Records Clerk

Commonwealth of Massachusetts•Middleton, MA

3d•Onsite

About The Position

This clerical support position serves under the direct supervision of the Director of Criminal Records and assists in the administration of the operation. Available to work a full time (five days on and two days off) schedule, possibly second or third shift, to perform data entry, reports and various administrative duties as assigned by the Director of Criminal Records. Also maintain internal and external communications for the Criminal Records department and to serve as advisor to the Director of Criminal Records. The ability to keep restricted information confidential is a vital requirement.

Requirements

High School Diploma/GED
Two (2) years’ experience in a similar capacity
Combination of education, training and experience which provide the knowledge and skills for the assignment
Must be computer literate
High degree of proficiency and accuracy in typing and data entry
Ability to communicate with both employees and general public
Ability to function calmly under pressure
Full knowledge of the CJIS system

Nice To Haves

College Degree preferred

Responsibilities

Function independently over a broad scope of department policies and procedures.
Complete a thorough intake screening on all new commitments and admissions during business and non-business hours to include booking information, PREA screening, mental health screening, and suicide screening.
Maintain current and accurate individual case record on all inmates committed, assigned, or housed within the Essex County Sheriff’s Department.
Responsible for updating information not limited to, but to include court dates, criminal charges, bail amounts, earned good time, and release dates.
Calculate sentences, establish discharge dates and parole eligibility dates.
Responsible for the preparation and release of all inmates (sentence expires, paroles, transfers, bails, purges, fines, etc.).
Ensure that detainers, additional sentences, and warrants etc., are properly lodged or removed from inmate record as required.
Confirm release dates and verify through Criminal Justice Information System (CJIS) that there are no outstanding warrants or pending cases.
Notify appropriate law enforcement agencies of discharge when required (Immigration, State Fire Marshall, District Attorney’s Office, and Probation etc.).
Maintain an accurate schedule of inmate court and hearing dates in order to generate a daily court list and disseminate to the appropriate areas.
Establish a daily court list for video court conferencing and bail reviews, as well as, conduct and document the outcome of video court conferences.
Accurately maintain a daily log book of inmates broken down by gender and inmate status.
Serve court documents from constables, courts, police departments and federal agencies and complete return of service.
Victim notification for restraining order and bail notification applicants.
Responsible for filing applications for criminal complaints to the courts for fugitive from justice charges.
Assist in the process of the detoxification unit referrals.
Respond to inquiries from the public and from other agencies in order to provide information within the scope of department policies and procedures.
Responsible for entering all inmate suicide references/attempts in to CJIS for the Essex County Sheriff’s Department.
Maintain internal and external communications for the Criminal Records department.
Serve as advisor to the Director of Criminal Records.
Keep restricted information confidential.