Senior Records Clerk

Senior Records Clerk

The City of Alexandria is located in Northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington, and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. About one-quarter of the City's square miles have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Senior Records Clerk position.

An Overview

A Senior Records Clerk researches, compiles, and analyzes inmate and confinement data using databases such as CORIS/LIDS, VCIN/NCIC, and Laserfiche to create and maintain inmate files and support the file management system. This work ensures that individuals in custody are lawfully confined and accurately credited for time served.

Additional duties include reviewing the Jail Management System, CORIS/LIDS, and Laserfiche for charge information and arrest dates to accurately calculate court-imposed sentences. These processes ensure the lawful detention of individuals in custody and the proper application of all applicable jail credits. Other responsibilities include compiling local inmate time data. For inmates given state-responsible sentences, jail credit timesheets are prepared, and court dispositions are transmitted to the court and the Virginia Department of Corrections’ legal section.

What You Should Bring

The ideal candidate for the position of Senior Records Clerk should possess the following:

• Proficient computer skills and a strong working knowledge of electronic records management systems
• Excellent written and verbal communication skills
• Strong interpersonal skills and the ability to communicate effectively with a variety of stakeholders
• Ability to maintain complex clerical records and make decisions in accordance with state laws and regulations
• Strong attention to detail, with the ability to establish quality-control procedures to prevent errors that could result in adverse public reactions or additional costs to the City

Duties and Responsibilities

• Researches and analyzes data from multiple sources to ensure accuracy.
• Uses various records systems such as the Jail Management System, Corrections Information System (CORIS), Local Inmate Data System (LIDS), Virginia Criminal Information Network/National Criminal Information Center (VCIN/NCIC), and Laserfiche.
• Generates, processes, and updates inmate records through analysis and verification of demographic, criminal offense, custody status, bond, sentencing, and detainer data.
• Verifies pretrial and jail credits by researching the Jail Management System, CORIS/LIDS, and Laserfiche systems.
• Follows up with other agencies when applicable to gather information on inmate offenses and arrest data to enable accurate computation of court-imposed sentences.
• Processes time computations for all locally sentenced inmates.
• Transmits jail credit information and court dispositions to the Virginia Department of Corrections (DOC), Court and Legal (C&L) sections for inmates who receive state-responsible sentences.
• Serves as acting records manager when the supervisor is away from the Office.
• Prepares and submits daily, weekly, bi-weekly, monthly, and annual reports.
• Responds to inquiries regarding inmate status, including current charge(s), bonds, sentences, detainers, pretrial credits, and pending court dates.
• Maintains communication with staff, the Commonwealth’s Attorney, Public Defender, Probation and Parole, Magistrates, Courts, and other law enforcement agencies to request and provide pertinent information.
• Coordinates with court personnel to verify court orders, bond details, and court dates.
• Prepares and scans documents into the Document Imaging System (Laserfiche).
• Assists with training coworkers and new employees in the use and requirements of all records systems.
• Performs related work as required.

About the Office

The Alexandria Sheriff’s Office is responsible for the operation of the William G. Truesdale Adult Detention Center, security of the Alexandria Courthouse, service of court legal documents, execution of court orders, transportation of prisoners, and general public safety and law enforcement. The Alexandria Sheriff’s Office is a highly professional organization with a combined staff of 203, including sworn deputy sheriffs and civilian personnel.

The Office is nationally accredited by the Commission on Accreditation for Law Enforcement Agencies, the Commission on Accreditation for Corrections, and the National Commission on Correctional Health Care. The Office has been honored by the National Sheriff’s Association with the prestigious “Triple Crown Award” for achieving these accreditations. The Office is also Virginia State certified by the Department of Criminal Justice Services and the Department of Corrections.

Education: High School Diploma or GED.

Experience: At least one year of experience in customer service, data entry into automated database systems, proofreading, receipting court costs, receiving and answering multiple calls, or any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

• Two years of experience maintaining confidential records and files in accordance with established standards for record-keeping procedures
• Prior experience with the Local Inmate Data System (LIDS) and Corrections Information System (CORIS)
• Experience managing information systems with proficient typing and data entry skills
• Ability to multi-task and effectively prioritize in a fast-paced environment
• Strong written and verbal communication skills, with the ability to interact effectively with a variety of stakeholders
• Experience maintaining a secure jail management system and associated filing systems