Records Clerk

Position Summary

The Records Clerk supports the management of resident documentation by starting new records, keeping files current, maintaining accurate indexes, and handling record disposal in line with retention rules.

Reporting Structure

This is a civilian role that answers directly to the Records Room Division Supervisor and/or the Major of the Records Room Division.

Key Duties

• Open and create new records for every offender admitted to the Richmond City Jail.
• Carefully review court paperwork, interpret it correctly, and update court details in Jail Tracker.
• Apply credits accurately, calculate sentencing data, and select the correct booking code for each file.
• Support internal and external customers, agencies, members of the public, courts, and attorneys.
• Prepare releases, turnovers, bonds, and run VCIN/NCIC and local warrant checks.
• Keep communication lines open with the courts to clear up any record mismatches or questions.
• Manage the filing of both active and inactive documents.
• Read and reply to resident mail, including mail from inside and outside the facility.
• Create active files for each new commitment to the Richmond City Justice Center.
• Remove records according to retention requirements.
• Maintain an orderly and accurate filing system.
• Follow the records retention rules established by the Library of Virginia when purging files.
• Answer phone calls and route them to the correct person or department.
• Protect the confidentiality and trust of coworkers, supervisors, and the public.
• Complete other assignments given by the Records Room Supervisor, the Sheriff, or the Sheriff’s designee.

Qualifications

Candidates should have a high school diploma or an equivalent credential. Familiarity with the Freedom of Information Act and the Library of Virginia’s records retention rules is expected. A working understanding of basic filing systems is needed, and prior experience as a records clerk of about one year is preferred. The role also calls for strong confidentiality practices, comfort with Microsoft Office Suite and standard office equipment, basic computer ability, and familiarity with using both intranet and internet tools.

About Richmond City Sheriff’s Office

The Richmond City Sheriff’s Office oversees jail security, court safety, inmate transport, and civil process service with a focus on integrity, professionalism, and modern training methods. The office also works with the community to reduce recidivism through faith-based and community-based programs that help former offenders become productive citizens.

Additional Information

This opening stays available until a suitable candidate is selected, and the appointment is at-will.

Benefits

• Access to educational partnerships with local colleges and universities that offer reduced tuition
• Tuition reimbursement
• Basic life insurance
• Group health insurance
• Optional disability and family life insurance
• Certified V3 employer status
• Direct deposit
• Optional deferred compensation retirement plan
• Virginia Retirement System retirement, with hazardous duty supplement for deputies
• 13 paid holidays
• 13 vacation days earned per year
• 15 days of military leave each military fiscal year
• 13 sick days earned per year

Equal Opportunity

The Richmond City Sheriff’s Office is an equal opportunity employer and hires qualified applicants regardless of race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.