Client Services - Community Corrections - Data Entry Clerk

DATA ENTRY CLERK   Department: Community Correction                                               FLSA Status: Non-Exempt Classification/Level: B2                                                                  Date: 04/2025   Under the direction of the Senior Intake Case Managers, the Data Entry Clerk is responsible for receiving referrals for electronic monitoring and/or residential services supervision and collecting information from numerous databases. This position is covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.      ESSENTIAL FUNCTIONS:   Enters home detention and/or residential services referrals into the appropriate databases with strict time constraints and forwards information to the required staff member. Contacts referring agency for additional information, retrieves necessary information from Spillman, INcite, and/or Odyssey, determines if the offender is currently incarcerated and documents offender’s paperwork. Enters required offender information into the electronic monitoring/residential services program and/or SRS under strict time constraints. Ensures all paperwork in the file is included and accurate and forwards to the assigned staff member. Responsible for preparing letters to identified victims of the offender, advising the victims of the offender’s placement, and requesting the victims’ contact information. Enters all correspondence with the victims into case management/SRS software and provides copies of correspondence to the Communications and Case Management Divisions. Prints daily court calendar and reviews offenders on the calendar, determines if the offender was referred to or is a participant at Community Corrections, pulls files and paperwork for offenders scheduled to appear in court and forwards to the Placement Coordinator for review. Documents all denial or refusal information for offenders in the appropriate databases. Prepares files to be shipped to storage, documents information in the designated database, and notifies assigned staff when files are ready to be shipped. Responsible for assisting the receptionist with answering incoming telephone calls as needed. Generate reports daily to ensure accuracy and data integrity. Completes program participants intakes. Maintains current, accurate case files, including classifying participants according to risk based on IRAS results, recording defendant’s behavior and compliance with court’s order. Maintains current, accurate case files, including classifying participants according to risk based on IRAS results, recording defendant’s behavior and compliance with court’s order. Reviews all requests from participants to leave their residence or ACCC Residential Services Facility for approval or denial, using established pass guidelines. Contacts participants on a daily basis to notify if a request has been denied or approved and if approved the participant is given the exact times they are permitted to be away from their residence or ACCC Residential Services Facility along with any other special instructions. Investigates all pass and weekly schedule verifications received along with the electronic monitoring printout to ensure compliance and to verify the participant’s whereabouts are known during the entire time they were away from their residence or the ACCC Residential Services Facility; writes violation as needed for noncompliance and forward to the assigned case manager for disciplinary actions. Documents all pass requests, pass verification and schedule verification into the case management software (SRS) so that appropriate reports may be processed and the participant’s whereabouts can be tracked and verified in the future. Documents pass, schedule and job search information into the assigned database daily so that other staff has the pertinent information regarding the participant’s whereabouts to ensure participant compliance. Receives, organizes, and reviews all participant requests to be away from their residence as outlined in the Performance Pass Program. Staff pass with appropriate case manager or supervisor once a determination has been made for final approval or in cases where the requested location does not comply with stated guidelines. Notifies participant of approval or denial, enters pass request and verification, reviews verification and electronic monitoring printout for violations, writes any participant violations for non-compliance and forwards to assigned case manager. Returns phone calls to participants requesting information, requesting status information on submitted pass requests, request to leave their residence or the ACCC Residential Services Facility outside of the proper written notification time frame, and contacts other agencies regarding passes or issues that need immediate attention. Organizes and prioritizes all pass and schedule request received in a timely manner to ensure that Court appearances, medical and employment requests are processed immediately based on the date requested; determines which passes need immediate attention based on the date requested to leave, date submitted and location and reason requesting. Meets with participants on a daily basis for pass and schedule requests needing immediate attention such as court appearances, medical attention and employment requests, answer questions participants have regarding pass policies and requests. Performs orientation weekly for new participants to explain the pass and schedule policy and procedures in detail including requests to leave and job search passes, along with the appropriate way to complete requests forms and verification and the guidelines for requesting to leave their residence or the ACCC Residential Services Facility. Facilitate job search daily for participants who are unemployed or seeking other employment; approves times and locations participants are permitted while on job search; investigates verification; writes all violations as needed and forwards to the appropriate staff member. Enters job search attendance into SRS within approved guidelines and forwards required paperwork to the appropriate staff members. Access numerous computer databases to obtain information and verify and investigate pass requests and weekly schedule information. Manages the Resource Lab daily for those participants who are unemployed or seeking other employment. (Day Reporting Center only) Ensures that all participants who are scheduled to report to the Resource Lab are present and enter compliance or non-compliance into appropriate databases.  Ensures that required paperwork is forwarded to appropriate staff members. (Day Reporting Center only) Effectively communicates with participants, family members and other agencies. Verifies participants work hours with employer before approving weekly schedule. Documents all approved weekly schedules into SRS case management software according to verified work hours. Documents information in the Communications staff database on a daily basis to ensure compliance in an accurate and timely manner. Reviews all approved pass requests with verification and Electronic Monitoring printouts/Residential Facility records to ensure compliance.  Writes violations as needed and forwards to the appropriate staff member. Performs all other duties as assigned, including overtime as required. Uses principles of evidence-based practices as a guide in interactions with program participants and in the development of department programs. Must model Pro-Social behavior at times and in all places.   REQUIREMENTS:   High school diploma or GED. Experience answering a multi-line phone and/or working in a fast paced, high stress environment preferred. Bachelor’s Degree in Criminal Justice, Public Affairs or related field preferred. Prior work experience in the Criminal Justice, Administrative, Data Entry field Strong customer service skills to answer phone calls and assist department staff. Ability to use a multi-line phone system. Strong written and verbal communication skills. The agency subscribes to the National Institute of Corrections’ Eight Principles of Effective Intervention (EBP), must be able to complete the required Correctional EBP training programs and demonstrate competencies that focus on empirical recidivism risk reduction strategies. Ability to use a variety of standard office equipment. Strong computer skills with the ability to use Microsoft Office and other job-related software. Ability to work at either ACCC locations. Knowledge of evidence-based principles and practices.   DIFFICULTY OF WORK:   The Data Entry Clerk routinely enters home detention and/or residential services referrals into the appropriate databases and forwards information to the required staff members. Knowledge of prescribed procedures and routines is required when contacting the referring agency for additional information. Documentation of job search, pass requests and weekly schedules are entered in an accurate and timely manner.   RESPONSIBILITY:   The Data Entry Clerk follows standardized practices and procedures when entering required offender information into the electronic monitoring and/or residential services program. Errors when entering offender information into the electronic monitoring program and/or residential services program are revealed through adverse effects on subsequent operations. Documentation of job search, pass requests and weekly schedules are entered in an accurate and timely manner.   PERSONAL WORK RELATIONSHIPS:   The Data Entry Clerk has daily contact with other County employees, other government agencies, victims of offenders, and the public when preparing letters for and requesting contact information from identified victims of offenders. Maintains frequent contact with other case managers, participants, referral agencies and the general public regarding answering general inquiries, verifying information and making referrals.     WORKING CONDITIONS:   The Data Entry Clerk works in a standard office environment with the ability to move around freely with frequent sitting, typing, attention to detail, monitoring equipment, detailed inspection, transcription/proofreading with frequent contact with potentially dangerous, violent, and abusive program participants convicted of various misdemeanors and felony offenses. Some lifting up to 40 pounds, bending, pushing/pulling loads, reaching overhead, kneeling, crawling, climbing ladders, and mental/visual effort is to be expected.   SUPERVISION:   None   LICENSING:   Valid Driver’s License   IMMEDIATE SUPERVISOR:   Client Services Coordinator   HOURS:   8:00 am – 4:30 pm; 37.5 hours/week as assigned; overtime as required.

Salary : $19