Correction Records Sentence Computation/Release Officer BORM (20082881)

State of Ohio; Kentucky; On-site; USD 42,000 - 64,000; Full time

Job summary

BORM seeks a Records Management Officer to maintain inmate files, review court records for accuracy, and coordinate with agencies using the DOTS Portal and OnBase systems. The role requires meticulous data handling and knowledge of applicable procedures, rules and laws governing inmate records.

The position involves updating DOTS Portal, running reports, and ensuring timely release documentation in compliance with state requirements.

Qualifications

• Experience in processing, reviewing and preparing adult correctional inmate records and knowledge of applicable procedures, rules and laws.
• Strong attention to detail and ability to maintain accurate records and correspondences.

Responsibilities

• Maintain inmate files and update DOTS Portal and OnBase with accurate information.
• Review court records for accuracy and completeness.
• Coordinate with detaining authorities and other agencies for verification of documents.

Skills

Records Management

Education

12 months training or 12 months experience in inmate records processing

Tools

DOTS Portal

OnBase

Microsoft Office

Job description

This posting is for BORM

Job Duties:

• Requires considerable knowledge of records management in order to maintain and update inmate files in the DOTS/DOTS Portal computer system by computing and posting inmate sentences, additional sentences, earned credit, jail time credit, prior prison credit and parole eligibility
• Processes admission documents of all inmates entering Department of Rehabilitation and Correction by reviewing court records for accuracy and missing information
• Maintains correspondence with other agencies and courts for verification of documents and inquiries
• Reviews inmate records to ensure release of inmate from prison is appropriate
• Reviews records for compliance with registration laws and DNA testing requirements
• Operates Offender Watch and computer terminals to receive and transmit confidential information
• Research LEADS for pending warrants and detainers
• Coordinates pickup arrangements with detaining authorities
• Obtains reporting instructions for inmates being released under supervision
• Adjusts certified release date by earned credit to justify correct release date
• Enters TC and parole release dates as directed
• Prepares release of authorization documents for supervisory approval
• Ensures release authorizations are provided to the prisons for timely release of inmates
• Enters information in the DOTS Portal and updates and corrects as needed
• Runs various reports in DOTS Portal and Microsoft software
• Maintains inmate Legal Files by updating the file with accurate information, filing all incoming documents and comparing release date to ensure accuracy
• Maintains and updates inmate records by scanning information to OnBase document management system
• Enters information into DOTS Portal as needed
• Enters appropriate status and reason codes into DOTS Portal
• Maintains correspondence with other agencies and responds to kites/inmate inquiries
• Opens, sorts, and distributes mail
• Completes other bureau functions as assigned

Formal education in arithmetic that includes addition, subtraction, multiplication, division, fractions, decimals & percentages & in reading, writing & speaking common English vocabulary; 12 mos. trg. or 12 mos. exp. in processing, reviewing & preparation of adult correctional inmate or juvenile offender records & applicable state &/or departmental procedures, rules & laws.

• -Or 9 mos. exp. as a Correction Records Management Officer, 63231.
• -Or equivalent of Minimum Class Qualifications For Employment noted above.

Job Skills:

Records Management