Records Clerk

Massachusetts; Middleton (MA); On-site; USD 35,000 - 50,000; Full time

Job summary

A clerical support position within the Essex County Sheriff’s Department requiring a high school diploma, with responsibilities including data entry, inmate record maintenance, and communication management. The role necessitates proficiency in typing and computer skills, functioning under pressure, and interacting with the public and law enforcement agencies.

Qualifications

• High School Diploma/GED required, College Degree preferred.
• Two years of experience in a similar role.
• Computer literacy and proficiency in data entry necessary.

Responsibilities

• Perform data entry and maintain inmate records.
• Assist with internal and external communications.
• Ensure confidentiality of restricted information.

Skills

Computer literacy

Typing proficiency

Communication skills

Calmness under pressure

Education

High School Diploma/GED

College Degree

Job description

** This position is a 10PM-6AM Shift **

General Statement of Duties:

This clerical support position serves under the direct supervision of the Director of Criminal Records and assists in the administration of the operation. Available to work a full time (five days on and two days off) schedule, possibly second or third shift, to perform data entry, reports and various administrative duties as assigned by the Director of Criminal Records. Also maintain internal and external communications for the Criminal Records department and to serve as advisor to the Director of Criminal Records. The ability to keep restricted information confidential is a vital requirement.

Supervision Received:

Work under the direct supervision of the Director of Criminal Records or administrator of a higher grade who provide instruction and guidance. As a designee of the Department, the Director of Criminal Records or senior administrator, will assign work and review performance through oral and written reports to ensure adherence to policy and conformance with rules and regulations of the Essex County Sheriff’s Department.

Supervision Exercised:

Exercise supervision of work assigned to clerical, interns and other support personnel assigned to the Criminal Records department.

Essential Functions Records:

• Under the supervision of the Director of Records, function independently over a broad scope of department policies and procedures.

• Essential deputized position of a twenty-four-hour, seven day a week operation

• Complete a thorough intake screening on all new commitments and admissions during business and non-business hours to include booking information, PREA screening, mental health screening, and suicide screening.

• Maintain current and accurate individual case record on all inmates committed, assigned, or housed within the Essex County Sheriff’s Department.

• Responsible for updating information not limited to, but to include court dates, criminal charges, bail amounts, earned good time, and release dates.

• Calculate sentences, establish discharge dates and parole eligibility dates

• Responsible for the preparation and release of all inmates (sentence expires, paroles, transfers, bails, purges, fines, etc.)

• Ensure that detainers, additional sentences, and warrants etc., are properly lodged or removed from inmate record as required.

• Confirm release dates and verify through Criminal Justice Information System (CJIS) that there are no outstanding warrants or pending cases.

• Notify appropriate law enforcement agencies of discharge when required (Immigration, State Fire Marshall, District Attorney’s Office, and Probation etc.)

• Maintain an accurate schedule of inmate court and hearing dates in order to generate a daily court list and disseminate to the appropriate areas.

• Establish a daily court list for video court conferencing and bail reviews, as well as, conduct and document the outcome of video court conferences.

• Accurately maintain a daily log book of inmates broken down by gender and inmate status.

• Serve court documents from constables, courts, police departments and federal agencies and complete return of service.

• Victim notification for restraining order and bail notification applicants.

• Responsible for filing applications for criminal complaints to the courts for fugitive from justice charges.

• Assist in the process of the detoxification unit referrals.

• Respond to inquiries from the public and from other agencies in order to provide information within the scope of department policies and procedures.

• Responsible for entering all inmate suicide references/attempts in to CJIS for the Essex County Sheriff’s Department.

• Full knowledge of the CJIS system.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

AAP/EEO Statement:

The Essex County Sheriff’s Department is an Equal Opportunity/Affirmative Action Employer

Required Qualifications:

High School Diploma/GED; College Degree preferred with two (2) years’ experience in a similar capacity and a combination of education, training and experience which provide the knowledge and skills for the assignment. Must be computer literate. High degree of proficiency and accuracy in typing and data entry. Ability to communicate with both employees and general public. Ability to function calmly under pressure.