Senior Records Clerk

Alexandria, VA
$35,723.48 - $62,867.22 Annually
Jun 28, 2022
Jul 12, 2022
Full Time
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 Sheriff Senior Records Clerk position.

An Overview

A Senior Records Clerk researches and analyzes data utilizing various databases such as LIDS, VCIN/NCIC, and Laserfiche. These databases are used to develop inmate files and support file management systems. This type of process ensures that confined subjects are held lawfully and that they receive compensation for their time in confinement. Other duties include checking AJIS, LIDS, and Laserfiche systems for information on charges and arrest dates of inmates in order 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 who are given state-responsible sentences, jail credit time sheets are prepared, and court dispositions are faxed or emailed to the Court and Legal (C&L) section of the Department of Corrections (DOC). The position also involves performing research and analysis to determine which inmates are eligible for the State Criminal Alien Assistance Program (SCAAP) application.

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), 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 credits through researching AJIS, CORIS, 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;
  • Researches and analyzes records data to identify eligible inmates to be included in the annual State Criminal Alien Assistance Program (SCAAP) application;
  • Serves as acting Records Manager when Supervisor is away from Office;
  • Prepares and submits daily, weekly, bi-weekly, monthly and annual reports;
  • Answers any inquiries regarding inmate status to include current charge(s), bonds, sentences, detainers, pretrial credits, and pending court dates;
  • Maintains communication with and generates emails to 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 system;
  • 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 204 deputy sheriffs and civilian personnel. The Office is nationally accredited by the Commission on Accreditation for Law Enforcement Agencies, Commission on Accreditation for Corrections, and the National Commission on Correctional Health Care. The Office has been honored by the National Sheriff's Association 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.

The Sheriff's Office is committed to the health, safety, and wellness for all staff. In support of that commitment, all newly hired employees are required to provide proof of COVID-19 vaccination. Applicants with a disability or sincerely held religious belief which prohibits them from receiving a vaccine may request a reasonable accommodation. Adherence to this policy is a condition of employment.

Minimum & Additional Requirements

Minimum: High School Diploma or GED; Customer Service, Data entry into automated data base system, proofreading, receipting court costs, receiving and answering multiple calls; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications

Two years of experience maintaining confidential records and files in accordance with established standards for record-keeping procedures, which includes managing information systems, excellent typing and data entry skills; prior experience with Local Inmate Date System (LIDS); the ability to multi-task; the ability to effectively communicate verbally and in writing; the ability to communicate with a variety of people; responsibility for maintaining a secure jail management system; the ability to maintain a filing system and perform related duties.


The position may require the successful completion of the following pre-employment verifications/testing:-Comprehensive background investigation
-Drug testing
-Polygraph examination

Similar jobs