Director of Records, Sheriff’s Office

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 Supervisory/Program Analyst.

An Overview
The Director of Records for the Sheriff’s Office provides leadership, supervision, management, planning and coordination of the services provided, for the coordination, direction and guidance of the Inmate Records Section to ensure that objectives are achieved, the accuracy and integrity of inmate records systems are maintained and sets the agenda for the Records Section. Ensures that established records standards are adhered to and that unit records are properly maintained. Creates statistical reports relative to office operations, reviews reports and recommendations prepared by unit staff and conducts monthly staff meetings. Subject matter expert (SME) who is the final decision maker in matters related to records operations. Provides training, direction and guidance concerning intake and records functions of the Sheriff’s Office. Utilize research and analysis to create/ develop and implement office policy relative to the creation, processing, maintenance, closing, storage and disposal of inmate records.

What You Should Bring
A thorough knowledge of principles, practices and techniques of records management and administration; ability to develop long term plans and evaluate work accomplishments; ability to plan, organize and evaluate programs, and implement policies, procedures and standards; ability to establish and maintain effective working relationships with the State Compensation Board, City, State and Federal officials and the general public; ability to plan direct and coordinate complex records systems; ability to research and analyze facts and recommendations effectively in written and verbal form; ability to work independently and effectively with minimum supervision; ability to plan, organize direct, coordinate and evaluate programs, implement policies and procedures.

The Opportunity

• Performs internal audits to ensure the accuracy and integrity of all inmate records systems;
• Oversees and coordinates the sections training of new employees;
• Performs administrative reviews of incidents to establish facts and recommend and implement procedural safeguards to ensure prevention of future incidents of a similar nature;
• Oversees external audits and coordinates and direct’ s agency’s response to any findings;
• Acts as in-house expert and contact for questions or issues on records manner;
• Manages development and implementation of all records systems procedural changes and software upgrades and decides how best to implement the changes to records systems for users, how to present and train staff, how to roll out to stakeholders and troubleshoot problems;
• Acts as department Compliance Officer to include maintaining currency with new laws, Attorney General opinions and state/mandated standards:
• Evaluates department operations, reporting to department leadership and making recommendations pertaining to compliance with requirements, formulates and implements policies that ensure compliance with Office, State and accreditation standards;
• Participates in regional meetings among records staff from different jurisdictions
• Coordinates quarterly meetings with Judicial Services, ACJS and Commonwealth Attorney’s Office representatives;
• Proactively develops innovative solutions to ensure records system documentation meets established standards;
• Supervises, directs work and performs quarterly/annual evaluations of Inmate Records Manager(s) and Correctional Information System (CORIS) Technician;
• Acts as the sections Director of Training , which includes ensuring that the departments training requirements are met, management of internal training concerning policy reviews/updates and provide oversight to subordinates conducting new employee training;
• Develops, implements and produces comprehensive statistical reports concerning inmate records processed monthly, bi-monthly and annually, state responsible inmates and local inmates with ICE detainers;
• Develops in-depth statistical data to formulate Annual Survey of Jails and Mental Health survey reports;
• Perform internal audits of all time computations processed and all records/shift packages scanned;
• Research, analyze and develop data to produce the State Criminal Alien Assistance Program (SCAAP) report annually;
• Provides insight and suggestions to senior leadership concerning areas for improvement;
• Develops and maintains quality control of inmate records and security shift packages stored electronically in the City’s Document Imaging/Laserfiche system;
• Directs work of subordinates employees in planning, organizing and reviewing quality control and internal audit findings;
• Identifies operational problems when they occur and develops and/or implements recommendations for change to resolve issues;
• Supervises quality control findings and internal audit results to analyze the scope of any issues identified and works with staff to develop and implement solutions and measure results;
• Serve as the “caretaker” of records systems and coordinate with stakeholders to formulate what data is to be researched, analyzed and entered into records systems by Senior Records Clerks including related administration needs to ensure that requirements for statistical reports, internal/external audits and per diem reimbursements are all met;
• Perform independent updates to records systems to streamline processes and achieve maximum efficiency;
• Provides logistical support to records staff/operations, ensures that records supplies/staffing levels are maintained within established budgets;
• Performs related work as required;

About the Department
The Alexandria Sheriff’s Office is responsible for the operation of the William G. Truesdale Adult Detention Center, courthouse and courtroom security, service of all court legal documents, execution of court orders, transportation of prisoners, execution of arrest warrants, and general public safety and law enforcement. All powers, responsibilities and duties of the Alexandria Sheriff’s Office derive from common law, the Virginia Constitution, the Code of Virginia and the Alexandria Charter.

The Alexandria Sheriff’s Office is a highly professional organization with 210 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 national accreditations. The Office is also Virginia State certified by the Department of Criminal Justice Services and the Department of Corrections.

Four-Year College Degree; completion of college-level courses in public or business administration or statistics; three-five years of experience in program evaluation, program analysis or policy development work; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Master’s Degree archives and records management, public administration, criminal justice, law enforcement or a related field; or any equivalent combination of experience, with required knowledge, skills, and abilities; or five (5) years of previous experience with records management.

The position requires the successful completion of the following pre-employment verifications/testing:

Criminal History Records Check
FBI/Federal Records Check
Drug Testing
Polygraph