Inmate Records Clerk

Inmate Records Personnel ensures that all appropriate and necessary documents relating to the inmate’s incarceration are maintained. Performs duties under the direct supervision of the Deputy of Inmate Services and is accountable for use of delegated authority to make decisions necessary to effectively execute their responsibilities. Pursuant to §15.2–1603 of the Code of Virginia incumbent is appointed at-will and serves at the pleasure of the Sheriff.

• Demonstrates positive attitude and progressive actions through the display of professionalism, courtesy and appropriate tact and discretion in all interactions with other employees and with the public
• Responsible for maintaining accurate files on inmates housed in the facility
• Conducts VCIN/NCIC and other local warrant checks for releases
• Data entry for LIDS (state reimbursements)
• Updates court and other pertinent information in the Jail Management System
• Prepares daily reports (Sheriff’s Briefing)
• Answers correspondences
• Prepares court papers
• Computes local time
• Submits state time
• Determines good time and loss of good time
• Prepares files to authorize releases of inmates
• Prepares file for inmates being transferred to another facility
• Maintains an inmate keep separate list
• Reviews incident and disciplinary hearing reports
• Responsible for preparing required reports relating to inmates.
• Responsible for the timely transfer of inmates into the state system and/or their parole from the system as required.
• Responsible for maintaining statistics relating to inmates
• Responsible for performing any other tasks as required
• Reviews all incident reports and supplements to assure proper titling, accurate narratives, proper follow-up
• Conducts monthly audits of all incident reports and submitting the results to the Commander of Corrections
• Conducting monthly audits of grievances and submitting a report to the Commander of Corrections
• Prepares quarterly reports on the use of force and submit a report to the Commander of Corrections and/or Commander of Court Services
• Be dependable and meet acceptable attendance requirements at all times
• Protects confidential information by preventing unauthorized release, both verbal and/or writing
• Disseminates information as it is given by the Department’s Administration

• Ability to communicate effectively verbally and in writing
• Detail oriented and possess a professional attitude
• General knowledge of the theories and principles of individual behavior
• General knowledge of the goals, functions and structures of the criminal justice system
• General knowledge of the principals, practices and procedures of modern penology and criminology
• General knowledge of the laws applicable to incarcerated persons.
• General knowledge of federal jail legislation and the development of related grant administration.
• Ability to conduct effective interviews
• Ability to establish and maintain effective working relationships with Federal, State, and City officials, facility employees, community groups and the general public
• Knowledge of use of force techniques and ability to use force when applicable (Deputies only)
• Appropriate use of firearms and other facility issued or approved equipment (Deputies only)
• Ability to skillfully and safely use firearms and other facility issued or approved equipment (Deputies only)
• Ability to read and comprehend laws, ordinances and orders
• Maintain composure under adverse conditions such as public harassment, critical injuries, and death
• Establish and maintain effective working relationships with other employees, officials and citizens from a variety of racial, ethnic and economic backgrounds
• Present evidence in court effectively; skillful in observation and remembering details
• Ability to organize and review the work of subordinates
• Interpret and explain policies and procedures
• Act rationally and calm under stressful situations
• Utilize good public relations skills
• Use good leadership skills
• Prioritize tasks
• Properly operate authorized city vehicles and equipment
• Analyze situations quickly and objectively and determine proper cause of action
• Understand legal rights of inmates, maintain inmate's safety and security
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals
• Performs life-saving and rescue procedures
• Makes sound decisions
• Gives and follows commands, following through when needed

EDUCATION AND EXPERIENCE

High School diploma or GED certificate. A combination of business/computer courses and criminal justice courses and/or professional experience in record keeping is essential.

PHYSICAL AND DEXTERITY REQUIREMENTS

Must have the capability to hear, speak and see to communicate with the general public.

All Employees are expected to follow all Federal, State and local laws; effectively work together to meet the needs of the community and the organization through work behaviors demonstrating the expectations of the Hampton Sheriff’s Office. Employees are also expected to lead by example and demonstrate the highest level of ethics.

ADDITIONAL REQUIREMENTS

Click here to complete the required Authorization for Release of Information form.