Records Technician

Delco Pa; Media (Delaware County); Hybrid; USD 38,000 - 46,000; Full time

Job summary

Delco Pa seeks a clerical records support role focused on maintaining accurate detainee files in a sensitive environment. The position requires discretion, confidentiality, and strict adherence to procedures.

The role involves data entry, file audits, and collaboration with criminal justice agencies to ensure timely transfers and releases. A high school diploma and experience with confidential documents are required.

Qualifications

• High school diploma or equivalent.
• Minimum of two (2) years’ experience handling confidential documents; legal environment preferred.
• Experience with word processing and software including OMS, Adobe Reader, MS Word/Excel, JNET, AOPC.

Responsibilities

• Data entry and maintenance of physical and electronic files.
• Review documents for legal transfer of individuals.
• Maintain detainee records and update files as required.
• Prepare detainee files for release and verify accuracy.
• Assist in detainee release process and court liaison.
• Audit detainee files per facility policy.
• Collaborate with criminal justice stakeholders for release plans.

Skills

Data entry

Record keeping

Attention to detail

Confidentiality

Legal environment

Education

High school diploma

Tools

OMS

Adobe Reader

MS Word

MS Excel

JNET

AOPC

Job description

This position provides clerical support related to maintaining accurate records for the facility. This position requires awareness of criminal justice procedures and must be organized and attentive to details. Due to the sensitivity of this position, the incumbent needs to exercise discretion and confidentiality related to the work performed.

Examples of Duties (Illustrative Only):

• Performs data entry and maintenance of physical and electronic files.
• Collects and reviews all pertinent documents associated with the legal transfer of individuals.
• Maintains the records for each new individual that arrives at the facility. Updates files as required.
• Communicates any errors or missing documentation immediately and works to obtain documents for clarification and comprehensive files.
• Develops and submits required reports relative to the facility detainee file system, as well as other reports required.
• Audits the detainee file pursuant to facility policy.
• Assists in the calculation and review of “good time.”
• Completes sentence calculations, as indicated or directed.
• Collaborates with other criminal justice stakeholders for coordinated release plans.
• Prepares detainee files for the release of detainees. Verifies accuracy of release.
• Assists in the detainee release process as required.
• Reviews court ordered evaluations to determine if any services are required. Work in coordination with the Liaisons if necessary.
• Obtain detainers from other jurisdictions and file accordingly.
• Complete transfer paperwork for State sentenced incarcerated persons.
• Maintain a list for incarcerated persons who are given a report to the facility date, to include weekenders. Track and report on all failure to appears.
• Answer phone calls from the public as needed.
• Assists in maintaining facility security, especially in area of responsibility, and promptly reports any violations or security hazards to appropriate supervisory staff.
• Adheres to company policies, procedures, and specific facility regulations including posted special orders and instructions. Maintains strict control of all equipment and supplies used in performance of duty especially those items that could be used for illicit purposes.
• Performs other duties as assigned.

Required Knowledge, Skills, and Competencies

• A high school diploma or equivalent.
• Minimum of two (2) years’ experience working with and processing critical and confidential documents; preferably in a legal environment. Other education or applicable work experience may qualify.
• Experience in word processing and good knowledge of various software programs to include OMS, Adobe Reader, Microsoft Word, Microsoft Excel, JNET, and AOPC.
• Ability to follow oral and written instruction.
• Ability to follow established procedures.
• Ability to perform accurate computations and verification of data.

Ability to professionally interact with others including outside agencies and courts.

Licenses, Registrations, Certifications, or Special Requirements: N/A

Standard jail facility and office environment. Incumbent may be involved in sitting and walking at will, walking/standing and/or sitting for long periods, lifting/ carrying heavy objects, crouching/kneeling, bending at the waist, close and far vision, reaching, handling/ grasping/fingering objects, hearing sounds/communication. Incumbent is frequently exposed to the hazards associated with jail operations, such as potentially violent individuals and communicable disease. No prolonged extreme physical demands are associated with normal duties or assignments.

NEVER

OCCASIONALLY (0-30%)

FREQUENTLY (31-60%)

CONTINUOUSLY (61-100%)

LIFTING OR CARRYING

1-10 LBS X

11-20 LBS X

21-40 LBS X

41-60 LBS X

61 OR MORE LBS X

PUSHING OR PULLING

1-40 LBS X

41-60 LBS X

61 OR MORE LBS X

BENDING OR STOOPING X

REACHING ABOVE SHOULDER LEVEL X

DRIVING AUTOMATIC EQUIP VEHICLES X

WORKING WITH MACHINERY

CLIMBING X

WALKING X

STANDING X

SITTING X

WORKING IN EXTREME TEMPERATURES X

Delaware County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, membership in an employee organization, political affiliation, or status as a veteran in the recruitment, selection, or hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during the application and/or interview processes per the Americans with Disabilities Act. EEO/AA