Institution Records Specialist, Administrative Specialist 1(Wilsonville)

State of Oregon•Wilsonville, OR

2d•Onsite

About The Position

The Offender Information and Sentence Computation (OISC) Unit is committed to providing efficient and secure management of institutional records, court processes, and data within our operational framework. We are seeking a highly organized and dedicated OISC Institution Records Specialist to manage and oversee security, maintenance, court processes, and data management. This position will also provide administrative support to the OISC Central Unit. In this role, you will ensure the smooth coordination of all records-related processes across OISC offices, maintain the security and integrity of institutional records, and facilitate court processes. You will also be responsible for developing and managing systems for data collection, tracking, and reporting. Additionally, you will provide administrative support to the OISC Central Unit to help streamline office operations and maintain compliance with legal and organizational standards. You will receive, review, process, and follow-up on all documents, reports, and forms received. Evaluate for completion, compliance, and accuracy with established criteria; determine application needed based on applicable Oregon Revised Statutes (ORS), Oregon Administrative Rules (OAR), OISC Policy and/or Institution Policy and distribute to and advise the appropriate persons, department or file. Includes follow-up with appropriate parties when action is needed. You will respond to subpoenas, court orders and written and telephonic requests for public records/information. Includes need to evaluate and review requests for offender information and research applicable rules to determine whether records are exempt from disclosure in accordance with applicable laws, rules and/or regulations. Independent judgment is required to analyze and apply precedents and instructions received from department legal counsel. You will create necessary institution documents and coordinate the Adult in Custody (AIC) movement as applicable for release, transfer, court trips and other AIC transportation. Place an ODOC hold with outside agencies prior to the AIC’s arrival in the outside jurisdiction. Ensure cross-agency notifications have been made in accordance with applicable rules. You will work with AICs who are close to release to assist them in ordering copies of their birth certificate and social security card.

Requirements

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR An equivalent combination of education and experience.
Responding to requests in writing
Experience with the DOC400
Reviewing records requests
Making decisions based on department policies
Reviewing forms for completeness and accuracy
Working independently to set priorities, meet deadlines, and manage a caseload
Interpreting and applying laws, rules and policies when making decisions
Pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.

Nice To Haves

Possess Public Notary Certification
Possess a Law Enforcement Database System (LEDS) Certification

Responsibilities

Manage and oversee security, maintenance, court processes, and data management of institutional records.
Provide administrative support to the OISC Central Unit.
Ensure smooth coordination of all records-related processes across OISC offices.
Maintain the security and integrity of institutional records.
Facilitate court processes.
Develop and manage systems for data collection, tracking, and reporting.
Receive, review, process, and follow-up on all documents, reports, and forms.
Evaluate documents for completion, compliance, and accuracy with established criteria.
Determine applicable Oregon Revised Statutes (ORS), Oregon Administrative Rules (OAR), OISC Policy and/or Institution Policy for document distribution and advice.
Respond to subpoenas, court orders, and requests for public records/information.
Evaluate and review requests for offender information and research applicable rules for disclosure exemptions.
Analyze and apply precedents and instructions from department legal counsel.
Create necessary institution documents.
Coordinate Adult in Custody (AIC) movement for release, transfer, court trips, and other transportation.
Place ODOC holds with outside agencies prior to AIC arrival in outside jurisdiction.
Ensure cross-agency notifications are made.
Assist AICs close to release in ordering copies of their birth certificate and social security card.