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Records Specialist 1 - SCI Fayette

Company: State of Pennsylvania
Location: Harrisburg
Posted on: November 19, 2023

Job Description:

Salary: $39,003.00 - $58,211.00 Annually

Location : Fayette County, PA

Job Type: Civil Service Permanent Full-Time

Job Number: CS-2023-68019-47611

Department: Department of Corrections

Division: CR SCI Fayette

Opening Date: 11/06/2023

Closing Date: 11/20/2023 11:59 PM Eastern

Job Code: 47611

Position Number: 00214009

Union: AFSCME

Bargaining Unit: A1

Pay Group: ST04

Bureau / Division Code: 00118500

Bureau / Division: State Correctional Institution at Fayette

Worksite Address: 50 Overlook Drive

City: LaBelle, Pennsylvania

Zip Code: 15450

Contact Name: Samantha Cheng

Contact Phone: 717.857.3322

Contact Email: scheng@pa.gov

THE POSITION
The Department of Corrections, State Correctional Institution (SCI) at Fayette is seeking a highly motivated Records Specialist 1 to join our team! The ideal candidate possesses advanced typing skills, above average attention to detail, good communication skills, and the ability to multi-task under pressure and meet deadlines. If you have the required experience and wish to explore a rewarding career that offers the opportunity to share your skills while earning a great salary and benefits, the PA Department of Corrections SCI Fayette wants to hear from you!

DESCRIPTION OF WORK
As a Records Specialist, you will be assigned to the Records Office and maintain accurate, up-to-date DC-15 master files by:

  • Analyzing court documents to create and/or revise sentence structures and sentence calculations,
  • Reviewing time periods identified as commitment credit to determine if the credit is legal and should be applied,
  • Revising sentence calculations when changes are made by the court or PA Probation and Parole Board,
  • Updating and reviewing inmate criminal histories,
  • Conducting one-on-one interviews with inmates upon reception into the Institution and upon release, and
  • Communicating with various criminal justice agencies regarding inmates.You will also scrutinize inmate cases assigned to your caseload prior to release to ensure that the release is legal, timely and that the inmate has met all requirements for release. You will register and fingerprint sex offenders under Megan's Law and fingerprint parole violators.

    Interested in learning more? Additional details regarding this position can be found in the position description.

    Work Schedule and Additional Information:
    • Full-time employment, 37.5 hours per week
    • Work hours are 8:00 AM to 4:00 PM, Monday - Friday, with 30-minute lunch
    • Salary: In some cases, the starting salary may be non-negotiable.
    • You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.
      REQUIRED EXPERIENCE, TRAINING & ELIGIBILITY
      QUALIFICATIONS
      Minimum Experience and Training Requirements:
      • Two years of clerical or correctional custodial experience, and graduation from high school or equivalent certification. College level courses may be substituted for the required experience on a year-for-year basis; or
      • Any equivalent combination of experience and training.Other Requirements:
        • You must meet the PA residency requirement. For more information on ways to meet PA residency requirements, follow the link and click on Residency.
        • You must be able to perform essential job functions.Legal Requirement:
          • You must pass a background investigation.How to Apply:
            • Resumes, cover letters, and similar documents will not be reviewed, and the information contained therein will not be considered for the purposes of determining your eligibility for the position. Information to support your eligibility for the position must be provided on the application (i.e., relevant, detailed experience/education).
            • If you are claiming education in your answers to the supplemental application questions, you must attach a copy of your college transcripts for your claim to be accepted toward meeting the minimum requirements. Unofficial transcripts are acceptable.
            • Your application must be submitted by the posting closing date. Late applications and other required materials will not be accepted.
            • Failure to comply with the above application requirements will eliminate you from consideration for this position. Veterans:
              • Pennsylvania law (51 Pa. C.S. -7103) provides employment preference for qualified veterans for appointment to many state and local government jobs. To learn more about employment preferences for veterans, go to www.employment.pa.gov/Additional%20Info/Pages/default.aspx and click the Veterans' Preference tab or contact us at ra-cs-vetpreference@pa.gov.Telecommunications Relay Service (TRS):
                • 711 (hearing and speech disabilities or other individuals).If you are contacted for an interview and need accommodations due to a disability, please discuss your request for accommodations with the interviewer in advance of your interview date.

                  The Commonwealth is an equal employment opportunity employer and is committed to a diverse workforce. The Commonwealth values inclusion as we seek to recruit, develop, and retain the most qualified people to serve the citizens of Pennsylvania. The Commonwealth does not discriminate on the basis of race, color, religious creed, ancestry, union membership, age, gender, sexual orientation, gender identity or expression, national origin, AIDS or HIV status, disability, or any other categories protected by applicable federal or state law. All diverse candidates are encouraged to apply.
                  EXAMINATION INFORMATION
                  • Completing the application, including all supplemental questions, serves as your exam for this position. No additional exam is required at a test center (also referred to as a written exam).
                  • Your score is based on the detailed information you provide on your application and in response to the supplemental questions.
                  • Your score is valid for this specific posting only.
                  • You must provide complete and accurate information or:
                    • your score may be lower than deserved.
                    • you may be disqualified.
                    • You may only apply/test once for this posting.
                    • Your results will be provided via email.

                      Learn more about our Total Rewards by watching this short !

                      Health & Wellness

                      We offer multiple health plans so our employees can choose what works best for themselves and their families. Our comprehensive benefits package includes health coverage, vision, dental, and wellness programs.*

                      Compensation & Financial Planning
                      We invest in our employees by providing competitive wages and encouraging financial wellness by offering multiple ways to save money and ensure peace of mind including multiple retirement and investment plan options.

                      Work/Life Balance
                      We know there's more to life than just work! Our generous paid leave benefits include paid vacation, paid sick leave, six weeks of paid parental leave, military leave, and paid time off for most major U.S. holidays, as well as flexible work schedules and work-from-home opportunities.*

                      Values and Culture
                      We believe in the work we do and provide continual opportunities for our employees to grow and contribute to the greater good. As one of the largest employers in the state, we provide opportunities for internal mobility, professional development, and the opportunity to give back by participating in workplace charitable giving.

                      Employee Perks
                      Sometimes, it is the little "extras" that make a big difference. Our employees receive special employee-only discounts and rates on a variety of services and memberships.

                      For more information on all of these Total Rewards benefits, please visit and click on the benefits box.

                      *Eligibility rules apply.

                      01

                      How many years of full-time clerical or correctional custodial experience do you possess?
                      • 2 years or more
                      • 1 but less than 2 years
                      • Less than 1 year
                      • None

                        02

                        If you are claiming experience in the above question, please list the employer(s) where you gained this experience in the text box below. The employer(s) and a description of the experience must also be included in the appropriate sections of your application if you would like the experience to be considered in the eligibility decision. If you claimed you do not have experience, type N/A in the text box below.

                        03

                        How much college coursework have you completed?
                        If you are claiming credits/degree, you must upload a copy of your college transcript(s) for this education to be considered in the eligibility decision. Unofficial transcripts are acceptable. You must attach your transcript(s) prior to the submission of your application by using the "Attachments" tab on the left. You will not be able to add a transcript(s) to the application after it has been submitted.

                        If you answer this question based on education acquired outside of the United States, you must also upload a copy of your foreign credential evaluation. For more information on foreign education credentials, please visit and click on Other Information.
                        • 60 credits or more
                        • 30 but less than 60 credits
                        • Less than 30 credits
                        • None

                          04

                          You must complete the supplemental questions below. These supplemental questions are the exam and will be scored. They are designed to give you the opportunity to relate your experience and training background to the major activities (Work Behaviors) performed in this position. Failure to provide complete and accurate information may delay the processing of your application or result in a lower-than-deserved score or disqualification. You must complete the application and answer the supplemental questions. Resumes, cover letters, and similar documents will not be reviewed for the purposes of determining your eligibility for the position or to determine your score.
                          All information you provide on your application and supplemental questions is subject to verification. Any misrepresentation, falsification or omission of material facts is subject to penalty. If requested, you must provide documentation, including names, addresses, and telephone numbers of individuals who can verify the validity of the information you provide in the application and supplemental questions.

                          Read each question carefully. Determine and select which "Level of Performance" most closely represents your highest level of experience/training. List the employer(s)/training source(s) from your Work or Education sections of the application where you gained this experience/training. The "Level of Performance" you choose must be clearly supported within the description of the experience and training information entered in your application or your score may be lowered. In order to receive credit for experience, you must have worked in a job for at least six months in which the experience claimed was a major function.

                          If you have read and understand these instructions, please click on the "Yes" button and proceed to the exam questions.

                          If you have general questions regarding the application and hiring process, please refer to our
                          • Yes

                            05

                            WORK BEHAVIOR 1 - ANALYZING INFORMATION
                            Reviews and analyzes inmate files including medical records, dispositions, sentence records, and court orders to assist in the determination of their accuracy and communicates findings in order to make adjustments or corrections to files.

                            Levels of performance

                            Select the Level of Performance that best describes your claim.
                            • A. I have experience reviewing and analyzing documents to determine their accuracy. I was responsible for communicating my findings and making any necessary adjustments or corrections.
                            • B. I have experience reviewing and analyzing documents to determine their accuracy. I was responsible for communicating my findings to someone else who made any necessary adjustments or corrections.
                            • C. I have successfully completed college-level coursework related to data analysis or analytics.
                            • D. I have NO experience or coursework related to this work behavior.

                              06

                              In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.
                            • The name of the employer(s) where you gained this experience.
                            • Your experience reviewing and analyzing information for accuracy.
                            • Your experience making adjustments to information.
                            • Your specific duties and level of responsibility.

                              07

                              If you have selected the level of performance pertaining to college coursework, please provide your responses to the three items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.
                            • College/University
                            • Course Title
                            • Credits/Clock Hours

                              08

                              WORK BEHAVIOR 2 - CUSTOMER SERVICE
                              Interacts with inmates, the public, or other personnel to gather information and explain rules, regulations, policies, and criminal history information. Provides appropriate responses to inquiries and refers individuals to the appropriate area for assistance as necessary.

                              Levels of Performance

                              Select the Level of Performance that best describes your claim.
                              • A. I have experience receiving customer inquiries. I was responsible for answering questions and providing technical information as necessary.
                              • B. I have experience receiving customer inquiries. I was responsible for answering general questions, but referred customers to someone else for responses to technical questions.
                              • C. I have successfully completed college-level coursework related to communications, public speaking, public relations, conflict resolution, or interviewing.
                              • D. I have NO experience or coursework related to this work behavior.

                                09

                                In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.
                              • The name of the employer(s) where you gained this experience.
                              • Your experience answering questions and providing technical information.
                              • Your specific duties and level of responsibility.

                                10

                                If you have selected the level of performance pertaining to college coursework, please provide your responses to the three items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.
                              • College/University
                              • Course Title
                              • Credits/Clock Hours

                                11

                                WORK BEHAVIOR 3 - DOCUMENT MANAGEMENT
                                Maintains inmate files for compliance with applicable laws and regulations and tracks appeals, misconducts, and grievances in electronic databases and paper case files. Updates inmate files with all corresponding legal documents when necessary and files appropriately. Ensures files contain all legally required documentation.

                                Levels of Performance

                                Select the Level of Performance that best describes your claim.
                                • A. I have experience maintaining databases, documents, and files. I was responsible for ensuring all required documentation was present and obtained missing documentation for the files.
                                • B. I have experience maintaining databases, documents, and files. I was responsible for ensuring all required documentation was present; however, someone else obtained missing documentation for the files.
                                • C. I have successfully completed college-level coursework related to electronic records management, documents management, records retention, record keeping, information confidentiality, records management, or business law.
                                • D. I have NO experience or coursework related to this work behavior.

                                  12

                                  In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.
                                • The name of the employer where you gained this experience.
                                • Your experience maintaining databases, documents, and files.
                                • Your specific duties and level of responsibility.

                                  13

                                  If you have selected the level of performance pertaining to college coursework, please provide your responses to the three items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.
                                • College/University
                                • Course Title
                                • Credits/Clock Hours

                                  14

                                  WORK BEHAVIOR 4 - RESEARCH AND DOCUMENTATION
                                  Conducts research by gathering, analyzing, and interpreting information related to inmates' criminal history and identification records. Researches files and coordinates information from other personnel to prepare for special projects and reports as needed.

                                  Levels of Performance

                                  Select the Level of Performance that best describes your claim.
                                  • A. I have experience researching records and files for various projects and reports. When given a topic, I was responsible for compiling all available documents from a variety of data sources.
                                  • B. I have experience retrieving specifically requested records and files from a single records location.
                                  • C. I have successfully completed college-level coursework related to research methods, statistics, research design and analysis, or data collection.
                                  • D. I have NO experience or coursework related to this work behavior.

                                    15

                                    In the text box below, please describe your experience as it relates to the level of performance you claimed in this work behavior. Please be sure your response addresses the items listed below which relate to your claim. If you indicated you have no work experience related to this work behavior, type N/A in the box below.
                                  • The name of the employer(s) where you gained this experience.
                                  • Your experience researching records and files.
                                  • The sources from which you retrieved information.
                                  • Your specific duties and level of responsibility.

                                    16

                                    If you have selected the level of performance pertaining to college coursework, please provide your responses to the three items listed below. If you indicated you have no education/training related to this work behavior, type N/A in the text box below.
                                  • College/University
                                  • Course Title
                                  • Credits/Clock Hours

                                    Required Question

Keywords: State of Pennsylvania, Harrisburg , Records Specialist 1 - SCI Fayette, Other , Harrisburg, Pennsylvania

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