MONTGOMERY COUNTY MARYLAND Code No. 3258
ROCKVILLE, MARYLAND Grade 17
CLASS SPECIFICATION
CORRECTIONAL RECORDS COORDINATOR
DEFINITION OF CLASS:
This is full performance level support work carrying out administrative tasks
pertaining to maintaining inmate records, and calculating and monitoring the
release dates of inmates incarcerated at multiple detention facilities. Employees
in this class are required to perform a variety of processes and carry out a
full range of procedures to keep constant track of the location and time until
release for each resident in the custody of the Department of Correction and
Rehabilitation's detention facilities. Contacts are with representatives of
the court, representatives of other public safety jurisdictions, legal organizations,
and staff within the Department for the purpose of facilitating the transfer
of inmates in and out of a facility, and to provide basic technical information
on release dates. Public Service/Assistance is provided to large numbers of
inmate family members and crime victims in the form of information concerning
bond, release dates, and processes and procedures involved in incarceration,
the legal process, and release from custody. Employees are required to work
nights, weekends and holidays. Employees in this class use standard procedures
to perform specialized calculations to determine exact incarceration periods
and release dates. Employees know the priority of different tasks to be performed
and independently carry out the work they know needs to be completed, shifting
tasks as necessary, utilizing the appropriate method to complete work and referring
more difficult issues to higher level staff as appropriate. While guidelines
are normally available, they do not cover new or unusual situations encountered
in the work and circumstances differ for each inmate. Employees must use resourcefulness
to deviate from conventional methods to resolve issues and still ensure that
no mandated rules are broken. Employees also recommend changes to improve the
system of operation. The complexity of the work is derived from the fact that
release dates and conditions of release differ for each inmate, and employees
must continually evaluate each one. Certain activities/behavior can take time
off or add to sentences as can court decisions and time in other institutions.
Such actions are constant and employees must continually adjust calculations
to ensure inmates are not kept longer than they should be or released prematurely.
Criteria for carrying out the work are established, but employees must determine
the appropriate criteria to use in the case of each inmate to ensure that the
movement of inmates occurs as it should and all inmates are accounted for. The
decisions made by employees in this class impact the safe and secure administration
of the four facilities by accurately computing sentences and tracking the movement
of all inmates at all times. Work is performed in a correctional facility requiring
special security procedures, and employees have limited contact with inmates
on cleaning detail. Performance of the work presents no significant hazards
to employees. The work is primarily sedentary, and work effort does not result
in noticeable fatigue.
EXAMPLES OF DUTIES: (Illustrative Only)
Interprets all court commitments ensuring that they provide for the lawful confinement
of any individual held at the Department of Correction and Rehabilitation's
detention facilities.
Authorizes the release of any individual as directed by the court system which
includes, but is not limited to, conducting the necessary warrant checks in
the Montgomery County Warrant System, the Maryland Information Law Enforcement
System (MILES), and the National Criminal Information Center (NCIC).
Responds to numerous requests for information about the legal status of individuals
emanating from the public, law enforcement agencies, the court system, and other
correctional agencies.
Facilitates the transfer of inmates to outside agencies, including but not limited
to, the court system, medical appointments, law enforcement agencies, and other
correctional facilities.
Completes all data entry into the Criminal Justice Information System (CJIS),
and the Victim Information and Notification Everyday (VINE) System.
Maintains all documents relevant to the formulation and maintenance of the accounting
system used to establish the total inmate population, and provides complete
housing location information for all individuals held at the Department's four
detention facilities.
Performs all mathematical computations of sentences for the Department of Correction
and Rehabilitation through the addition and/or deduction of any earned time
credits.
Researches and analyzes inmate information in order to generate wrap sheet reports
for classification purposes using various automated law enforcement systems
(MILES, NCIC, and CJIS).
Collects fees from offenders sentenced to the Detention Center in the Weekender
Program.
Conducts warrant checks on inmates to be released.
Assists in providing orientation for all Correction Officers regarding the operations
and role of the Records Section.
Performs related duties as required.
MIMIMUM OUALIFICATIONS:
Experience: Two (2) years of experience in community based correctional
services or public service, such as law enforcement or related fields that deal
with variety of offenders, one (1) year of which must have been in records management,
e.g., files/records reference, retrieval and maintenance.
Education: Completion of high school or High School Certificate of completion
recognized in the State of Maryland.
Equivalency: An equivalent combination of education and experience may
be substituted.
Knowledge, Skills, and Abilities:
Skill in basic mathematical applications.
Skill in data entry to process all relevant court information and/or internal
documentation necessary to maintain up-to-date records in the criminal justice
system, which are essential to the lawful incarceration of inmates held at the
Department's detention facilities.
Ability to use MS Word and Excel software.
Ability to interpret, compute, and complete a sentence diminution for any individual
sentenced to one of the Department's four facilities.
Ability to establish and maintain effective working relationships with associates,
supervisors, court staff, the general public, and personnel of other agencies.
Ability to conduct complete and accurate file searches.
Ability to work effectively under time constraints and conflicting priorities.
Ability to work independently on a wide variety of technical and administrative
tasks.
Ability to attend meetings and perform other assignments at locations outside
the office.
PROBATIONARY PERIOD:
Individuals appointed to this class will be required to serve a probationary
period of six months, during which their performance will be carefully evaluated.
Continuation in this class will be contingent upon successful completion of
the probationary period.
MEDICAL PROTOCOL: Limited Core Exam *
*Medical History Review Drug /Alcohol Screen
Skin Test for Tuberculosis (2-step)
Class Established: December 1997
Revised: May 2004(M)
June, 2008 (M)
April, 2010