Records Clerk - Duffield

Job Description

Job Description

This is a clerical position at the Southwest Virginia Regional Jail Authority. Sensitive nature of work requires the incumbent to exercise discretion and retain confidentiality of information obtained by discussions and / or recorded data. Incumbent must be able to deal tactfully and cordially with a variety of people of different levels and cultural backgrounds; be capable of coping under sometimes stressful conditions; be able to work within a confined area for prolonged periods of time; ability to perform the essential duties of the position.

Job Duties include, but are not limited to :

• Maintain the central records files for all inmates incarcerated at the Southwest Virginia Regional Jail Authority including both active files for inmates currently incarcerated and inactive files for inmates previously incarcerated at the facility; ensure that all inmate records are maintained in the manner prescribed by State and Federal Statutes; maintain all inactive files and assist staff by providing appropriate direction for preparing files for storage.
• Maintain all support files of inventories, checklists and other documents as directed by the Administrative Lieutenant. Ensure the files are maintained in the manner described in written directions provided by management.
• Provide other clerical assistance as needed and as directed by the Administrative Lieutenant. Position requires functioning within the security boundaries of the facility and requires limited daily contact with the inmate population.
• Under the direction of the Administrative Lieutenant, perform inmate booking by use of the computer system, photograph inmates and create the inmate central record file.
• Ensure that all credits to an inmate’s sentence are documented accurately and promptly in the inmate’s file and IMIS.
• Interact with the Court and Legal section of the Department of Corrections by forwarding time documentation to them, receive release dates from them and provide additional documentation to them as needed.
• Perform the clerical duties in support of the inmate telephone operation.
• Prepare inmate records for release by copying files, preparing jail credit statistics and running background checks utilizing the Virginia Criminal Information Network System and perform actual inmate releases by use of the computer system.
• Data Entry :
• Responsible for inputting criminal data on all incoming inmates into the IMIS system for uploading to the Commonwealth of Virginia Local Inmate Data System.
• Responsible for keying all test scores into the IMIS System for the Programs Section.
• Responsible for inputting all data gathered from the inmate exit questionnaire.
• Responsible for archiving the inactive inmate central record files. Once the inactive inmate files are archived they will be placed in storage boxes.
• In the absence of staff assigned to reception / mail duty, be trained in and function as Receptionist / Mail Clerk to assume all duties pertaining to reception and the distribution of facility mail.

Job Type : Full-time

Employees of Southwest Virginia Regional Jail Authority and external applicants for employment shall be afforded equal opportunity in all aspects of the employment relationship without regard to race, color, religion, political affiliation, national origin, disability, marital status, gender, or age. As a means of accommodation to persons with specific disabilities that prevent them from completing this application, confidential assistance in filling out this application may be obtained by contacting the Human Resources Office.