Records Clerk

CoreCivic•Whiteville, TN

13d

About The Position

The Records Clerk maintains, updates, and dispositions inmate/resident records and files in a secure institutional setting. The role assembles and reviews files for policy compliance, verifies and corrects file contents, and prepares records for transfers or archiving. The clerk receives court correspondence, responds as necessary, verifies that court bonds cover applicable sentences, and monitors case dispositions after court appearances. The position also coordinates with internal staff, local jurisdictions, and courts about record information; organizes and maintains general and inmate/resident files in accordance with corporate policies and procedures; and protects the confidentiality and security of records. The clerk maintains a current list of inmates/residents scheduled for discharge and processes parole certificates, discharge letters, release authorizations, and release notifications.

Requirements

High school diploma, GED certification, or equivalent.
Valid driver’s license.
Must be at least 18 years of age.

Nice To Haves

Experience in records management in a correctional institution or office.
Proficiency in Microsoft Word, Excel, and other personal computer applications.

Responsibilities

Assemble inmate/resident files from all repositories.
Review records for compliance with policies and verify and correct file composition as necessary.
Prepare records for transfers or archives.
Receive court correspondence regarding inmates/residents and respond as necessary.
Verify that court bonds received fully cover inmates’/residents’ sentences.
Monitor case dispositions following court appearances.
Contact internal staff, local jurisdictions, and courts regarding inmate/resident record information.
Create and maintain organized, up-to-date general and inmate/resident files, including sorting, labeling, filing, and retrieval, in accordance with corporate file setup, composition, retention, and storage procedures.
Maintain the confidentiality and security of records.
Maintain an up-to-date list of inmates/residents scheduled for discharge.
Process parole certificates, letters of discharge, release authorizations, and release notifications.