Senior Records Clerk

The City of Alexandria is located in Northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington, and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. About one-quarter of the City's square miles have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Senior Records Clerk position.
An Overview
A Senior Records Clerk researches, compiles, and analyzes inmate and confinement data using various databases such as CORIS/LIDS, VCIN/NCIC, and Laserfiche to develop inmate files and support the file management system. This process ensures that confined subjects are held lawfully and are credited accurately for their time in confinement. Other duties include checking AJIS, CORIS/LIDS, and Laserfiche systems for information on charges and arrest dates of inmates to calculate court-imposed sentences accurately. Thus, the lawful detention of subjects in custody is ensured, and all applicable jail credits can be applied. Other duties include compiling all local inmate time data. For inmates given state-responsible sentences, jail credit time sheets are prepared, and court dispositions are faxed or emailed to the court and legal section of the Department of Corrections.
What You Should Bring
The ideal candidate for the position of Senior Records Clerk should possess good computer skills, have a good understanding of electronic records management systems, possess excellent communication skills, excellent interpersonal skills, and be capable of maintaining complex clerical records and making decisions in accordance with state laws and regulations. Duties also include establishing procedures to prevent errors that could easily result in adverse public reactions or extra costs for the City.
Duties and Responsibilities

• Researches and analyzes data from various sources to ensure accuracy.
• Uses various records systems such as Alexandria Justice Information System (AJIS), Corrections Information System (CORIS), Local Inmate Data System (LIDS), Virginia Criminal Information Network/National Criminal Information Center (VCIN/NCIC), and Laserfiche.
• Generates, processes, and updates inmate records through analysis and verification of demographic, criminal offense, custody status, bond, sentencing, and detainer data. Verifies pretrial/jail credits through researching AJIS, CORIS/LIDS, and Laserfiche systems.
• Follows up with other agencies when applicable to gather information on inmate offenses and arrest data to enable accurate computation of sentences imposed by the courts.
• Processes time computations for all locally sentenced inmates.
• Fax or email jail credit information and court dispositions to the Virginia Department of Corrections (DOC), Court and Legal (C&L) sections for inmates that receive state-responsible sentences.
• Serves as acting records manager when the supervisor is away from the Office.
• Prepares and submits daily, weekly, bi-weekly, monthly, and annual reports.
• Answers any inquiries regarding inmate status, including current charge(s), bonds, sentences, detainers, pretrial credits, and pending court dates.
• Maintains communication with staff, Commonwealth Attorney, Public Defender, Probation and Parole, Magistrates, Courts, and other law enforcement agencies to request and provide pertinent information.
• Prepares and scans documents into the Document Imaging System (Laserfiche).
• Assists with training coworkers and new employees in use and requirements concerning all records systems.
• Contacts courts to verify court orders, bonds, and court dates.
• Performs related work as required.

About the Office
The Alexandria Sheriff's Office is responsible for the operation of the William G. Truesdale Adult Detention Center, security of the Alexandria Courthouse, service of court legal documents, execution of court orders, transportation of prisoners, and general public safety and law enforcement.
The Alexandria Sheriff's Office is a highly professional organization with 205 deputy sheriffs and civilian personnel. The Office is nationally accredited by the Commission on Accreditation for Law Enforcement Agencies, the Commission on Accreditation for Corrections, and the National Commission on Correctional Health Care. The National Sheriff's Association has honored the Office with the prestigious "Triple Crown Award" for achieving these accreditations. The Office is also Virginia State certified by the Department of Criminal Justice Services and the Department of Corrections.