Records Clerk

Core Civic•Olney Springs, CO

About The Position

The Records Clerk is responsible for maintaining, updating, and disposing of inmate/resident records and files. The role assembles and reviews files for policy compliance, verifies and corrects file contents, and prepares records for transfer or archiving. It also handles court correspondence and related record information, monitors case dispositions after court appearances, and processes documentation related to inmate/resident discharges and releases. Records must be organized, maintained according to applicable policies and procedures, and kept confidential and secure.

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 contents 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 the disposition of cases 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 retrieving records in accordance with corporate policies and procedures for file setup, composition, retention, and storage.
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.