RECORDS OFFICER

OVERALL OBJECTIVE OF JOB:

This is responsible, confidential, clerical work, requiring a high degree of accuracy, in the Records Office of Dauphin County Prison.

SALARY:

$45,032 annually ($21.65/hr.)

ESSENTIAL FUNCTIONS OF JOB:

An employee in this position establishes, maintains, updates and properly conveys confidential inmate records (both manual and automated) from various sources. He/she/they log commitments, dispositions, discharges and releases; computes sentences; disseminates related information to authorized Prison officials, and in accordance with established procedure, to other law-enforcement officers, interested agencies, and the general public. The incumbent carries out associated data entry, retrieval, and typing, and reports to the Deputy Warden for Security, or the Warden, as the latter directs.

OTHER DUTIES OF JOB:

• Receives documents accompanying inmates/prisoners.
• Operates typewriter, personal computer, printer, telephone, facsimile machine, and various other office equipment/software programs.
• Computes County Prison sentences and State sentences for inmates serving their sentences in this facility.
• Logs criminal charge dispositions, inmate commitments, discharges and releases, all with a high degree of accuracy.
• Receives and inputs record updates from the Courts, Magisterial District Justices, U.S. Marshals, police officers, transporting agencies, and other proper authority.
• Maintains manual records containing official documents for each inmate, and inputs automated files.
• Prepares and distributes daily inmate status reports to prescribed Prison departments as needed or necessary.
• Retrieves and disseminates information from manual and automated files, in accordance with applicable law, Prison policy and procedures, and the instructions of proper authority.
• Prepares prescribed documents for court-related and/or other proper authority.
• Performs criminal history background checks such as CLEAN, NCIC, JNET, METRO.
• Prepares special reports as directed.
• Performs related tasks as necessary, or as directed.

SUPERVISION RECEIVED:

• Receives instruction and supervision directly from the duty Captain (Shift Commander) and the Custody Major; or the Warden and/or Director of Corrections, as the latter directs.

SUPVERSION GIVEN:

None

WORKING CONDITIONS:

• Works indoors and outdoors with exposure to weather related elements, noise, disruptions, and stress.
• Normal indoor exposure to dust/dirt

PHYSICAL/MENTAL CONDITIONS (as outlined in the Records Officer Work/Task Analysis):

• Must possess ability to record, convey and present information, explain procedures and follow instructions.
• Must be able to sit and stand for periods throughout the workday, with periods of standing, walking, bending, twisting, reaching, stooping and grasping as necessary to carry out job duties.
• Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out job duties.
• Light work, with occasional lifting/carrying of objects with a maximum weight of twenty (20) pounds.
• Must be able to cope with the physical and mental stress of the position.
• Must be able to pay close attention to details and concentrate on work.
• Must demonstrate resourcefulness in decision-making and problem solving.

QUALIFICATIONS:

A: EDUCATION/TRAINING:

• Minimum of 21 years of age by date of hire.
• Graduation from a high school or accredited equivalency program
• It is required that the incumbent attend and successfully complete all instructional or training sessions, as scheduled or directed.
• Must be able to achieve and maintain security clearance for operation and access to CLEAN, NCIC, JNET, and METRO systems.
• Must have the ability to attended and pass, as often as required all mandated updates to operate CLEAN, NCIC, JNET, and Metro systems.
• It is expected that an employee in this position will attain certification in First-Aid, Cardiopulmonary Resuscitation, and use of Automated External Defibrillator during his/her/their 180-day probationary period and maintain said certification throughout his/her/their employment.

B: WORK EXPERIENCE:

• Two years of office experience in records, corrections, or a closely related field is preferred.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Knowledge of modern office practices.
• Knowledge of principles and practices of modern corrections.
• Knowledge of Prison policies and procedures.
• Knowledge of applicable Prison emergency procedures.
• Knowledge of organization and protocol of Prison Administration.
• Knowledge of local and regional law-enforcement agencies.
• Knowledge of applicable standardized documents published by organs of Federal, State, and local governments; and associated procedures.
• Knowledge of pertinent Federal, State and local statutes, ordinances, rules and regulations.
• Skill in operating standard office machines and software programs (including, but not limited to, typewriter, printer, facsimile machine, and personal computer).
• Skill in coordinating receipt, recording, input, retrieval, and/or transcription of confidential data from various sources.
• Skill in first aid, cardiopulmonary resuscitation and automated external defibrillator.
• Ability to successfully complete "Correctional Officers' Basic Training School, as convened by the Commonwealth of Pennsylvania, Department of Corrections; or a course deemed equivalent by proper authority.
• Ability to perform arithmetic computations accurately.
• Ability to communicate clearly, both orally and in writing, with persons of divergent culture and educational attainment.
• Ability to understand and carry out complex oral and written instructions.
• Ability to read, interpret, and dispose of complex official documents.
• Ability to assess and timely and accurately report, both orally and in writing, routine and extraordinary events, problems and emergencies.
• Ability to implement prescribed routine and emergency measures, in a timely and appropriate manner.
• Ability to exercise independent judgment within established guidelines and stipulated bounds.
• Ability to establish effective work relationships with superiors, peers, subordinates, civilian Prison and County staff: law enforcement officers, all related criminal justice agencies, inmates and their friends, families and advocates, and other interested persons.
• Maintain up to date knowledge of changes in the profession, including laws, regulations, policies and procedures, and protocols.
• Ability to work accurately in an inherently stressful environment, with occasionally irregular work hours.
• Ability to maintain prescribed confidentiality of Prison records.

Dauphin County is an equal opportunity employer and is committed to an inclusive workplace free of discrimination and harassment. Dauphin County prohibits discrimination and harassment of any type and affords equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local laws.