Job Description
Job Summary Are you a motivated, positive, and service-oriented professional looking to make a meaningful impact in your community? If so, we'd like to hear from you. We are seeking a detail-oriented individual to manage and maintain inmate records within a correctional facility management system. Responsibilities include processing and updating records, preparing statistical reports, ensuring compliance with court orders and state sentencing laws, and maintaining the strict confidentiality of all inmate files and information. The ideal candidate is a self-starter with strong organizational skills, a commitment to accuracy, and a desire to contribute to public service. If you are ready to make a difference and support your community through this important role, apply today. About Us Franklin County is a great place to live and work! Nestled between the Blue Ridge and Tuscarora mountains in South Central Pennsylvania but not far from DC, Baltimore and the beaches of the mid-Atlantic, Franklin County is one of the fastest growing counties in the Commonwealth. We want the best people working to serve the 155,000+ residents that call this beautiful area "home." Requirements
EDUCATION/TRAINING
High school diploma or equivalency; knowledge of various criminal laws and the judicial process. WORK EXPERIENCE
Clerical experience in county government, court and/or legal environment, and some accounting experience preferred. Job Description FRANKLIN COUNTY PRISON RECORDS SPECIALIST
Revised:
June 7, 2018 Position Description Non-Exempt OVERALL OBJECTIVE OF JOB
To maintain and process records of inmates for prison management system and provide statistics in accordance with all laws set by the Courts and State sentencing rules and regulations. Maintain the confidentiality of all inmate prison files. ESSENTIAL FUNCTIONS OF JOB 1.
Creates and establishes files for each new committed or re-committed inmate. Organizes paperwork from commitment to ensure correct information is accurate in the system. 2. Enters all essential data into computer system by making sure all data is correct on the inmates case including matching the Docket numbers, bail amount, bail conditions (if any), detainer information (if any) etc. 3. Computes sentence of all sentenced inmates to establish minimum and maximum release dates. This is checked by (2) Records' staff to ensure accuracy. 4. Manages accurate accounting records for inmate accounts by crediting or deducting their accounts accordingly on a daily or weekly basis. They may have fees that they have accrued or deposits from other facilities that are reflected on their accounts. and writing checks as required.. 5. Maintains accurate accounting for the prison Pay for Stay Program and sending out invoices and collecting payments on a monthly basis. 6. Maintains accurate bank records and reconciliation of the Inmate Account and makes bank deposits accordingly. . 7. Conduct warrant searches of inmates that are being released. If a positive confirmation comes up, we notify the respective office (locally or out of state) to see if detainment is necessary for pick up. . 8. Does daily discharges of inmates by checking parole orders, max dates, or detainer lifts to ensure the correct date of release or if being sent to another facility. This is checked by (2) Records' staff to ensure accuracy. 9. Prepares the paperwork and do DNA swabbing and fingerprinting. This requires gathering information on the inmate that has been convicted of a felony. Going face-to-face with that inmate to do the DNA swabbing and fingerprinting. 10. Assists in answering telephones, incoming and within, and directs calls to appropriate individuals. This includes calls from other facilities to schedule transports, Lawyers asking for credit time. 11. Organize arrestee paperwork. Originals are sent to the respective MDJ's office and the copies are kept and are scanned in at the end of the month. 12. Compiles data within department necessary for completion of reports for monthly totals. These are the numbers that are due at the end of the month for Prison Board. Includes but not limited to the following; commits and released to State/Other facilities, ICE commits and releases and the US Marshalls. 13. Maintains commissary. Pull and send orders weekly. Verify indigent packs for those inmates that have no money. Refund missing or full orders if inmates was placed on D/S (Disciplinary Status) or was discharged before order was delivered. Also send refunds for the SecurePaks that are not delivered. These are commissary orders that the family can order from the outside in addition to what the inmate can order from inside the jail. 14. Attend court at the jail. One occasion is Bench warrants which are held (2) times per week. Prepare notes on each inmate appearing. Have inmate sign Waiver of Extraditions (depending on case). Update system accordingly to each inmate. Release inmate/s if necessary. Another occasion is Call of the List that is held 3-4 times per year. This attendance is more in depth with notes and more preparation by supplying information to the District Attorney's and the Presiding Judge. . 15. Prepares paperwork for inmates who qualify for I.A.D.'s (Interstate Agreement Detainer). Meet with the Warden to approve the request, then mail out paperwork via certified mail and charge inmate's account for the mailing. 16. Prepare paperwork to charge inmates as a fugitive. Send the appropriate paperwork to the appropriate Administration (PSP (Pennsylvania State Police, DA's (District Attorney) office) to charge/commit the inmate as a fugitive from justice. 17. Keep track of all the ATA's (Authorized Temporary Absence) in the jail. This includes the weekenders and all the inmates that are being housed at other county facilities to track movement. 18. Prepare paperwork for new SCI (State Correctional Institute) inmates that are sentenced. Prepare the packets to send to the State Facility which includes: the sentencing order, PSI's (Pre-Sentencing Investigation), misconducts, medical paperwork and any other legal documents that are needed. 19. Prepare paperwork for inmates that are being housed in other counties on our behalf due to jail population. The paperwork needed includes the current commit from Franklin, misconducts, keep separates, and detainers. The paperwork is then scanned to the Point of Contacts at the housing county. 20. Maintain the Redbook. This is the book that keeps track of all the inmates that are committed and released from the jail and how many inmates are in the jail. This keeps record that helps with head count each day. 21. Update the jail website manually on a daily basis to let the public know who is incarcerated currently. 22. Update our system with the Central Court notes each week to include dispositions and violations. 23. Maintain records of all the ins and outs of the inmates that leave the facility. These are records of the inmates that leave the facility and when they return to the facility and also the reason they left the facility. They could be going to court or going to a Dr's apt. The record shows when they left, when the returned, who transported them and why they left the facility. 24. Report to ICE daily of current incarcerated inmates via email. 25. Maintain inmate mail that needs to be mailed out via Inmate Request Slips. It could be outgoing mail that they are requesting to send out. We weigh, affix the appropriate postage and charge the inmate's account for the postage. If it is incoming mail for an inmate, it could be a check from another facility that can be credited to their account. 26. Participate in Round-Robin in the office. This is a rotating schedule within the office. This is a weekly rotation of job duties that consists of answering inmates' request slips, filing of paperwork in the inmates' files (incident reports, legal documents, miscellaneous paperwork etc.), going through mail and dividing up paperwork for the other departments if necessary. 27. Maintain fingerprints reports. Use Jnet portal to check OTN's to ensure inmate was printed before attending court. Match the fingerprint cards with the fingerprint order and then fax the orders to the respective MDJ's (Magisterial District Judge) with the SID's (State Identification Numbers) and then mail the fingerprint cards to the MDJ's. Also, do quarterly reports to manage compliance with the PCCD (Pennsylvania Commissions on Crime and Delinquency) in Harrisburg. 28. The Department are the liaison's for the MDJ's in making sure that they receive all their original documents to ensure that they can file and proceed what they do with the originals including but not limited to bail pieces (i.e. bail release conditions, surety bond from the Bondsman (if bail was posted), unsigned police affidavits/complaints). 29. Meets with inmates one to one to serve detainer notices and explain accounts and various policies. 30. Operates computer, typewriter, copy machine, fax machine, and other office equipment, as needed to perform essential functions of the job. 31. Assists in interviewing and/or hiring of new candidates. OTHER DUTIES OF JOB 1.
Assists Correctional Officers with various forms, as needed. 2. Assists in collecting monies due the department. 3. Attends training seminars, as required. 4. Performs other job-related duties, as required. SUPERVISION RECEIVED
Receives occasional instructions and supervision from department supervisor. SUPERVISION GIVEN
None, however, instructs Correctional Officers with commitment and discharge paper work. WORKING CONDITIONS 1.
Works daily with potentially volatile, hostile, aggressive inmates. 2. Works indoors in limited workspace, adequate lighting and ventilation, but with fluctuations in temperature. 3. Normal exposure to noise, stress, and subject to frequent disruptions. 4. Normal indoor exposure to dust/dirt. PHYSICAL AND MENTAL REOUIREMENTS 1.
Must possess ability to record, convey, present information, and explain procedures and follow directions. 2. Must be able to sit and stand for long periods throughout the work day, with intermittent periods of walking and occasional bending, twisting, reaching and stooping as necessary to carry out job duties. 3. Dexterity requirements range from simple to coordinated movements of finger/hand; feet/legs; torso, as necessary, to carry out job duties. 4. Light work with occasional lifting/carrying of objects with weights of 20-30 pounds. 5. Must be able to cope with physical and mental stress of position. 6. Must be able to pay close attention to details and concentrate on work regardless of frequency of interruptions. QUALIFICATIONS A. EDUCATION/TRAINING
High school diploma or equivalency; knowledge of various criminal laws and the judicial process. B. WORK EXPERIENCE
Clerical experience in county government, court and/or legal environment, and some accounting experience preferred. KNOWLEDGE. SKILLS AND ABILITIES REOUIRED 1.
Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of the job. 2. Must possess good communications skills. 3. Must possess ability to function independently, have flexibility, and the ability to work effectively with visitors, co-workers, and others. 4. Must possess the ability to maintain confidentiality in regard to inmate information and records. 5. Must possess the technical knowledge of operating a computer, typewriter, and other office equipment as necessary to carry out job duties. 6. Must possess knowledge and ability to practice correct usage of grammar, spelling, and filing rules and procedures. 7. Must possess the ability to learn assigned tasks and to adhere to prescribed departmental procedures. 8. Must possess the ability to perform math calculations and tabulations with accuracy and with reasonable speed. 9. Must possess the ability to constantly maintain knowledge of County and prison rules, as well as changes regarding sentencing computation and other law enforcement functions. 10. Must possess the ability to correctly answer questions from the public, other agencies, and the inmates regarding department rules and procedures. Contact Details We offer an excellent benefit package including medical, dental, vision, prescription, life insurance, paid time off, tuition reimbursement and a retirement plan! To apply for this position, please complete our online application. Franklin County is an equal opportunity employer. If you need assistance completing the online application, please contact Human Resources at 717-261-3150. Franklin County is an Equal Opportunity Employer and provide advancement opportunities to everyone. Our employment practices are not influenced or affected by race, color, religion, sex, national origin, age, disability, veteran's status, or any other categories protected by law.
