Record Clerk

Hamilton County Sheriff''s Office; Chattanooga (TN); On-site; USD 32,000 - 42,000; Full time

Job summary

Hamilton County Sheriff's Office is seeking a Records Technician to maintain accurate jail and court records, perform expungements, and ensure data integrity across CJUS, RMS, NCIC and TIBRS systems. The role supports sentence management and inmate records, working closely with corrections leadership and public inquiries.

The incumbent will verify charges, assist with disposition tracking, and perform routine reporting while upholding confidentiality and security standards in a standard office

Qualifications

• Requires HS diploma or GED and 2 years public contact experience.
• Requires accurate typing at 30 wpm.
• Experience with court processes and docket verification preferred.

Responsibilities

• Expunges records and maintains files for inmates.
• Enters data into CJUS and photo systems and verifies with courts.
• Transfers dispositions to inmate hard cards; handles docket numbers.
• Answers public inquiries by phone and in person.
• Counts cash receipts and reconciles petty cash in records workflow.
• Inputs data for traffic citations, accidents and fatalities in RMS/TIBRS.

Skills

Tennessee Code Annotated knowledge

Court system knowledge

English grammar and spelling

Criminal justice procedures

Analytical data analysis

Interpersonal relations

Confidentiality

Keyboarding / data entry

Office equipment operation

Education

High school diploma or GED

Tools

RMS (Records Management System)

NCIC data entry

CJUS system

TIBRS data input

Job description

DEFINITION:

Under general supervision, maintains the accuracy and completeness of legal records for the Sheriff's Office; creates, maintains, and expunges records in accordance with sentence management personnel; and performs related duties as assigned.

ESSENTIAL FUNCTIONS:

(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this classification.

TASKS:

Expunges records; enters data into the CJUS and photo systems; creates and secures files; verifies accuracy with the appropriate court; transfers disposition of each docket number onto inmate's hard card; requests sentence computation from sentence manager; deletes docket number; answers family member questions on inmate's status.
Verifies that there are no pending dispositions nor charges; verifies all charges and assures completeness and accuracy; writes reports on prisoners with cases pending from other facilities; calls facilities to verify the inmate housed in the facility and disposition of charges from other facilities; updates information on the CJUS automated system; counts currency and change to verify accuracy with cash receipts, corrects mistakes made, and removes petty cash paid from computer.
Checks reports for correct complaint numbers and data that need to be entered into the NCIC files; ensures information is removed from NCIC that need to be removed; checks arrest reports for correct complaint numbers; checks and enters accident reports into the Records Management System (RMS); validates record entries to ensure records are still active; assists the public via telephone and personal contact; enters data into the TIBRS system.
Answers telephones; makes appointments at outside clinics for inmates; inputs medical records in computer (i.e. medicine prescribed by doctor); files records for inmates that have left the jail; charges inmates for doctor visits and prescriptions; fills medicines for inmates; assists inmates with diabetic needs; produces photocopies for Corrections Captain; verifies drug orders with receipts; delivers memoranda and updates for Corrections Lieutenant.
Inputs data to include traffic citations, accidents and fatalities and safety belt usage in computerized records management system in order to generate monthly reports analyzing traffic problems within the county; maintains all documentation to support monthly reports.

MINIMUM QUALIFICATIONS:

A high school diploma or GED, two (2) years public contact and office work experience, and type accurately at the rate of thirty (30) words per minute.

PHYSICAL REQUIREMENTS:

This classification involves work in a standard office environment with little risk. The Hamilton County Sheriff's Office promotes a drug/alcohol-free work environment through the use of pre-employment and random drug testing.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

• Knowledge of the Tennessee Code Annotated.
• Knowledge of the various Hamilton County courts and their inner workings.
• Knowledge of good English, grammar, punctuation, and spelling.
• Knowledge of the principles, practices, and procedures of the criminal justice system.
• Knowledge of analytical and statistical analysis of data.
• Skill in maintaining one’s personal and professional standards.
• Skill in operating standard office equipment.
• Skill in establishing and maintaining effective interpersonal relationships.
• Skill in keyboarding for word processing and/or computer data entry.
• Skill in maintaining confidentiality.