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Records Clerk

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Records Clerk

Salary

$43,613.00 Annually

Location

141 Fort Collier Rd., Winchester, VA

Job Type

Full-Time

Job Number

00753

Department

JAIL

Opening Date

08/14/2026

• Description

• Benefits

Description

Are you highly organized, detail-oriented, and able to multitask in a fast-paced environment? The Northwestern Regional Adult Detention Center is looking for a dedicated Records Clerk to join our team. This critical role ensures the establishment, maintenance, and security of inmate records. Working with staff, inmates, law enforcement, and the public, you will play a vital role in the smooth operation of the Detention Center. If you possess resilience and excel in high-pressure environments, we encourage you to apply for this challenging and rewarding position.

What You'll Do:

As a Records Clerk, you will:

• Receive reviews and maintain court-prepared and related documentation associated with inmate incarcerations, including commitment orders, court summaries, bond documentation, courts and charges pending, and release documents.

• Send the proper individuals to court for bond hearings daily.

• Independently prepare and maintain a caseload of inmate files and update computer information, including posting bond changes, future court dates, and entering sentences.

• Prepare court lists; electronically scan inmate files after they are released and shred hard copies; work closely with the courts, probation office, other detention centers, and law enforcement agencies.

• Prepare the weekend confinement schedules and contracts for inmates serving their sentences on weekends; must demonstrate knowledge of State Statute codes, LIDS Inmate Data System (LIDS) codes, and Offender Management System (OMS) about LIDS.

• Prepare time computations of local sentences and send sentencing and incarceration credits for state sentences to the Department of Corrections.

• Handle telephone calls.

• Prepare releases and transfers to other jurisdictions; and maintain certification to operate the Virginia Criminal Information Network (VCIN)/National Crime Information Center (NCIC) computer.

• Testify in court when subpoenaed and work closely with the State Police in identifying and registering sex offenders.

What We're Looking For:

• Must possess a high school diploma or GED equivalent.

• One (1) year of clerical and/or basic accounting experience, including various computer systems and programs, with associated printers, scanning equipment, copiers, fax machines, telephone systems, and calculators.

• Ability to organize and prioritize multiple assignments, manage time effectively, maintain accurate and detailed records, and learn and apply new processes and technologies.

• Ability to comprehend and interpret written and electronic information; communicate clearly and accurately in writing; perform mathematical calculations and work with numerical data; and effectively use computers, software applications, and other digital technologies.

• VCIN/NCIC certification necessary.

NRADC Automatic Disqualifiers:

Criminal History:

1. Any conviction or plea of guilty or no contest to a felony or any offense that would be a felony if committed in the Commonwealth of Virginia.

2. Any conviction of plea of guilty or no contest to any misdemeanor involving moral turpitude including but not limited to petit larceny under Section 18.2-96 of the Code of Virginia or any offense involving moral turpitude that would be a misdemeanor if committed in the Commonwealth of Virginia. Crimes of moral turpitude include but limited to: fraud, all theft offenses and perjury.

3. Any conviction or plea of guilty or no contest to any misdemeanor sex offense in the Commonwealth of Virginia, another state, or the United States, including but not limited to sexual battery under Section 18.2-67.4 of the Code Of Virginia or consensual sexual intercourse with a minor 15 or older under clause (ii) of Section 18.2-371 of the Code of Virginia, or domestic assault under Section 18.2-57.2 of the Code of Virginia or any offense that would be domestic assault under the laws of another state or the United States.

4. Any conviction that requires the registration in the Virginia Sex Offender Registry.

5. Undetected commission of any of the above crimes, as an adult.

Traffic Violations:

1. Has not held a valid driver’s license for a minimum of two (2) years.

2. Driver’s license suspended or revoked within three years of application.

3. Convicted within the past five years of any of the following:

• Operating under the influence of drugs or alcohol

• Fleeing or eluding a police officer

• Failure to stop after an accident (hit and run)

• Operating a vehicle with a suspended license

• Participating in a speed contest or drag race

• Reckless driving or driving to endanger

• Violation of state regulations on implied consent

1. Convicted within the past ten years of any of the following:

• Homicide or manslaughter with a motor vehicle

• Theft or use of a motor vehicle in the commission of felony

• Assault with a motor vehicle

• More than two convictions for motor vehicle moving violations (other than those listed in b above) during the past three years

• Involvement in two or more avoidable (at fault) accidents during the previous three years

Drugs:

1. The illegal sale or distribution of any illegal drugs in the past 7 years.

2. Any use of a controlled substance listed in Schedule I of Title 54.1 of the Code of Virginia in the past five years from the date of application submission is an automatic disqualifier unless you have successfully completed a drug rehabilitation program. This does not include marijuana.

3. Any illegal use of a controlled substance listed in Schedule II of Title 54.1 of the Code of Virginia in the past two years from the date of application submission is an automatic disqualifier unless you have successfully completed a drug rehabilitation program.

4. The illegal use, possession of marijuana or a derivative thereof within the previous twelve months.

Illegal drug is defined as set forth in the Federal Controlled Substance Act, 21 U.S.C. §800 et al. and by the Code of Virginia.

Others:

1. Past or current gang affiliation.

2. Dishonorable discharge from any military service.

3. Untruthfulness and/or the intentional withholding of information on any application, interview, or paperwork associated with the position. Examples of intentional withholding of information would include deliberate inaccuracies or incomplete statements.

4. Intentional failure to follow the directions outlined in the testing process or relying on others to complete any portion of the testing process.

Note:

This is not intended to be an exhaustive listing of background disqualifiers. Applicants who are successful in the initial testing will undergo a thorough background investigation, including polygraph examination. Areas of concern will be evaluated on a case-by-case basis within the context of the full investigation/review. Examples of areas of concern may include, but are not limited to:

• Reduction of charges as a result of a plea agreement or other form of sentencing disposition prior to a conviction in any of the aforementioned criminal and driving history categories.

• Crimes committed as a juvenile, including undetected crime.

• Patterns of reckless and/or irresponsible driving.

• Multiple convictions of driving under the influence.

• Illegal drug use or possession that does not fall within the parameters defined above, including the use or possession of prescription drugs without a proper prescription.

• Less than honorable military discharge, erratic work record, or unfavorable employment references.

• Pending litigation or prosecution for criminal offenses must be resolved prior to consideration for employment. Some minor offenses are classified as Class 1 misdemeanors (e.g. littering) but would not result in automatic disqualification.

Convictions of this nature would be evaluated on a case-by-case basis in the context of the full investigation/review.

Supplemental Information

Physical Demands: Requires light physical effort, including sitting for extended periods, walking, bending, reaching, and handling materials up to 25 pounds. Requires effective communication, hearing, visual acuity, computer skills, and the ability to work a flexible or irregular schedule as needed.

Environmental Conditions: Heated and air-conditioned office. Regular exposure to pre-trial and post-conviction inmates makes the position susceptible to violent and unpredictable behavior.

To learn more about Frederick County, Virginia employee benefits, please visit the following webpage: https://www.fcva.us/departments/human-resources/employee-benefits

All positions are subject to a criminal background check for any convictions that relate to the job duties and responsibilities. Frederick County Virginia Government is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The County’s EEO Utilization Report is available at www.fcva.us/jobs