Occ. Code 2543100

INMATE RECORDS COORDINATOR 1, GRADE 14	2543100
INMATE RECORDS COORDINATOR 2, GRADE 18	2543200

New York State Department of Civil Service

Classification Standard

BRIEF DESCRIPTION OF CLASS SERIES

Inmate Records Coordinators are classified for the Department of Corrections and Community Supervision and are responsible for processing and maintaining records associated with offenders in the State correctional system. This includes legal documents such as commitments, court orders, writs, warrants, affidavits, detainers, and related legal records, and records on offender admissions, releases, transfers, overnight trips, escapees, and absconders.

DISTINGUISHING CHARACTERISTICS

INMATE RECORDS COORDINATOR 1: serves as the highest level offender records administrator and supervisor in a correctional facility that has less than 700 offender beds; or serves as overall assistant to the Inmate Records Coordinator 2 in a correctional facility that has 1,200 or more offender beds, or that is designated as a maximum security facility, hub core facility, or major reception center, or includes a maximum security special housing unit. Incumbents supervise one or more clerical support staff in processing and maintaining offender records.

INMATE RECORDS COORDINATOR 2: serves as the highest level offender records administrator and supervisor in a correctional facility that has 700 or more offender beds, or that is designated as a maximum security facility, hub core facility, or major reception center, or includes a maximum security special housing unit. Incumbents supervise one or more clerical support staff in processing and maintaining offender records.

As the highest level position in an offender records program, positions of Inmate Records Coordinator 1 and 2 are similar. However, the responsibilities of the Inmate Records Coordinator 2 are more extensive because this class is responsible for supervising a larger facility offender records program and/or a program complicated by the facility's designation as a maximum security, hub core or reception facility, or includes a maximum security special housing unit. The responsibilities of the Inmate Records Coordinator 1 are less extensive because of the limited size and scope of the facility program.

RELATED CLASSES

Office Assistant 2 positions assigned to Inmate Records Offices assist the Inmate Records Coordinator and supervise Office Assistant 1 (Keyboarding) in the processing and maintenance of offender records.

Office Assistant 1 (Keyboarding) positions assigned to Inmate Records Offices assist positions of Office Assistant 2 and Inmate Records Coordinator 1 and 2 in the processing and maintenance of offender records.

ILLUSTRATIVE DUTIES

INMATE RECORDS COORDINATOR 1: when assigned to a correctional facility that has 1,200 or more offender beds, or that is designated as a maximum security, hub core or major reception facility, or that includes a maximum security special housing unit, serves as overall assistant to the Inmate Records Coordinator 2 in processing and maintaining all records of offender admissions, releases, transfers and movements and decisions affecting offender legal time; supervises and trains positions of Office Assistant 2 and Office Assistant 1 (Keyboarding) in processing and maintaining offender records; assists in establishing work schedules and work priorities; and may substitute for the Inmate Records Coordinator 2 in their absence.

INMATE RECORDS COORDINATOR 1 AND 2: when assigned as the highest level offender records administrator and supervisor in a facility, reports to the Superintendent; coordinates offender transfers into the facility by notifying offices of incoming transfers, reviewing legal and I.D. files for accuracy and completeness, distributing records, and reviewing records of offender personal property; coordinates offender transfers out of the facility by reviewing transfer orders, notifying all offices of outgoing offenders, collecting records and personal property, and notifying receiving facilities; coordinates offender trips to court by reviewing legal documents, issuing special orders to appropriate offices, preparing escort envelopes, and reviewing records on court returns for changes in legal status; coordinates offender trips for medical and personal reasons and processes required records; processes commitments, court orders, writs, warrants, affidavits, detainers, and related legal documents; coordinates the storage of offender personal property; schedules Time Allowance Committee hearings and records decisions; schedules offenders for Parole Board hearings and records decisions; ensures that offender legal dates are correct based on commitment papers, sentencing laws, and Parole Board decisions; computes offender time in accordance with sentences on commitment and subsequent decisions affecting offender time; coordinates releases by determining offender release status and storing and retrieving records; processes and records all necessary information on absconders and escapees; processes confidential correspondence from offenders, families, courts, and local, State and Federal agencies; compiles legal case data for the Attorney General's Office; researches offender records and responds to questions as appropriate from agency and facility staff, offenders, and other jurisdictions; supervises, trains, schedules and evaluates positions of Office Assistant 2 and Office Assistant 1 (Keyboarding) in processing and maintaining offender records; maintains daily count of offenders and determines and projects vacancies based on transfers, admissions, releases, and movement to an SHU or infirmary; interprets laws, rules, regulations, policies and procedures relevant to the processing of offender records; provides technical assistance and advice to the Superintendent; and maintains liaison with the Albany Office and other facilities to resolve questions and coordinate offender movements.

MINIMUM QUALIFICATIONS

INMATE RECORDS COORDINATOR 1

Promotion: one year of permanent competitive service in a clerical position allocated to Grade 9 or higher or as an Administrative Aide or Offender Rehabilitation Aide.

INMATE RECORDS COORDINATOR 2

Promotion: one year of permanent competitive service as an Inmate Records Coordinator 1 or Office Assistant 3, or two years in a clerical position allocated to Grade 9 or higher or as an Administrative Aide or Offender Rehabilitation Aide.

Revised: 7/17

NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all of the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.