What are the responsibilities and job description for the Administration - Juvenile Center - Records Manager position at Allen County, Indiana?
Allen County
Job Description
Records Manager
Department: ACJC FLSA Status: Non-exempt
Classification/Level: OSS IV Date: 09/2016
Under the direction of the Assistant Chief Probation Officer of the Administrative Division, the Records Manager updates and maintains all juvenile records and the computerized data base/case management system for the Juvenile Probation Department and other government agencies. This position is covered by the Superior Court Employee Handbook and is an employee-at-will position.
Essential Functions
The Records Manager performs work that consists of moderately complex, relatively standardized tasks in updating and maintaining records and the computerized data base/case management system. The Records Manager answers questions and discusses detailed information in person and on the phone.
Responsibility
The Records Manager follows standardized practices, procedures or general work instructions to update and maintain records and computerized data base and case management system. Work requires making choices and decisions relating to the maintenance of records. Errors are revealed through adverse effects on subsequent operations.
Personal Work Relationships
The Records Manager maintains frequent contact with government, law enforcement, social, military, walk-in clients and school agencies and/or corporations to prepare record checks.
Working Conditions
The Records Manager works in an office environment, sitting the majority of the time. Some lifting (up to 20 lbs.), bending, pushing/pulling loads, reaching overhead, kneeling crawling and climbing ladders. Very frequent typing, including attention to detail, detailed inspection, transcription/proofreading and monitoring equipment required. Deals with clients and families who are often angry and potentially violent.
Supervision
None
Licensing
Ability to obtain and maintain valid CPR, First Aid and AED certification upon hire
Immediate Supervisor
Assistant Chief Probation Officer Administrative Division
Hours
37.5 hours/week; overtime as needed
Eeo Category
1106
Workers’s Comp Code
8820
I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described.
Employee Signature: ____________________________________________ Date: ____________________
Supervisor Signature: ____________________________________________ Date: ____________________
Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.
We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.
Job Description
Records Manager
Department: ACJC FLSA Status: Non-exempt
Classification/Level: OSS IV Date: 09/2016
Under the direction of the Assistant Chief Probation Officer of the Administrative Division, the Records Manager updates and maintains all juvenile records and the computerized data base/case management system for the Juvenile Probation Department and other government agencies. This position is covered by the Superior Court Employee Handbook and is an employee-at-will position.
Essential Functions
- Prepares police reports for review including, but not limited to, scanning and entering information into the Quest case management system, preparing new files, retrieving previous paper files, assigning probation staff to cases, and printing court dockets.
- Provides clerical support to probation staff by updating case and/or client records in the Quest case management system as parties appear for court and/or as requested.
- Maintains communication with government, law enforcement, social, military, walk-in clients, and school agencies and/or corporations to prepare record checks as requested and appropriate, and retrieves court dockets from Clerk’s office if necessary.
- Processes daily flow of court files by ensuring appropriate documentation is scanned and filed, updating case statuses as necessary, verifying case requirements are accurate, updating and/or entering facility stays, and directing files to appropriate personnel for further review if appropriate.
- Enters or vacates case fees as necessary from documents which may include restitution, petitions for relief, and/or stipulations.
- Prepares and processes expungement requests to be reviewed by the Chief Probation Officer.
- Maintains archived paper file room to include filing new files and purging old files on a regular basis.
- Provides back-up support for the Office Manager including, but not limited to, adding new cases, scheduling juvenile meetings and/or hearings, preparing files for the Department of Correction, preparing placement files, entering warrants, and maintaining supplies as necessary.
- Performs all other duties as assigned, including overtime as required.
- High School Diploma or GED
- Strong communication and customer service skills, with the ability to work with a wide variety of people
- Strong computer skills including the ability to use Microsoft Office and other job related software programs
- Efficient and accurate typing skills to perform duties such as data entry, document preparation and correspondence
- Ability to work under pressure and meet deadlines efficiently and accurately
- Ability to work as part of a team
- Willing to be cross-trained to learn the job responsibilities of other support staff in order to cover for absences and assist during periods of heavy workloads
The Records Manager performs work that consists of moderately complex, relatively standardized tasks in updating and maintaining records and the computerized data base/case management system. The Records Manager answers questions and discusses detailed information in person and on the phone.
Responsibility
The Records Manager follows standardized practices, procedures or general work instructions to update and maintain records and computerized data base and case management system. Work requires making choices and decisions relating to the maintenance of records. Errors are revealed through adverse effects on subsequent operations.
Personal Work Relationships
The Records Manager maintains frequent contact with government, law enforcement, social, military, walk-in clients and school agencies and/or corporations to prepare record checks.
Working Conditions
The Records Manager works in an office environment, sitting the majority of the time. Some lifting (up to 20 lbs.), bending, pushing/pulling loads, reaching overhead, kneeling crawling and climbing ladders. Very frequent typing, including attention to detail, detailed inspection, transcription/proofreading and monitoring equipment required. Deals with clients and families who are often angry and potentially violent.
Supervision
None
Licensing
Ability to obtain and maintain valid CPR, First Aid and AED certification upon hire
Immediate Supervisor
Assistant Chief Probation Officer Administrative Division
Hours
37.5 hours/week; overtime as needed
Eeo Category
1106
Workers’s Comp Code
8820
I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described.
Employee Signature: ____________________________________________ Date: ____________________
Supervisor Signature: ____________________________________________ Date: ____________________
Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.
We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.
