Inmate Records Clerk

Overview

Duties:

• Books incarcerated individuals into the Offender Management System (OMS) and maintains records.
• Initiates actions to obtain additional data or information necessary to reconcile identified discrepancies in court documentation.
• Adds criminal charges, bond information, hearing information, detainers, credit time, escape time, and sentences to the incarcerated individual’s records.
• Releases relevant information to inpatient programs and keeps track of the releases on the calendar.
• Prepares statistical data reports for the use of other offices and monitors institutional information.
• Filings correspondence, documents, and reports from outside agencies including institutional or DOC offices.
• Aids all alternative housing staff and starts the process of transferring incarcerated individuals to approved programs.
• Answers all questions from Caseworkers and updates necessary records.
• Collaborates with various criminal justice agency officials to obtain/exchange information relative to incarcerated individuals’ criminal history and subsequent activity within the criminal justice system.
• Maintains incarcerated individual classification, visitor lists (active or inactive), and pod/cell locations within the system.
• Files and prepares necessary police reports.
• Ensures that all documents received from the courts authorizing the release of an incarcerated individual are thoroughly reviewed prior to notifying the supervisory staff.

Knowledge, Skills, and Abilities

• Governmental and departmental rules, regulations, policies, and procedures regarding the maintenance and dissemination of criminal record information (e.g., CHRI Act, NCIC/CLEAN, etc.).
• Court systems, criminal laws (e.g., DNA Act, Megan’s Law, Victims Awareness Education), and law enforcement agencies.
• Policies and procedures of arrest warrants, bench warrants, sentencing orders, and PA parole detainers.
• Microsoft Office suite.
• Personal computers and relevant criminal history software programs (e.g., CRIMES, OMS, NCIC/CLEAN, etc.).
• Analyzing and interpreting court orders and/or supporting documentation to determine the appropriate course of action.
• Ensuring security and confidentiality of custody records including booking information, cash receipts, and court-generated background information.
• Operating all office equipment (photocopier, fax machine, etc.).
• Maintaining files, retrieving information, and preparing accurate reports.
• Communicating effectively, both orally and in writing.
• Establishing and maintaining effective working relationships with prisoners, police, supervisors, associates, outside agencies, court personnel, and the public.
• Applying and learning security practices.

Work Requirements

• Works, shifts, weekends, and holidays.

Qualifications

• High School Diploma or its equivalent AND one (1) year of experience processing records in a government or law enforcement setting.
• An equivalent combination of education and experience may be substituted.
• Act 33/34 clearances are required prior to appointment at the cost of the applicant.
• NCIC/Clean system and JNET access certifications are required within three (3) months of appointment.
• Re-certification is required every two (2) years.

Benefits

• Minimum Requirements: High School Diploma or its equivalent AND one (1) year of experience processing records in a government or law enforcement setting.
• Equivalent combination of education and experience may be substituted.
• Act 33/34 clearances are required prior to appointment at the cost of the applicant.
• NCIC/Clean system and JNET access certifications are required within three (3) months of appointment.
• Re-certification is required every two (2) years.

Pay

Salary: $22.3205 per hour

Schedule

Works, shifts, weekends, and holidays.

Residency

Not required to live in Allegheny County

Veterans' Preference

Will be awarded to eligible candidates.

Equal Opportunity Employer

M/F/V/D

Apply Online

Applications are submitted online until the position is filled and/or the posting is closed. After reviewing this job announcement, please click on the link at the bottom of the page to apply online. A resume is required with the application. Further instructions on submission of documents are available in the online application. A resume may not be substituted for an application.