Records Administrative Assistant

Purpose of Position:

The purpose of this position is to assist in maintaining Detainee records, recording, managing, and maintaining data and information pertaining to case records, diminution of sentences, coordinating detainers, expungements, transfer of records, coordination through Courts in and out of the state of Maryland, and States attorney’s office in and out of the State of Maryland.

Essential Job Functions:

Complies with all Maryland Commission on Correction Standards in 09A administrative records keeping.

Complies with the State of Maryland Commission on Corrections Standards in O9-B administrative records keeping.

Complies with state of Maryland Commission on Corrections Standards in .09-E administrative records keeping.

Prepares and processes Detainee files. Maintains base file maintenance which ensures a file is established when a Detainees is processed in.

Transfer of Detainee records upon a Detainee being transferred to another facility, the specifically identified documents will be included.

Ensures retention schedule inactive files are reviewed quarterly to move records to the 3–7-year group, 7–10-year group and over 10-year group. The records that move to the 10-year group will go into the record storage.

Coordinate with Dorchester County Sheriff's Office on those individuals who have been registered for Maryland child sexual offender law Article 24, section 692-B in accordance with their convicted charges. Runs warrant checks. All files are kept confidential.

Education/Experience/Certifications (minimum qualifications):

• Associate degree, or vocational or technical school degree in Public Safety, Record

Management, Training or related field with five years of related work experience required; or any equivalent combination of education training and experience which

provides the knowledge skills and abilities for this job.

• Microsoft experience (Excel, Word, and PowerPoint).
• Excellent communication and people skills.
• Ability to work with outside Agencies.
• Familiarity with Corrections software, technology, and trends.
• Must have a valid driver’s license.
• Must be NCIC Certified and complete Supervisor Training.

Physical requirements and working environment:

• Must be physically able to operate a variety of machinery and equipment including a computer, copier, telephone, and communications equipment. Must be able to use body members to work, move or carry objects or materials. This position requires walking, standing, bending, stooping, pushing, pulling, lifting twenty pounds, grasping, feeling, seeing, talking, hearing, and repetitive motions.
• Must be able to exert up to twenty pounds of force occasionally, and/or up to ten pounds of force frequently. Physical demand requirements are at levels of those for light work.
• Must be able to stand, walk, and traverse department for extended periods.
• Clear vision and hearing, including the ability to communicate effectively in various environments.

Other:

• Regular and predictable attendance is required.
• Must work cooperatively with others.
• When position requires vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by Dorchester’s safe driving policy.

Americans with Disabilities Act Compliance:

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

About Dorchester County

Dorchester County is called “The Heart of the Eastern Shore” because its mid-shore location and its geographic configuration is heart-shaped. Throughout history, renowned individuals have called Dorchester County home: Harriet Tubman, the “Moses of her people,” who risked her life time and again to help dozens of enslaved people find freedom through the Underground Railroad in the mid-1800s; Annie Oakley, famed sharpshooter who lived here in the early 1900s; and Anna Ella Carroll, President Lincoln’s secret adviser and military strategist.