Inmate Records Coordinator Job Description [Updated for 2025]

In our increasingly interconnected society, the role of an Inmate Records Coordinator has become more crucial than ever.

As the criminal justice system evolves, there’s a growing demand for proficient individuals who can adeptly manage, organize, and protect our inmate records.

But let’s delve deeper: What’s truly expected from an Inmate Records Coordinator?

Whether you are:

• An aspiring professional trying to comprehend the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply fascinated by the behind-the-scenes operations of inmate record coordination,

You’ve come to the right place.

Today, we present a customizable Inmate Records Coordinator job description template, constructed for effortless posting on job boards or career sites.

Let’s dive right into it.

Inmate Records Coordinator Duties and Responsibilities

Inmate Records Coordinators manage and maintain accurate, up-to-date records of inmates within a correctional facility.

They play a critical role in ensuring that inmate data is properly recorded and managed according to legal and institutional guidelines.

Their duties and responsibilities include:

• Updating and maintaining accurate records of each inmate’s personal and legal information
• Tracking and documenting each inmate’s progress through the correctional system, including details about sentencing, behavior, and program participation
• Coordinating with other departments to ensure that all necessary information is included in each inmate’s record
• Reviewing and verifying documents and reports for accuracy
• Complying with all applicable laws and regulations regarding inmate recordkeeping
• Responding to requests for inmate information from authorized personnel
• Preparing and providing reports on inmate data as needed
• Assisting with audits of inmate records to ensure accuracy and compliance
• Managing the storage and disposal of inmate records in accordance with policies and legal requirements

 

Inmate Records Coordinator Job Description Template

Job Brief

We are seeking an organized and detail-oriented Inmate Records Coordinator.

The ideal candidate will be responsible for maintaining and updating inmate records, ensuring accuracy, confidentiality, and compliance with legal regulations.

The Inmate Records Coordinator will handle tasks such as data entry, file management, record retrieval, and facilitating the sharing of relevant information with authorized personnel.

A thorough understanding of correctional facility policies and legal documentation is crucial.

 

Responsibilities

• Maintain accurate and up-to-date inmate records.
• Enter data related to inmate admission, release, and transfer into appropriate databases.
• Facilitate the sharing of relevant information with authorized personnel.
• Ensure compliance with legal regulations and correctional facility policies.
• Retrieve records as requested by authorized personnel.
• Perform regular audits to ensure data accuracy.
• File physical records in an organized and efficient manner.
• Assist with the preparation of reports and statistics as required.

 

Qualifications

• Proven work experience in record-keeping or related field.
• Experience in a correctional facility or legal environment is an asset.
• Strong computer skills and familiarity with database management.
• Exceptional organizational skills and attention to detail.
• Understanding of legal regulations and correctional facility policies.
• Ability to maintain confidentiality and handle sensitive information.
• High school diploma or equivalent; higher degree in a relevant discipline will be appreciated.

 

Benefits

• Retirement plan
• Health insurance
• Dental insurance
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Inmate Records Coordinator
• Work Environment: Correctional facility setting. This position may require shift work, including nights, weekends, and holidays.
• Reporting Structure: Reports to the Records Department Supervisor or Facility Administrator.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $50,000 minimum to $70,000 maximum
• Location: [City, State] (specify the location)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Inmate Records Coordinator Do?

An Inmate Records Coordinator typically works in correctional facilities or prisons, managing and maintaining the records of individuals incarcerated.

They keep track of all relevant information regarding each inmate including personal details, criminal records, sentencing information, and scheduled release dates.

They also record and monitor inmate movements within the facility such as transfers, work details, and medical appointments.

Their role also involves liaising with court officials and law enforcement agencies to ensure that all records are accurate and up-to-date.

This includes checking court orders, updating parole or probation details, and ensuring that sentences are accurately calculated.

Inmate Records Coordinators may also be responsible for responding to requests for inmate records from authorized personnel or agencies.

This includes providing necessary documentation for court proceedings or parole hearings.

They are also tasked with ensuring the confidentiality and security of all inmate records, adhering to laws and regulations regarding record keeping, and maintaining the integrity of their facility’s database system.

In addition, Inmate Records Coordinators often aid in the release process of inmates by ensuring that all legal requirements have been met and the necessary paperwork is completed accurately.

 

Inmate Records Coordinator Qualifications and Skills

An Inmate Records Coordinator is a critical role in a correctional facility, requiring a specific set of skills and qualifications, including:

• Exceptional organizational skills to manage large volumes of inmate records accurately and efficiently.
• Strong attention to detail to ensure accuracy in entering and maintaining inmate records.
• Excellent knowledge of correctional facility protocols and legal guidelines for the management of inmate records.
• Proficiency in using data management software and other relevant technology for record keeping and tracking.
• Good communication skills to interface with various correctional facility staff, legal personnel, and inmates as required.
• Ability to work under pressure and make decisions quickly and accurately in a high-stress environment.
• Understanding of confidentiality requirements and ethical standards related to managing sensitive information.
• Problem-solving skills to identify errors or discrepancies in inmate records and develop appropriate solutions.

 

Inmate Records Coordinator Experience Requirements

For an Inmate Records Coordinator role, entry-level candidates may have 1 to 2 years of experience in administrative or record-keeping roles, often gained through an internship or part-time job in a similar field.

Direct experience in a correctional facility, law enforcement agency, or in legal settings can be beneficial for understanding the unique nature of inmate records.

Candidates with more than 2 years of experience often have honed their skills in areas such as data management, legal documentation handling, and inmate processing in entry-level roles within prison administration or law enforcement.

Those with more than 5 years of experience are likely to have amassed significant knowledge in correctional facility operations and inmate management, including experience with various record management software.

They might have some supervisory experience in their background, equipping them for roles that involve managing a team and overseeing the entire inmate records process.

Regardless of the level of experience, all candidates must exhibit strong attention to detail, proficiency in data management software, and an understanding of legal and ethical considerations surrounding inmate records.

 

Inmate Records Coordinator Education and Training Requirements

Inmate Records Coordinators typically have at least a high school diploma or GED equivalent, but a bachelor’s degree in criminal justice, corrections, public administration or a related field is often preferred.

They also need to have strong organizational skills and be familiar with database management, as they will be responsible for maintaining and updating accurate records of inmate information.

Some positions may require Inmate Records Coordinators to have prior experience in a correctional or law enforcement setting.

This hands-on experience can provide a valuable understanding of the prison system and its operations.

In addition to formal education, Inmate Records Coordinators typically undergo on-the-job training to learn the specific systems and procedures of their facility.

They should also be familiar with laws and regulations related to record keeping and privacy.

Certain facilities may require Inmate Records Coordinators to have specific certifications such as Certified Corrections Professional (CCP) or Certified Jail Manager (CJM).

These certifications demonstrate a candidate’s commitment to the field and their ongoing professional development.

Continuing education and professional development opportunities, such as workshops and seminars on prison administration and record keeping, can also be beneficial for career advancement.

 

Inmate Records Coordinator Salary Expectations

An Inmate Records Coordinator can expect to earn an average salary of $42,620 (USD) per year.

This wage may fluctuate based on factors such as experience, location, and the specific correctional facility.

 

Inmate Records Coordinator Job Description FAQs

What skills does an Inmate Records Coordinator need?

An Inmate Records Coordinator needs to have excellent organizational and record-keeping skills, as the job involves maintaining accurate records for all inmates.

They need to have strong attention to detail and the ability to work under pressure due to the sensitive nature of the information they are handling.

Proficiency in using computer systems and databases is also crucial, as is the ability to communicate effectively with various stakeholders including law enforcement personnel, court officials, and the inmates themselves.

 

Do Inmate Records Coordinators need a degree?

A degree is not typically required for the role of an Inmate Records Coordinator, but some form of post-secondary education, particularly in criminal justice or a related field, can be beneficial.

Experience in record keeping, particularly within a law enforcement or correctional context, is usually more important.

Some institutions may require specific certifications in records management.

 

What should you look for in an Inmate Records Coordinator resume?

A strong Inmate Records Coordinator resume should highlight experience in record-keeping, data management, and dealing with confidential information.

It should also reflect strong organizational skills, proficiency in relevant computer systems and databases, and familiarity with criminal justice or correctional systems.

Any experience in a law enforcement or legal context can be a plus.

 

What qualities make a good Inmate Records Coordinator?

A good Inmate Records Coordinator is highly detail-oriented and organized, able to manage multiple records efficiently and accurately.

They are also able to handle sensitive information with discretion and integrity.

Good communication skills are also important, as they will need to interact with various individuals including law enforcement personnel, court officials, and the inmates themselves.

They also need to be resilient and able to handle the stresses that come with working in a correctional environment.

 

What are the daily duties of an Inmate Records Coordinator?

On a typical day, an Inmate Records Coordinator would be responsible for updating and maintaining inmate records, including tracking their sentences, parole dates, and any changes to their status.

They may also be responsible for responding to requests for information from law enforcement agencies, courts, or other relevant parties.

They may also need to liaise with other departments within the correctional facility, such as medical or security, to ensure all relevant information is included in the inmate’s record.

 

Conclusion

So there you have it.

Today, we’ve unveiled the reality of being an Inmate Records Coordinator.

And guess what?

It’s not just about managing files.

It’s about securing the foundation of our correctional system, one record at a time.

With our essential Inmate Records Coordinator job description template and real-world examples, you’re ready to make your mark.

But why limit yourself?

Go further with our job description generator. It’s your next step to crafting precise job listings or fine-tuning your resume to perfection.

Remember:

Every inmate record is a crucial piece of the larger system.

Let’s ensure its integrity. Together.

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