the career ladder in accordance with job requirements and promotional standards. Promotional standards, a selection document under separate cover, sets forth the criteria that defines and describes the requirements that must be met at each level. Advancement of employees through the career ladder is dependent on an agency's/department's operational needs and distribution of work. 

The Correctional Records Specialist and Correctional Records Supervisor levels, although not part of the career ladder, provide competitive opportunity for movement of employees.

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

• Verifies and reviews sentencing orders and translates orders length of time into calendar dates for earliest and latest possible dates for parole, for transfers to less stringent facility and release from custody; calculates/applies statutory "good time", time already served, and meritorious time to reduce sentence.
   
• Establishes and maintains inmate case files containing classification data, inmate conduct, confidential information, legal documents and miscellaneous data; Prepares identification file for use by Correctional Officers escorting inmates outside of the institution.
   
• Uses automated information systems to enter, update, modify, delete, retrieve/inquire and report on data.
   
• Verifies that there are no outstanding charges, warrants or capias prior to inmate release.
   
• Answers inquiries from inmates, their relatives, court personnel, police agencies, attorneys and counselors; Testifies in court to provide data from inmate's case history file.
   
• Serves out-of-state warrants to inmate and explains legal rights and options pertaining to warrant; Explains terms and conditions of bail to inmate and obtains signature agreeing to terms.
   
• Reviews legal documents for completeness, accuracy and compliance with state and federal laws. 
   
• Prepares various reports.

Correctional Records Technician

This is the first level of the Correctional Record Series.

• Receives supervision from a technical supervisor.
• Contacts include inmates, their families, criminal justice system personnel and department staff to provide information or answer questions regarding sentences, and inmate status contained in an inmate's records.

Correctional Records Senior Technician 

This is the second level of the Correctional Records Series.

• Reviews complex cases that involve researching/applying multiple sentencing orders, multiple jurisdictions, pending charges and determination of release dates.
• Provides technical assistance, training and oversight of lower level employees.

Correctional Records Specialist

This level has responsibility for the maintenance and control of inmate case history files and records.

• Receives supervision from an administrative superior.
• Develops and implements recordkeeping procedures. Reviews and audits inmates' case history files for accuracy.
• Analyzes and interprets sentencing orders; verifies applicability of mandatory or non mandatory time and length of incarceration, checks accuracy of time served, statutory "good time" and dates of release; communicates with judges to ensure proper interpretation or requests new order when discrepancies exist.
• Translates orders length of time to be served into calendar dates for earliest and latest possible parole, transfer to a less stringent facility and release from custody.
• Represents department on various committees that deal with issues impacting records processing work.
• Oversees the work of other staff. 
• Contacts include inmates, their families, criminal justice system personnel and department staff to provide information, obtain clarification or answer questions regarding sentences, and inmate status contained in an inmate's records.

Correctional Records Supervisor

This is the supervisory level of correctional records work responsible for the maintenance and control of inmate case history files and records.

• Supervises two or more merit full time positions (per the Merit Rules). The elements of supervision include planning, assigning, reviewing, evaluating, coaching, training, and recommending hire/fire, discipline.
• Contacts include inmates, their families, criminal justice system personnel and department staff to provide information, obtain clarification or answer questions regarding sentences, and inmate status contained in an inmate's records.

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

• Knowledge of applicable sections of the Delaware Code.
• Knowledge of applicable federal law regarding serving warrants and inmate privacy.
• Knowledge of department procedures regarding sentence calculations.
• Knowledge of office practices and procedures.
• Knowledge of bail, parole and sentencing procedures.
• Knowledge of basic mathematics.
• Knowledge of correctional recordkeeping practices and procedures.
• Knowledge of legal documents and terminology, as they relate to commitments, sentencing and court orders.
• Knowledge in the use of automated information systems.
• Ability to make accurate mathematical computations using calculators and charts.
• Ability to read and comprehend legal documents.
• Ability to communicate effectively with judges, inmates, relatives and police.
• Ability to establish and maintain effective working relationships.
• Ability to prepare and maintain accurate records and reports.

In addition to the above knowledge, skills and abilities, the Correctional  Records Senior Technician requires:

• Knowledge of prison rules and regulations including security and emergency procedures.
• Skill in the use of automated information systems.
• Ability to read and comprehend legal documents containing multiple sentencing commitments.
• Ability to process more complex cases. 

In addition to the above knowledge, skills and abilities, the Correctional Records Specialist requires:

• Ability to establish correctional recordkeeping systems.
• Ability to interpret legal documents containing multiple sentencing commitments.
• Ability to oversee the work of subordinate staff.

In addition to the above knowledge, skills and abilities, the Correctional Records Supervisor requires:

• Knowledge of the principles and practices of correctional records management.
• Knowledge of the principles and practices of supervision.

JOB REQUIREMENTS for Correctional Records Senior Technician
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

1. One year experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities.
2. One year experience in processing court documents such as warrants, court orders, or sentence orders.
3. One year experience in record keeping.
4. One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
5. One year experience in applying laws, rules, regulations, standards, policies and procedures.