Inmate Records Clerk

Position Summary

Under the supervision of the Intake System Administrator, the Inmate Records Clerk is responsible for processing incarcerated individual information and performing sentence computations and structure as directed by court commitments/sentencing orders. 

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.
• Files correspondence, documents, and reports from outside agencies including institutional or DOC offices.
• Assists 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.
• Attends and participates in all training as required.
• Works, shifts, weekends, and holidays.

Knowledge

• 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. 

Skills

• Microsoft Office suite.
• Personal computers and relevant criminal history software programs (e.g., CRIMES, OMS, NCIC/CLEAN, etc.).

Abilities

• Analyze and Interpret court orders and/or supporting documentation to determine the appropriate course of action.
• Ensures security and confidentiality of custody records including booking information, cash receipts, and court-generated background information.
• Operate all office equipment (photocopier, fax machine, etc.)
• Maintain files, retrieve information, and prepare accurate reports.
• Communicate effectively, both orally and in writing.
• Establish and maintain effective working relationships with prisoners, police, supervisors, associates, outside agencies, court personnel, and the public.
• Apply and learn security practices.
• Work shifts, weekends, and holidays.
• Achieve NCIC/Clean system and JNET access certifications within three (3) months of appointment and recertify every two (2) years.

Minimum Requirements

• 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.

It is the policy of Allegheny County that in order to receive a final offer of employment, candidates must successfully pass a background check, which includes verification of Allegheny County Real Estate Tax status, and drug/medical examinations as required for the position. The pre-employment drug screen must be completed within 48 hours of the acceptance of the conditional offer of employment. 

Residency

Not required to live in Allegheny County

Veterans' Preference

Will be awarded to eligible candidates.

How to Apply

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.