ADMISSIONS AND RECORDS OFFICER

Code: 00226@ Local Competitive

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under direction, in a penal institution or juvenile detention facility, performs the clerical and related work involved in the admitting of inmates or juveniles to such facilities; as needed, may perform security tasks involved in the guarding and/or transporting of inmates or detainees; does related work as required.

Examples of work

• Reviews commitment orders and detainers of inmates or juveniles to ensure that legal requirements have been met.
• Books new inmates or juveniles in the register of commitments and discharges and takes from them their money and articles of value.
• Enters names and descriptions in location book.
• Assigns inmates to cells and juveniles to rooms.
• Figures time of discharge of each inmate or juvenile.
• Enters and censors mail.
• Handles correspondence, prepares payrolls, requisitions supplies, and prepares personnel forms.
• Returns money and articles of value to discharged persons.
• Notarizes papers, answers telephones, compiles, and tabulates needed financial and other data.
• Keeps petty cash records, prepares reports, establishes and maintains needed records and files.
• As needed, may transport inmates or detainees to other locations, search and escort visitors to the facility and patrol assigned areas to monitor the behavior of inmates or detainees.
• Fills in for absent security personnel in the event of an emergency.

Experience

Two (2) years of experience in work involving the custody or protection of individuals.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

• Knowledge of the problems likely to be encountered in work involving the care and custody of prisoners.
• Knowledge of modern office routines and procedures and methods.
• Knowledge of verifying bills and other records.
• Knowledge of preparing clear, sound, and informative reports, and of maintaining records and files.
• Ability to comprehend modern office routines, procedures, and methods.
• Ability to work harmoniously with associates and to establish and maintain records and files.
• Ability to cope with crisis situations that occur in a penal or detention facility.
• Ability to follow orders explicitly.
• Ability to emphathize with inmates or detainees from different backgrounds who are in a penal or detention facility.
• Ability to write concise and accurate reports.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.