RECORDS CLERK

The primary duty of the Records Clerk is to establish an accurate, efficient, and secure system for the recording, management, maintenance, and retention of the offender master record. The duties of the Records Clerk will be guided by the Orangeburg County Detention Center Policies and Procedures Manual, South Carolina Minimum Standards, and all applicable county, state, and federal regulations, and requirements. The Records Clerk will perform the administrative processes for offender incarceration, transfer, and release at the detention facility.

Duties and Responsibilities:

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Remains courteous and always exhibits a professional demeanor with others (offenders, staff and public) while performing duties, will treat offenders in a fair and consistent manner, and communicate in a tactful and professional manner.
• Must complete and be signed-off on all required training for Records.
• Records clerk will become familiar with, understand, and follow the Post Orders for records and review them on a regular basis.
• Record Clerk will monitor, supervise, and control, the movement of all persons (staff, visitors, etc.) entering, exiting, in the Records Area. Record Clerk will ensure that no unauthorized person gains entry into the Records Area without the proper authorization.
• Ensure the privacy, security, maintenance, management, and preservation of facility records and ensure that restricted information is not released to unauthorized persons. Information contained in the Records Office file shall be carefully evaluated by staff to ensure the release of information shall not endanger others and is not prohibited by law.
• Properly report and document any found or discovered problems or concerns.
• Responsible for logging all inmates’ incoming mail into the (JMS) Jail Management System.
• Responsible for stamping all inmates outgoing mail.
• Responsible for monthly inmates’ sentence/non-sentence reports
• Responsible for all daily inmates count reports.
• Responsible for gathering documents for FOIA (Freedom of Information Act) request.
• Follow the orders and instructions of the Shift Commander and/or other supervisory personnel in authority and follow and enforce all established Policies and Procedures, Rules and Regulations, Post Orders, Offender Rules, and Departmental Directives.
• Performs other duties and related work as instructed and assigned.

Supervisory Functions:

NA

Special Certifications and Licenses:

• Must possess a valid South Carolina driver's license.
• NCIC Certification must be obtained during probationary period.

Minimum Education and Experience Requirements:

Associate degree or, five years of experience in an administrative environment; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Requires two (2) years of experience in the court system, criminal justice, office management, customer service or an equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities. Experience using Microsoft Office Suite (Excel/Word)

Reasoning Ability, Mathematical and Language Skills:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

Physical Demands:

Must be physically able to operate a variety of office equipment to include but not limited to a personal computer, printer, copier, etc.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear; and taste or smell. The employee must occasionally lift and/or move more than 50 pounds. Specific vision abilities required by this job include close vision.

Unavoidable Hazards (Work Environment):

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Americans with Disabilities Act Compliance:

Orangeburg County is an Equal Opportunity Employer. ADA requires Orangeburg County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.