Detention Records Specialist - Detention Center

Lea County • Lovington, NM, USA

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SUMMARY :

Under direct supervision from the Records Supervisor, contributes to the efficient daily operation of the Detention department by performing a variety of administrative duties in accordance with the established policies and procedures of Lea County. Maintains professionalism in all interactions with internal and external customers.

ESSENTIAL DUTIES :

Enters and maintains detainee files in the jail management system.
Maintains complete and accurate files and records of bond amounts, sentencing and release dates, transfer information, housing logs, incident reports, and classification documents.
Prepares state sentencing report for facility funding.
Receives and effectively processes bonds for local and out-of-county courts to ensure the proper release of all detainees who have been approved by the judicial system.
Assist the security department in preparing authorized documentation and scheduling for all detainee transports.
Ensures court documents contain all necessary signatures; processes court paperwork.
Uploads and sends court paperwork to detainees.
Coordinates phone conferences between attorneys and clients at rehabilitation facilities.
Maintains complete and accurate Livescan fingerprint card information, transmits to FBI, and prints for local law offices as necessary.
Communicates with states regarding fugitive cases and ensures extradition of detainees.
Coordinates with all Federal Agencies regarding detainee incarcerations.
Coordinates court's and facility's daily schedule.
Provides status reports to Social Security.
Receives and responds to inquiries and request forms from detainees, law enforcement, courts, and the public.
Monitors National Crime Information Center ( NCIC) for additional warrants.
Notifies victims of domestic violence and violent crimes of offender's pending release.
Provides coverage for receiving and discharge as necessary.
Establishes and maintains effective filing and retrieval system of departmental information.
Screens incoming legal calls and correspondence; exercises judgment and responds accordingly.
Responds to questions and requests for information in a professional and timely manner.
Establishes and maintains an effective system of communication within the department and builds and fosters effective working relationships with others.
Complies with all property and department policies and procedures.
Maintains strict confidentiality of all information processed through the department including records, reports, documents, conversations, etc.
Contributes to a team effort and accomplishes related results as required.
Work irregular hours, overtime, attend job-related meetings, and perform other duties as assigned.

The duties of this position are not limited to those set forth above. The incumbent will perform such functions, duties and assignments as directed by supervisor and consistent with ability, background and expertise.

MINIMUM QUALIFICATIONS :

High school diploma / GED.

Two (2) years' experience in records management, corrections, or related environment.

Must obtain and maintain NCIC certifications.

A combination of relevant education and related work experience may be considered.

Valid driver's license is required when operating a vehicle for work-related purposes.

Must successfully complete pre-employment requirements including a background check and drug / alcohol screening.

Knowledge, Skills, and Abilities :

Knowledge of :

Goals, objectives, functions, policies, and procedures of Lea County.

Applicable federal, state, county, and local laws, regulations, requirements, principles, and practices of records management and detention procedures.

Correctional and judicial systems.

Records management practices and procedures.

Modern office functions, procedures, and equipment.

Skill in :

Operating various word-processing, spreadsheets, database software programs, and industry-related applications in a Windows environment.

Reading, reviewing, preparing, and analyzing operational reports, contracts, minutes, resolutions, ordinances, and other business and court-related documents.

Analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.

Making effective decisions in urgent situations.

Correct English usage, grammar, spelling, and punctuation.

Exceptional customer service.

Ability to :

Perform essential duties and adapt to working conditions.

Maintain strict confidentiality.

Communicate efficiently and effectively both verbally and in writing, individually and in meetings.

Establish and maintain professional relationships with individuals of varying social and cultural backgrounds including the public and co-workers at all levels of the organization.

Understand and follow verbal and written instructions.

Adapt to varying conditions, analyze situations, and adopt appropriate courses of action.

Demonstrate professionalism at all times and demonstrate sensitivity in tenuous situations.

Handle multiple tasks and meet deadlines.

Work independently with minimal supervision, as well as cooperatively in group / team settings.

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Detention Specialist • Lovington, NM, USA