SENTENCE/DOCKETING TECH 1* - 04242025-67423

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: BOARD OF PAROLE (BOP), BOARD OF PAROLE, DAVIDSON COUNTY

This position is designated Hybrid upon the completion of a successful training period.

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

Qualifications

Education and Experience: Education equivalent to graduation from an accredited high school and experience equivalent to one year of data processing work or office clerical work involved in reviewing or verifying information contained in documents or computer records.

Substitution of Experience for Education: Additional qualifying full-time data processing work or office clerical work involved in reviewing or verifying information contained in documents or computer records may substitute for the required education on a year-for-year basis.

Substitution of Vocational Education for Experience: Completion of a vocational certificate in office administration or data processing may substitute for the required office clerical or data processing experience.

Substitution of College Education for Experience: Successful completion of at least nine out of forty-five quarter hours in office administration or data processing from an accredited college or university may substitute for the required office clerical or data processing experience.

Necessary Special Qualifications: Applicants for this class must:

1. Have good moral character as determined by investigation;
2. Complete a criminal history disclosure form in a manner approved by the appointing authority;
3. Agree to release all records involving their criminal history to the appointing authority;
4. Supply a fingerprint sample in the manner prescribed by the TBI for a fingerprint bases criminal history records check;
5. Have no conviction for a felony or have been discharged under any conditions other than honorable conditions from any branch of the United States armed forces.

Examination Method: Education and Experience,100%, for Preferred Service positions.

Overview

Summary: Under immediate supervision, performs sentence calculation or parole docketing work of routine difficulty; and performs related work as required.

Distinguishing Features: This is the entry level class in the Sentence/Docketing Technician sub-series. Employees in this class learn to code, enter, and verify the accuracy of offender incarceration or parole eligibility data. This class differs from Sentence/Docketing Technician 2 in that incumbents of the latter perform at the working level.

* An applicant appointed to this flexibly staffed class will be reclassified to the next higher class in the series after successful completion of a mandatory one-year training period. Inadequate or marginal performance during the training period will result in automatic demotion or termination.

Responsibilities

Monitor Processes, Materials, or Surroundings:

1. Ensures that offender records are complete, accurate, and properly stored as required by policies and procedures.
2. Reviews offender judgment orders for accuracy and proper calculations as required by codes, policies, and procedures.

Processing Information:

1. Confirms that all required data and information is accurate prior to certifying parole eligibility, determinate release eligibility, or prior to authorizing the release of an offender as required by codes, policies, and procedures.
2. Supervises the processing of orders when all data, information, and codes are complete and correct according to the requirements of codes, policies, and procedures.
3. Assesses the offender's credits to determine their applicability toward sentencing as required by codes, policies, and procedures.

Making Decisions and Solving Problems:

1. Analyzes the offender's file and history to ensure that the overall sentence and time served is in compliance with the court orders.
2. Ensures that staff under their personal supervision understands their personal job responsibilities in processing and reviewing offender's records and files as required by codes, policies, and procedures.

Analyzing Data or Information:

1. Identifies the separate components of an offender's sentence structure to explain to the courts the offender's sentence history and calculation.

Identifying Objects, Actions, and Events:

1. Reviews dockets and reports on offenders to determine release eligibility, expiration of sentences, and to clear out court status as required by codes, policies, and procedures.

Documenting/Recording Information:

1. Enters and maintains all required information and changes in information into information records systems as required by codes, policies, and procedures.
2. Monitors staff under their supervision in their processing and maintenance of all required offender information and records as required by policy and procedures.

Evaluating Information to Determine Compliance with Standards:

1. References offender court orders with legal codes, policies, and procedures to confirm that the order is in compliance with the legal requirements for a parole hearing, determinate release, or the offender's expiration of sentence release.

Interpreting the Meaning of Information for Others:

1. Explains the requirements and standards required by codes, policies, and procedures to staff under their supervision and others as required.

Communicating with Supervisors, Peers, or Subordinates:

1. Communicates with supervisors, peers, or subordinates as required in response to inquiries for offender information to explain details relative to parole or revocation hearings, sentencing, or parole release as required by codes, policies, or procedures.

Training and Teaching Others:

1. Trains, coaches, and develops staff under their supervision and other staff as required by policies, procedures, and unit manuals.

Communicating with Persons Outside Organization:

1. Communicates with persons outside the organization as required in response to inquiries for offender information to explain details relative to parole hearings, sentencing, and all releases as required by codes, policies, or procedures.

Guiding, Directing, and Motivating Subordinates:

1. Provides job performance guidance, analysis, and performance evaluations to their employees as required by codes, policies, and procedures.

Organizing, Planning, and Prioritizing Work:

1. Processes and organizes all work according to their priorities in order to complete all work as required and in a timely manner.
2. Reviews the organization and plan for work of staff under their supervision to ensure that operational requirements and goals are met as required by codes, policies, and procedures.

Interacting With Computers:

1. Uses a computer in the conduct of their daily work activities and for communication related to their work with other staff and agencies.

Getting Information:

1. Contacts a variety of public officials regarding offender information and records as required by laws, policies and procedures.
2. Receives documentation on offenders from public officials at all levels.
3. Reviews time and attendance data on staff under their supervision.

Developing Objectives and Strategies:

1. Participates in the formulation and execution of improvements for programs, policies, and procedures to address operational requirements for processing offender's sentence calculations and releases.

Resolving Conflicts and Negotiating with Others:

1. Communicates effectively with others to resolve conflicts quickly and effectively.

Performing for or Working Directly with the Public:

1. Maintains and provides information from files and records as required by policies, procedures, and unit operating procedures, as required.

Coaching and Developing Others:

1. Assists in the development of other staff in improving job related skills and in their work responsibilities.

Performing Administrative Activities:

1. Maintains files, reports, and records for daily operations, personnel, and administration as required by codes, policies, and procedures.

Establishing and Maintaining Interpersonal Relationships:

1. Interacts in a positive manner with other staff members, fellow employees, other agencies, and the public to foster and maintain a harmonious working environment and good public relations.

Coordinating the Work and Activities of Others:

1. Coordinates the workloads and activities of the staff under their supervision.

Developing and Building Teams:

1. Participates in the development and growth of team building and contributes to team success in job performance and completion of daily work requirements.

Provide Consultation and Advice to Others:

1. Recommends changes and improvements in the processes and procedures for work activities to improve unit operational performance.

Staffing Organizational Units:

1. Participates in the hiring and/or promotional process for staffing for the unit.

Scheduling Work and Activities:

1. Sets the work schedule and requirements for staff under their supervision.
2. Assists in the scheduling of conferences for other departmental staff related to the policies and procedures for program operations, as required.

Updating and Using Relevant Knowledge:

1. Attends and participates in all required in-service and pre-service training related to applying new knowledge to their job requirements and as required by codes, policies, and procedures.

Assisting and Caring for Others:

1. Responds appropriately when personal assistance is needed.

Operating Vehicles, Mechanized Devices, or Equipment:

1. Operates state equipment in the conduct of their work.

Competencies (KSA's)

Competencies:

1. Functional/Technical Competency
2. Learning on the Fly
3. Problem Solving
4. Priority Setting
5. Time Management
6. Perseverance
7. Written Communications
8. Listening
9. Self-Development
10. Self- Awareness

Knowledge

1. Clerical
2. Customer and Personal Service

Skills:

1. Active Listening
2. Active Learning
3. Critical Thinking
4. Speaking
5. Monitoring
6. Reading Comprehension
7. Complex Problem Solving
8. Learning Strategies
9. Mathematics
10. Writing
11. Service Orientation
12. Time Management

Abilities:

1. Time Sharing
2. Memorization
3. Deductive Reasoning
4. Inductive Reasoning
5. Mathematical Reasoning
6. Problem Sensitivity
7. Selective Attention
8. Perceptual Speed
9. Wrist-Finger Speed
10. Category Flexibility
11. Information Ordering
12. Oral Comprehension
13. Oral Expression
14. Written Expression
15. Near Vision
16. Written Comprehension
17. Speech Clarity
18. Speech Recognition

Tools & Equipment

1. Personal Computer
2. Telephone
3. Fax Machine
4. Printer